Congress Organisation
Delivering a Congress for 3,000 delegates
These events were a series of medical Congresses for an international medical association.
Kay worked in a permanent role as a Professional Conference Organiser (PCO) for almost 10 years. She managed large scientific conferences in Europe and North America and provided PCO services to medical societies.
The role gave her an in-depth understanding of Congress organisation, knowledge that she now applies to managing activities at international events for her pharmaceutical clients.
Client
An international medical association
Congress Locations
London
Vienna
Vancouver
Industry involvement
c. 28 exhibitors and 6 symposia per Congress
Responsibilities
Managing the Congress Secretariat
Budget and timeline
Sponsorship
Industry symposia and exhibition
Conference Centre management
Delegate and exhibitor registration
Faculty travel and accommodation
Coordination of scientific programme
Accommodation management
Abstract management
Social programme
Meeting materials
Site visits
On-site management
The Background
The Congresses were biennial events. They took place over three days and each one involved:
Up to 3,000 delegates
Approx. 40 invited faculty
Around 400 submitted abstracts
Delegate accommodation at approximately 20 hotels
The programmes were made up of plenary and parallel sessions with abstracts divided between free communication and poster sessions. The events were funded by delegate fees and by substantial industry sponsorship.
The Role
As Congress Director, Kay had overall responsibility for the organisation of the Congresses:
She managed a team of 8 event managers
Liaised directly with industry sponsors
Coordinated speaker and VIP requirements
Was the key contact for the local Organising and Scientific Committees
Her role included the development of all Congress materials including:
Exhibition prospectus
Symposia guidelines
Exhibition technical manual
Delegate registration information
Programme and abstract book
She was responsible for all services at the conference centre and at social event venues. This included:
Catering
Audio-visual, staging and signage
Meeting room, exhibition and poster session set up
Her experience in this area means that Kay can work seamlessly with Congress organisers and their appointed suppliers to ensure high-quality results for clients at scientific events. Understanding how to work with a Congress Secretariat is a regular part of her bespoke training programmes for scientific and logistics agencies.
What They Said
“Thank you for your hard work and dedication to this project over the past 2 years. You took care of details that I would not even have thought of and made this the most stress-free Congress I have been involved in.”
Congress Chairman
“The organisation was exceptional – I wish I could have you working for me full time in my office! It has been a pleasure working with you. The feedback from delegates and sponsors has been excellent. Your organisation was first class. Well done and thank you!”
Scientific Committee Chairman