When we were appointed to manage complex event logistics for 200 meetings at this year’s ESMO Congress, we combined impeccable organisation with imaginative sourcing and digital innovation to deliver an exceptional Congress experience to thousands of delegates.

The brief

The European Society for Medical Oncology (ESMO) annual congress is an opportunity for cancer researchers and clinicians to come together to collaborate and exchange ideas. We were commissioned by the global division of a leading international pharmaceutical company to manage complex event logistics for 200 meetings at this year’s ESMO Congress in Madrid. As part of this exciting multi-agency project, we needed to bring precision, professionalism and partnership to delivering an exceptional Congress experience for all 5,500 participants.

The complex logistical requirements included:

• Sourcing and management of multiple meeting and dinner venues

• Delegate and VIP management

• Registration and app development

• Congress secretariat liaison and accommodation management

• Project management and client liaison

• Comprehensive onsite support and delegate movement 

• Post event follow-up

The TTA experience

The multi-faceted programme required diligent project management of complex logistical requirements and the organisation of key client events – from symposia with thousands of attendees to Advisory Boards involving just a handful.

We provided diary and budgetary management of a total of 200 meetings over the course of the week, and sourced and organised multiple dining occasions. On site, we provided VIP and faculty management, ensured two business lounges ran smoothly, and our stewards were on hand to attend to ad hoc needs. For the healthcare professional-attended meetings, we supported HCP contracting and reporting, as well as handling their travel arrangements.
We managed delegate communications, registration and attendance seamlessly through the Cvent online platform, which meant that key information was never more than a click or two away. We also developed a bespoke app to provide live tracking and reporting, interactive voting and Q&A capabilities, which enabled us to consolidate survey results with live reports onsite. We provided comprehensive and prompt follow-up, reconciling 200 budgets and delivering post-event communications to delegates.

Challenges

Local Spanish holidays and the popularity of Madrid as a tourist destination posed some challenges in the planning of a September Congress. However, combining our intimate knowledge of Madrid and that of our expert local partners, we were able to source highly suitable, compliant dinner venues and meeting spaces for our client and stakeholders during this busy Congress period. Our meeting space partner, Melia Castilla Hotel, also provided exemplary service throughout the week.

The Outcome

The Congress was a huge success: delegate feedback was exceptional, with appreciation for a highly educational and worthwhile programme, faultlessly delivered. Sustaining the momentum from this year’s success, we are already planning for ESMO’s 2018 Congress in Munich and ESMO 2019 in Barcelona. 

“ESMO being the biggest European Oncology Congress is a key event for our long-term strategy. TTA has provided an exceptional support during the last few years. With over 200 meetings and around 20 key events that can go over 1K attendees, TTA is a continuation of our team, understanding our culture and goals.”

Global Congress & Engagement Strategy Lead

The Team Behind The Event

Giles
Julie

Event services that made this a success

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