EASD ANNUAL MEETING AND SYMPOSIUM, 2010
W&O was tasked to manage our client’s specific requirements during their EASD (European Association for the Study of Diabetes) attendance in Stockholm. This was not solely limited to transfers and accommodation but involved a sponsored symposium with catering, staffing, speaker support and registration. We also arranged several ad hoc meetings and dinners throughout the week and had to oversee multiple third party agencies working for our client.Our Solution
We designed and distributed a bespoke staff support website for our client detailing all relevant logistical information from travel to catering, the hotel and registration. Similarly, we had a customized website for their symposium which recorded the anticipated numbers of sponsored delegates for the symposium.As for the symposium, we worked alongside four additional third-party agencies (including a design agency who created the event branding, welcome packs, large hanging banners and branded water bottles) and W&O Events was responsible for coordinating communication between all to provide a smooth and seamless service.
In order to maximise the symposium attendance, the staffing, catering and advertising levels had to be carefully considered and executed and our efforts were rewarded as the attendance reached an impressive 4,000 delegates.
The Challenges
The EASD Congress was a major event for Stockholm and it turned out quickly that the city had limited number of bedrooms, meeting space and restaurants to accommodate the high demand. This meant that strong negotiation and research skills were required to gain a competitive edge and find solutions for the problems experienced.Time management was another issue as the bigger ESC (European Society of Cardiology Annual Meeting) took place only two weeks prior to EASD. Most suppliers focused on ESC which meant that the turn around time for bookings and finalising details for EASD was much longer than anticipated.
