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Medical and Healthcare Conference and Event Organiser

European Psychiatry Congress

History / Background

Our client wished to bring a number of Key Opinion Leaders in the field of Psychiatry to a European Medical Congress in Prague. This 5-day meeting was to be an opportunity for the delegates to increase and share knowledge of the field and for the client’s sales team to build relationships with key customers.

Challenges

  • The client had two different customer groups of healthcare opinion leaders aligned with two separate products. The delegates needed to be unaware of the split.
  • The group trebled in size to 75 attendees one month prior to the meeting
  • The Congress organisers had chosen Prague for the event, limiting the options for High 5 Events to find venues that met with the client’s overall budget, standard operating procedures, and delegate perception.

Delivery

  • The Event Team undertook site inspections in Prague of various accommodation and evening programme options, which gave the opportunity to negotiate rates and also to build relationships with the selected venues.
  • High 5 Events provided a fully branded online delegate registration system which coordinated individual responses, produced event confirmations and issued personalised event schedules so delegates were unaware of the split group
  • The technology was further supported by an experienced High 5 Events Manager who lead the project throughout and travelled as part of our on-site team, working as an extension to the client company team
  • We communicated directly with delegates, developing a supportive relationship, providing prompt service and personalised information for these key healthcare opinion leaders
  • High 5 Events provided an experienced on-site team to support the client, deal with any issues and manage the logistics of arrival and departure transfers as well as daily congress shuttles and evening event transportation

Outcome

As a result of our relationship building, the increase in delegate numbers was successfully accommodated in one hotel within 5 minutes walking distance of the Congress. Our buying power, enabled High 5 Events to offer delegates flight options from their local airport to improve their travel experience and we successfully coordinated a variety of evenings at local restaurants, within ABPI guidelines, which gave the client personnel an excellent opportunity to relax and network with their customers knowing all of the arrangements were professionally taken care of. 

“Excellent site support at the congress, the team’s performance was outstanding”

“Just a huge thank you for looking after us and our customers, I have received some very promising feedback”

“Excellent professionalism, organisation and warm friendly hospitality.  I could not fault anything, it was a pleasure to work with you”

“A flawless trip, I enjoyed all of the evenings tremendously”

“Very prompt correspondence, the burden of setting everything up was taken away from me, I couldn’t have done this without you”