Event Name:
24th AMCOA Annual Conference
Event Type:
On-site & virtual
Hosting an event can be a daunting task, especially when it comes to managing the registration process. With so many moving parts to consider, it’s easy to become overwhelmed and struggle to keep track of everything. In this case study, we’ll explore how we successfully managed the registration process for the Association of Medical Councils of Africa , an event with 1000 delegates, including abstract support, as well as onsite check-in and managing a virtual platform.
Delegate Registration:
To start, we began by setting up an online registration system using our inhouse RSVP software. This allowed us to easily collect all of the necessary information from our delegates, including their contact details, dietary requirements, and any other relevant information. To encourage early registration, we also offered a discounted rate for those who registered before a certain date.
We ensured that our registration system was easy to use and made sure to test the system thoroughly before launching it to ensure that there were no technical issues that could cause problems for our delegates.
Speaker and Abstract Support:
We set up a dedicated online portal for our speakers, where they could upload their abstracts and presentations, and communicate with us directly.
To ensure that all presentations were of a high standard, we provided our speakers with guidelines and support to help them prepare. We also conducted thorough checks on each presentation to make sure that they were formatted correctly and that there were no technical issues that could cause problems during the event.
Virtual Platform
On the day of the event, we made sure that everything was ready to go. We tested the platform and made sure that all of our speakers were comfortable with the technology. We also had a dedicated team of staff on hand to help attendees with any technical issues they may have experienced.
During the event, we made sure to engage with our attendees and keep them interested. We used a variety of interactive features, such as polls and Q&A sessions, to keep the conversation flowing.
Conclusion:
Overall, hosting a virtual event with was a great success. By choosing the right platform, planning ahead, promoting the event, hosting it effectively, and following up, we were able to create a valuable experience for our attendees. If you’re planning a virtual event, these best practices can help you to achieve similar success.
