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.
