Tripartite Congress

At Integrity we’re adept at dropping into context and providing the flexible expertise that’s needed. This case study with Tripartite Congress illustrates our ability to pick up projects with a relatively short lead-up time.

Our strong co-ordination and communication skills made all the difference when the client comprised three organisations plus a secretariat and an exhibition organiser. And our personal, friendly touch ensured easy working relationships with everyone. Meticulous financial cost management also turned around any initial concerns the client had expressed about event profitability.

The event: 4-day international conference/exhibition attended by over 1,600 delegates, hosted by the Association of Coloproctology of Great Britain and Ireland (ACPGBI), and jointly organised by three societies (ACPGBI, ESCP and the Royal Society of Medicine). It was held at the International Convention Centre, Birmingham.

Our brief: We managed specific elements, working alongside the ACPGBI Secretariat and their appointed exhibition manager, taking on project coordination and financial management, venue management and delegate registration. Our solution included:

Fast tracked project management plan: Appointed just 8 months ahead of the project, we quickly consolidated a detailed activity plan for all those involved (the organising committee from the three Societies, Integrity, exhibition manager Adele Sutton, and the London Secretariat office).

Committee activities: We co-ordinated cross-committee liaison throughout planning; pre-planned multiple committee meeting requirements at the event; planned and managed a dinner for the Committee and invited speakers at Marco Pierre White’s restaurant at Hotel Indigo.

Programme, abstract and speaker management: Working with the Programme Committee, we supported detailed programme development involving 3 concurrent sessions over 3-4 days; sent and followed up invitations to 180 speakers / chair persons, booked hotels, supported online registration and handling travel reimbursement.

ICC Birmingham liaison:

• Reviewed existing contract, negotiated/adjusted the tenancy to suit event requirements
• Pre-planned all ICC services: AC/technical, catering, security and stewarding, and signage
• Pre-planned and onsite managed poster sessions and boards/author help-desk
• Developed and managed “Music and Spice”, a gala evening event involving several colorectal surgeon performers!
• Managed all services on site

Delegate registration and accommodation:

• Set up online registration and payment channel
• Liaison and allocation management with hotels around ICC, available to delegates within their online registration process
• Provided delegate support throughout the booking period
• Pre-congress information fact sheet to all delegates
• Coordination of registration staff, providing full briefing and on-site supervision
• Management of onsite registration at ICC

Exhibition manager liaison: Worked alongside ACPGBI’s experienced exhibition manager, coordinating exhibition related budget updates, logistics at ICC, and sponsor branding representation.

App, website and e-marketing, meeting materials:

• Interfaced with ACPGBI’s web design company to turn the basic event website already built into a multi-page full-information site
• Arranged design and print of first announcement
• Organised e-marketing campaign, consolidating all contacts available, devising and issuing e-mailers in the lead up to the event
• Designed and coordinated delegate materials for the event, including abstract book/final programme, pocket programme, badges and sign-posting, ensuring sponsor branding representation.

Financial management:

• Facilitated new bank accounts and online transaction facilities
• Provided budgeting, Sage accounting, supplier payments and bank reconciliation of all income and expenditure.
• Fully transparent “actual versus budget” reconciliation.