In 2024, CAP Partner was entrusted with organising the European Orthopaedic Research Society (EORS) annual conference in Aalborg, Denmark. The Local Organizing Committee of EORS 2024 approached CAP Partner aiming to deliver excellence in every aspect.
By addressing the challenges with innovative, sustainable solutions in close collaboration with the Committee, CAP Partner was able to deliver a successful conference evaluated with a 97,49% overall satisfaction score among delegates.
What the client said

Challenge
The Local Organizing Committee of EORS 2024 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:
- 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.

Solution
Leveraging our expertise in logistical management and conference 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.
To tackle the issue of limited session rooms, we set up an additional session room in the foyer. We minimized potential disruptions by nudging participants to other areas, providing headsets for clear audio, and strictly managing break times. Despite the higher-than-expected participant numbers, we ensured smooth operations through close collaboration with the venue.

Slide through the memories
Copyright: European Orthopaedic Research Society

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, with no reported issues or questions regarding its usability, demonstrating its effectiveness and accessibility.
Feedback from participant evaluations highlighted the innovative solutions CAP Partner implemented, particularly the transportation and program access systems. The overall positive response reaffirmed the success of our approach, making EORS 2024 a standout event.
Here are some stats from the participant evaluation showing the outcome:
- Overall Satisfaction: 97.49% of participants felt the conference met or exceeded their expectations.
- Professional Usefulness: 88.68% found the conference useful or extremely useful for their professional activities.
- Conference Content: 66.67% rated the overall program as excellent, with 50.94% giving the venue similar ratings.
- New Knowledge Acquisition: 96.71% said that the knowledge provided at the conference met or exceeded their expectations.
What the participants said

Learn more about the 32nd Annual Meeting of the European Orthopaedic Research Society
Check out this article about the conference:
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