THE BRIEF
As Europe’s largest oncology congress, ESMO attracts thousands of healthcare professionals, researchers, and industry leaders each year. Our longstanding EMEA client required comprehensive congress support, from hotel selection and business lounge design to the full onsite delivery of logistics, to ensure their international teams could focus entirely on scientific exchange and stakeholder engagement.
High 5 Events, as their trusted partner, provided end‑to‑end support for staff attending the congress and enabling high‑quality interactions with healthcare professionals (HCPs).
THE PROCESS
Objectives
The client’s goals for ESMO included:
• Delivering seamless pre‑planning and onsite support covering hotel accommodation, congress registration, pre‑con activities, business lounge design, HCP meeting room operations, and concierge‑style bookings for ad hoc activities and team dinners.
• Supporting global affiliates, including teams from the USA, Canada, and Japan, with the delivery of key advisory board meetings.
• Scaling the logistical delivery to accommodate more delegates, more room nights, more meeting space, and greater HCP interaction, despite no increase in budget.
Challenges
Working on a high‑pressure, high‑demand congress of this scale brought several logistical challenges
• Managing a 530‑bed‑night room block while achieving zero unallocated rooms for the third consecutive year.
• Securing additional meeting rooms for late‑added Advisory Board meetings, despite the congress venue being in an isolated, out‑of‑town location with limited facilities.
• Navigating peak‑time city demand where extra services, transportation and meeting spaces were at a premium.
• Coordinating information for over 130 delegates without an onsite event app, requiring enhanced communication and data management.
Our Approach
The client’s goals for ESMO included:
• Delivering seamless pre‑planning and onsite support covering hotel accommodation, congress registration, pre‑con activities, business lounge design, HCP meeting room operations, and concierge‑style bookings for ad hoc activities and team dinners.
• Supporting global affiliates, including teams from the USA, Canada, and Japan, with the delivery of key advisory board meetings.• Scaling the logistical delivery to accommodate more delegates, more room nights, more meeting space, and greater HCP interaction, despite no increase in budget.
SUMMARY
• Accommodation management: Accommodation secured and managed the housing bureau
• Scientific business lounge design and operation: Design and build which included multiple meeting rooms, AV facilities, catering and a reception area. Following by meeting room bookings and onsite management.
• Additional meetings and activities: Event management support on additional meetings such as Ad Boards and Pre-con activities, in addition to team dinners across the city.
• Onsite coordination and logistical support: Continuous onsite presence, working with local suppliers to ensure smooth execution
THE RESULTS
• 136 delegates
• 532 room nights
• 207 HCP meetings
• 4 Ad Boards
• 4 team dinner
• 90% approval rating on logistic support from High 5 Events
We are currently working on ESMO 2026, which will be our 10th successive year supporting our client at this congress
"Having you guys there to answer even the silliest questions"
"The prompt responses from the High 5 team members and problem-solving skills"
"Everyone from High 5 as always go above and beyond. A huge thank you to them".
"High 5 team is always helpful! They respond and help with any questions"