When we were appointed to manage complex event logistics for 157 meetings at the ESMO Congress in Munich, we combined strong project management with innovative onsite support to deliver an exceptional Congress experience to thousands of delegates.
The European Society for Medical Oncology (ESMO) annual congress is an opportunity for over 20,000 cancer researchers and clinicians to come together to collaborate and exchange ideas. For the past four years we have worked with the global division of a leading pharmaceutical company at the forefront of oncology research to manage complex logistics for their multiple internal and customer meetings at ESMO. The latest congress in Munich was an exciting multiagency project requiring precision, professionalism and partnership to manage over 2,025 participants within in our client’s programme of 157 events.
The multifaceted project required diligent project management of complex logistical requirements and the organisation of both internal and HCP attended events including large Satellite Symposia.
Delegate communications were managed seamlessly by our experienced team through the Cvent online platform which meant that key information was never more than a click or two away. A customised app was also developed by us to provide live tracking and reporting, interactive voting and Q&A capabilities, which enabled us to consolidate survey results with live reports onsite.
Diary and budgetary management of the 157 meetings and multiple dinners were under our remit along with VIP and faculty management. For the healthcare professional-attended meetings, we also supported contracting and reporting, as well as handling delegate travel arrangements.
Our client required a sizeable space in its main venue for employee meetings and we created a Business Suite on the top floor of the hotel for this purpose. We needed to work creatively with stakeholders to maximise the use of limited space for their extensive programme of ancillary meetings and manage all ad hoc requests in a personal and responsive manner.
Onsite Innovation
A live diary management system was implemented by us for the first time to manage the complex timings and requirements (including last minute changes) of the multiple meetings which worked really well. In addition, we set up an operations control room for use by all our client’s onsite agencies to facilitate effective real time multiagency collaboration and communication between us on all client-related activity.
The Congress was a great success with exceptional delegate feedback and appreciation for a highly educational and worthwhile programme, faultlessly delivered. Building on the momentum from Munich, we looked to improve the client and delegate experience even more for the next ESMO in Barcelona.
“Being the biggest European Oncology Congress, ESMO 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 a thousand attendees, TTA is a continuation of our team, understanding our culture and goals.”
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