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.

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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