Denmark
European Orthopaedic Research Society (EORS)
32nd Annual Meeting of the European Orthopaedic Research Society
Abstract Handling
Conference Organisation
Sustainability
Website
380
Particiants
97,49%
Satisfaction Rate
Introduction
In 2024, CAP Partner was entrusted with organising the European Orthopaedic Research Society (EORS) annual conference in Aalborg, Denmark.
By addressing challenges with innovative, sustainable solutions in close collaboration with the local organising committee, CAP Partner was able to deliver a successful conference, evaluated with a 97,49% overall satisfaction score among delegates.
Challenges
The Local Organising Committee approached CAP Partner to assist in organizing their conference in Aalborg, Denmark, with the ambition of hosting a high-quality event. However, the conference faced several logistical and operational challenges:
Key Challenges
- Accessibility: Aalborg, while a scenic and welcoming host city, posed challenges in terms of international access. The venue was not centrally located, requiring practical transport solutions for attendees.
- Venue Limitations: The conference was hosted at a university, which lacked the number of session rooms required to accommodate the growing number of participants.
- Sustainability Goals: There was a strong focus on reducing printed materials and minimizing environmental impact, while still ensuring that participants had easy access to the conference program and research.
Solutions
Leveraging expertise in logistical management and innovation, CAP Partner provided tailored solutions to address each of these challenges.
Accessibility and Outreach:
To improve accessibility, we arranged free public transportation for all participants and focused promotional efforts on LinkedIn, where the primary audience for EORS could be effectively reached.
Digital Scientific programme Integration:
To meet the sustainability goal of minimizing printed materials, CAP Partner developed an intuitive and fully digital conference programme implementing an online system that integrated the abstracts, making the program and its presented research easily accessible. This allowed a reduction of printed materials necessary while maintaining a flexible and up-to-date scientific programme.
Optimizing the Venue:
Faced with limited session rooms, we worked with the venue to create additional meeting spaces, including a flexible session room in the foyer. To maintain high engagement and ensure clarity, we provided attendees with headsets for silent sessions and closely managed break times to avoid disruptions.
Optimizing the Venue:
Faced with limited session rooms, we worked with the venue to create additional meeting spaces, including a flexible session room in the foyer. To maintain high engagement and ensure clarity, we provided attendees with headsets for silent sessions and closely managed break times to avoid disruptions.
Outcome
Thanks to the combined efforts of the scientific committee and CAP Partner’s logistical solutions, the conference attracted 380 participants, exceeding initial expectations. The online program proved highly successful.The overall positive response reaffirmed the success of our approach, making EORS 2024 a standout event.
97.49% of participants felt the conference met or exceeded their expectations.
88.68% found the conference useful or extremely useful for their professional activities.
66.67% rated the overall program as excellent, with 50.94% giving the venue similar ratings.
Ac 96.71% said that the knowledge provided at the conference met or exceeded their expectations.
Learn more about the 32nd Annual Meeting of the European Orthopaedic Research Society
Check out these articles about the conference:
About collaboration
“As the project manager for EORS 2024, I look back on this collaboration with a great deal of appreciation. The trust the Local Organizing Committee (LOC) placed in me wasn’t just motivating – it created the space we needed, as partners, to deliver our absolute best.
The LOC brought sharp ideas and clear decisions to the table, particularly within their scientific field and in shaping the vision for the conference. At the same time, they granted me the freedom to do my job, which made working together not only efficient but genuinely enjoyable. It was a true pleasure to work with a team that balanced professionalism and mutual respect across our different areas of expertise.
What stood out most was how much we could achieve through trust, collaboration, and shared expertise for a common purpose. And the outcome speaks for itself. Together, we turned challenges into opportunities and created a conference that left a lasting impression on everyone involved. I am incredibly proud of what we accomplished, and partnerships like this remind me why I love what I do.”
Mille Skovbjerg, Congress Manager at CAP Partner
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