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An audience of 3,700 – delivering an international association’s flagship conference & exhibition

Objectives

The Association for Medical Education in Europe (AMEE) is a worldwide organisation, with members in 90 countries, on five continents. Members include educators, researchers, administrators, curriculum-developers, assessors and students in medicine and the healthcare professions. AMEE organises an annual conference and delivers courses on teaching, assessment, simulation, computer-enhanced learning, research and leadership skills. 

AMEE first approached Worldspan in 2010, when the conference became too large for the association to manage internally. In appointing Worldspan to provide core PCO services, the key objectives for AMEE were to: increase attendance, increase the number of attendees signing-up as members, increase revenue via a combination of additional registrations and exhibition sales and thus increase profitability.

 

Our Response

Our role in the AMEE project incorporates overall project management including financial, delegate, technology (from eRegistration, to ePosters and eAbstract solutions), commercial and logistics management.
Our initial research identified that the delegate journey was complex and we proposed managing the global delegates using our online eRegistration system. This ensured that we could offer a seamless approach to registration, payment, badging, housing and social programmes.  As well as providing a streamlined and customer-friendly process, the system also increased delegate payments prior to the event, to reduce year-on-year debtors. We were able to provide AMEE with full live reporting and the system provided multiple-category pricing, as well as the ability to deploy tactical pricing campaigns.

The eRegistration system also enabled the oversight and delivery of the financial management of the event – from cash-flow, to invoicing and payment scheduling.  We have prior experience of managing client fund accounts in excess of £2 million.

To increase attendance at the event, we implemented a marketing campaign which targeted prior non-repeating attendees, who had not previously been contacted again, and other globally-based institutions, which we felt matched the profile of the event.  We also managed the exhibition and sponsorship process online, with a dedicated exhibition and sponsorship area within the eRegistration system.   As well as technical build and design, we oversaw exhibition and sponsorship sales, achieving an increase in exhibitors and sponsors year-on-year.  

The use of our eAbstract and ePoster systems has also had a positive impact in terms of managing and streamlining what was previously a drawn-out paper-based process. 

 

The Result

Now in our fifth year of working with AMEE, we have been recognised for our “exceptional and flawless event delivery”, with Professor R.M. Harden, General Secretary of the Association highlighting our commitment and approach. He has said: "In AMEE we truly value our ongoing relationship with Worldspan. Thank you for all your help and support."

We are currently scoping the design and delivery of the 2016 & 2017 events.

 

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