Congress Management

Managing multiple activities at medical conferences

Kay works regularly at medical congresses throughout Europe and the US for global pharmaceutical companies. In former roles as a Professional Conference Organiser (PCO), she organised large international congresses for medical associations.

For this project, Kay provided full logistical support for a pharmaceutical client of a leading medical communications agency. She has managed activities at this event for 11 consecutive meetings.

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Client

  • Medical Communications Agency

  • Global pharmaceutical company

Group Size

  • 250 – 300

Congress Locations

  • Athens

  • Barcelona

  • Dublin

  • Glasgow

  • Istanbul

  • Leipzig

  • Milan

  • New York

  • Paris

  • Prague

  • Washington DC

 

Responsibilities

  • Client liaison

  • Budget and compliance

  • Liaison with Congress Secretariat

  • Venue management

  • Scientific dinner

  • Management of private meeting area

  • Booth services

  • Accommodation

  • Exhibitor registration

  • Ground transport

  • VIP arrangements

  • Site inspection

  • On-site management

The Background 

This Congress, a medical association meeting for 3,000 delegates, takes place annually in Europe and every 5th year joins with sister societies in the US.  Client activities typically include: 

  • 100 sqm booth

  • Symposium

  • Large private meeting area

  • Scientific dinner

  • Busy programme of add-on meetings

The Role

 Kay was contracted by a medical communications agency which was the lead agency for the project.   

She was responsible for all congress logistics including compliance with local and international guidelines. To deliver this project, she worked as part of a broad team that included:

  • Agency Account Managers

  • Client global and local teams

  • Client’s scientific agency

  • Booth builder

  • Congress Secretariat

  • Local suppliers

The role involved the coordination of delegates from over 20 markets and all venue arrangements, including catering and local staffing for both the booth and private meeting areas. She was responsible for attendee management and all logistical arrangements for the client’s annual scientific dinner.

Kay’s extensive experience in Congress organisation, as both a PCO and with medical agencies, has given her an in-depth understanding of this complex area. This enables her to drive projects forward with minimum supervision, to successfully manage a high level of detail and to satisfy the needs of multiple stakeholders.

What They Said

“Thank you for all your support on the recent meeting.  As always, a wonderful job.  We had great feedback from everyone!  You are always so calm and efficient. You make it look easy, but I know it isn’t.”

Global Brand Manager

 

“Just wanted to say a big ‘thank you’ for delivering your usual super-high-quality service!  We could never do it without you!  I look forward to working with you again.”

Agency Account Director

 

“On behalf of our group, I want to thank you so much for all your hard work at the Congress. I know how hard it is to co-ordinate, with people changing all the time, but it was all perfect! I look forward to seeing you again.”

Group Leader, Local Market