32nd Annual Meeting of the European Orthopaedic Research Society

Client: European Orthopaedic Research Society (EORS)

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 

“We are extremely pleased to share our high satisfaction with the collaboration with CAP Partner as our Professional Congress Organizers (PCOs) for European Orthopedic Research Society Conference 2024 in Aalborg. From the very beginning, their team displayed an exceptional level of creativity and professionalism that significantly contributed to the success of the event.

CAP Partner went above and beyond in finding innovative, out-of-the-box solutions, especially in areas that were challenging or non-traditional. Their ability to think creatively and implement these ideas in a seamless way was truly impressive. Not only did they handle the logistics with precision, but they also managed to create an engaging and memorable conference experience for all participants.

Their attention to detail, dedication to excellence, and ability to adapt to our needs made them an invaluable partner throughout the planning and execution of EORS 2024. We wholeheartedly recommend CAP Partner for any future events.”

– Conference chairs, Professor Ole Rahbek and Professor Søren Kold, Orthopedic Department at Aalborg Universityhospital

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

    “The free public transport offer was brilliant, and the venue had a great atmosphere, particularly during the evening events.”

    – EORS 2024 participant

    "The conference was very well organized with excellent opportunities for networking."

    – EORS 2024 participant

    "The venue setup worked well, and the silent sessions with headsets were innovative …"

    – EORS 2024 participant

    “The variety of topics covered was wide, and the content was relevant to both clinical and research professionals.”

    – EORS 2024 participant

    About the 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

    Want to learn more? Contact our

    Managers on This Project

    Mille Skovbjerg

    Congress Manager
    mi@cap-partner.eu

    Mona Ibsgaard

    Sponsorship and Exhibition Manager

    mi@cap-partner.eu

    Line Winces Nielsen

    Registration Manager
    lwn@cap-partner.eu

    Line Winces Nielsen. Registration Manager at CAP Partner.