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What is a Congress?
A congress is more than just a series of meetings. It is an essential gathering of delegates from across the world, coming together for focused discussions within specific industries, and offering a platform for networking, collaboration, and knowledge sharing. While congresses are prevalent within the pharmaceutical sector, they span many industries, from technology to healthcare, and play a pivotal role in advancing ideas, fostering partnerships, and providing industry insights.
At Conference Care, we specialise in the seamless execution of congresses for our clients, handling every logistical aspect from pre-planning to on-site management. One of the key players in ensuring our success in this area is Mandy Parkes, our Events Logistics Manager, whose extensive experience has seen her travel the globe, managing congresses in cities like San Diego, Amsterdam, Chicago, Barcelona, and Seoul.
Find out more about our Congress Management services here.
The Complexity of Congress Planning
When it comes to organising a congress, the behind-the-scenes logistics are crucial. The planning begins long before delegates arrive. As Mandy explains, “We handle everything—from pre-planning and budgeting to on-site management and post-event reporting.” Each congress begins with understanding delegates’ needs, including travel preferences, accommodation, and specific dietary requirements.
The key to success is thorough preparation. We liaise with a wide range of suppliers, securing everything needed for the congress, including:
- Air travel
- Accommodation and congress housing
- Transfers (airport, hotel, and venue)
- Restaurant bookings for group dinners and events
Mandy emphasises that whether a congress involves 10 delegates or 100, the level of detail and organisation required is the same. “It’s all about making sure everything runs smoothly, from start to finish,” she says.
On-Site: Ensuring a Flawless Experience
While pre-planning is critical, the real magic happens on-site. Mandy’s role during congress events is to ensure delegates have a seamless experience from the moment they arrive. “We arrive a day before the delegates to conduct a reccie,” she explains. This is where the team checks all logistics, from travel routes to the congress centre to the location of restaurants. By physically walking the journey delegates will take, the team can plan for any potential obstacles and ensure a smooth flow for the event.
On the day of the congress, Mandy and her team meet delegates at the airport to offer a warm welcome and ensure smooth transfers to the hotel. With a registration desk set up in the hotel lobby, delegates can check in, receive their congress passes, and quickly get settled. Each evening, the team accompanies delegates to their dinners, ensuring everything runs smoothly and any last-minute adjustments are made.
Overcoming Challenges
While most congresses run smoothly, there are always unexpected challenges. One of the most memorable moments for Mandy was a situation at a family-run restaurant in Switzerland. “We had no email confirmation, just a verbal promise from the restaurant. I was nervous leading up to the event, but fortunately, everything was perfect when we arrived. It ended up being one of the best restaurants of the congress,” she recalls.
However, challenges are inevitable. Mandy highlights language barriers as one of the most common hurdles, even in Europe. Her experience in South Korea, where English was not commonly spoken, tested her problem-solving abilities. “We had to find a last-minute supplier for private transfers, and with no interpreter, communication became tricky. But with some creativity and a lot of hand signals, we made it work!”
Expert Guidance: The Key to a Successful Congress
Mandy’s advice for anyone planning a congress is simple: work with experts. “Experience is invaluable,” she says. “Having an agency with a team who understands the complexities of congress planning can make all the difference.” At Conference Care, we guide clients through every step of the process, from initial planning to on-site support, ensuring a flawless experience for both delegates and organisers.
As congresses continue to play a critical role in fostering industry progress and collaboration, our experienced team at Conference Care remains committed to providing expert logistics and event management services. From the first registration to the last farewell, we ensure each congress is a resounding success.
Need assistance planning or running your Congress? Speak to our Congress Planning team by calling 02476 369 720 or contact us here.
TL;DR
A congress is a vital gathering for delegates to network, collaborate, and share knowledge, often requiring meticulous planning and execution.
At Conference Care, we specialise in managing every aspect of congress logistics, from pre-event preparation—such as registration, travel arrangements, and accommodation—to on-site support, including meet-and-greets, transfer coordination, and evening dinner arrangements. Our Events Logistics Manager, Mandy Parkes, has successfully managed congresses across the globe, ensuring smooth operations and exceptional delegate experiences.
The process involves detailed planning and overcoming challenges like language barriers and last-minute changes. Mandy’s approach includes thorough pre-event checks, proactive problem-solving, and hands-on support throughout the event. Her top tip? Work with experts. At Conference Care, our experience and attention to detail ensure congresses run seamlessly, allowing clients to focus on achieving their event goals.