Conference Management

Case Study

Conference Management

K.I.T. Group possess deep experience and knowledge about the planning, organization and management of conferences garnered through three decades of working for some of the most prestigious institutions and associations in the world.

For more than 18 years, K.I.T. Group has organized the “Diabetes Congress” on behalf of the Deutsche Diabetes Gesellschaft (DDG). The Diabetes Congress is an annual scientific conference with about 6,000 delegates per year.

In May 2016 we have organized the 51st annual Diabetes Congress. About 5,939 conference attendees were offered a platform to scientifically educate themselves through more than 200 symposia, workshops, poster sessions, free lectures and working groups. Thus, this gathering did allow participants the ability to network with colleagues from research, science and practices, health policy makers, and representatives from the pharma industry.

Conference

Delegates
Symposia
Abstracts
Exhibitors

In addition to the scientific program of the Diabetes Congress, we have also organized a Diabetes Forum as well as a trade-show exhibition with 73 exhibitors. This was the ideal possibility to obtain information through the forum where boards, committees, working groups as well as non-profit institutions met to present their findings and discuss issues. In addition, the accompanying trade-show exhibition offered a wide range of the latest products and services on the market.

In connection with the organization of theconference, K.I.T. Group was responsible for the overall project management including budget planning and financial control. Furthermore, K.I.T. Group oversaw the abstract and speaker management, sponsor acquisition, registration and housing services, exhibition management, communications and marketing. Thus, all relevant aspects related to the logistical and technical infrastructure of the conference were handled by K.I.T. Group to deliver a flawless conference and to create the perfect forum for education and networking to all delegates.

Social Events

Case Study

Social Events

When K.I.T. Group is contracted to function as Professional Congress Organizer (PCO) for a society or association, we usually also handle the congress catering as well as the social events in connection with this congress. Social Events describe a variety of functions and can be anything from a breakfast, a luncheon or a welcome reception to a conference party or a gala dinner for several hundred participants.

K.I.T. Group is experienced in planning, organizing and executing such events either in the congress venue or in unique locations in or around the destination city. With our long lasting expertise in organizing events in various cities all over the world, we can revert to a multitude of local partners and suppliers to make sure the event will be as unique and unforgettable as the client expects it to be. Our experience in social event planning ranges from VIP dinners for 10 guests to receptions for more than 3,000 participants.

Event

Reception Guests
Dinner Guests
VIP Dinner Guests

For one of our European clients, each year we organize five social events in connection with the congress: a welcome reception in the exhibition area for 1,500 people, a VIP lunch for 15 guests, and three dinners in various sizes: One dinner for 20 VIP guests, one dinner for 50 participants, and the main event, the President’s Dinner for 300 invited guests.

When the congress took place in Barcelona, the welcome reception as always took place in the congress venue, and the VIP lunch was organized in a nearby 4 star hotel. For the VIP dinner for 15 people a table in a traditional Barcelona seafood restaurant was booked, to which the guests were driven with a shuttle service from their hotel. The dinner for 50 people was organized in the Torre D’Alta Mar, a panoramic tower restaurant with a 360° view of Barcelona and the sea. The President’s Dinner was in a unique event location called Mirabé in the foothills of Mount Tibidabo, overlooking the entire city of Barcelona. As the dinner was in the summer time, the guests could enjoy a spectacular view of Barcelona by night on the open terrace while enjoying their dinner.

K.I.T. Group searched for suitable locations for all those dinners and suggested several for each dinner to the client, who was then able to choose based on location, price, and individual atmosphere. Once the venue was confirmed, K.I.T. Group took care of booking all needed services such as the venue, catering, security, cleaning, hosts for the entrance control and shuttle buses.

Mobile Solution

Case Study

Mobile Solution

K.I.T. Group launched its first mobile event app in 2011. After having received an abundance of positive feedback from clients and attendees, K.I.T. Group decided to expand its mobile strategy to move toward a paper-free conference.

Committed to reducing unnecessary print and engaging new technologies while increasing scientific and personal exchange between professionals, the International Society for Pediatric and Adolescent Diabetes (ISPAD), and K.I.T. Group have made a huge step into this direction by organising the first paperless conference. To this end, a mobile application was created for the 42nd Annual ISPAD Conference held in October of 2016 in Valencia, Spain with the idea that this app should replace the thousands of print pieces which would normally be made available for such a conference.

Sustainability

Delegates
App Users in %
App Visits
Paper Reduction in kg

Over 87% of the more than 1,500 conference attendees used the app to gain access to all scientific content of ISPAD 2016, including webcasts and ePosters. Interaction with other conference attendees and speakers was possible through an in-app network, which included live voting and online Q&A’s. Delegates without mobile devices were provided with tablets for rent and given expert instruction in how to make best use of the app.

The conference app was well received by the ISPAD Executive Committee, and planning for future conferences has already been made. Thanks to ISPAD’s commitment to sustainable events with mobile solutions and the work of K.I.T. Group to make it happen, more than 300 kilograms of paper were saved – just by going mobile.

Audience Interaction

Case Study

Audience Interaction

Our clients know that engaged delegates are loyal delegates, and are aware of the need to build forums for live dialogue with their delegates through web-based systems, mobile devices or social media. Consequently, real-time communication and audience interaction is on everyone’s lips;especially when it comes to conferences and events.
This is nothing new, but sadly still not on every agenda and certainly not integrated into every conference.
But “to make events successful, attendees have to be more actively engaged before, during and after the event”, says Katrin Seidler, Account Director – Team Germany at K.I.T. Group. “Because, the more integrated your audience becomes, the more likely it is they will enjoy, re-visit and recommend your conferences.”

But how can we transform audiences from simple attendees into engaged participants?

Together with one of our technical partners, K.I.T. Group has developed a turn-key solution for audience interaction and successfully implemented it in several events within the last three months, such as the the Fall Meeting of the German Diabetes Association and the DIVI Congress.

The Idea:

In 2016 most of our clients wanted to give their delegates more space for knowledge exchange and audience interaction. They asked K.I.T. Group to help find a smart solution enabling delegates to actively participate in live voting, to ask questions during speaker presentations and to provide instant feedback to the conference hosts. But, everything without investing in additional equipment and without expending organisational efforts for conference hosts and speakers.

In accordance with the requirements of our clients, K.I.T. Group looked for a suitable solution fully connected to its speaker management system as well as to its mobile application. After a few weeks of intense research our team came up with the idea to focus on a web-based platform offering a seamless integration of voting, questions and surveys into speaker presentations as well as a customer-focused web-interface enabling a hassle-free accessible user-experience by using their own smartphones.

The Solution:

Thanks to K.I.T. Group’s understanding of integrated technology, the new platform was geared for functional and smooth integration into our systems such as the speaker management and presentation system as well as our conference app.

Speakers and partners were informed about the new feature and asked to integrate questions for voting into their lectures. K.I.T. Group’s Programme and Content Development team helped speakers identify suitable content for real-time communication with their audiences as well as with adapting themselves to new styles of moderation.
At the same time, our IT division implemented the new feature into the conference app enabling delegates to join interactive sessions through their own mobile devices.

During the conferences, speakers simply uploaded their presentations in the Speaker Preview Rooms while our technical staff managed the integration of pre-defined questions by using a specific add-on customized for presentation formats such as Microsoft PowerPoint and Apple Keynote. Lectures were then held by speakers as usual and without any interruption, e.g., due to calling another programme for voting or questions. Technically speaking, no presentation exit or switch was needed as all presentations ran nonstop while using only one presentation tool and the basic presentation hardware.

Once delegates were asked to vote, they only needed to open the conference app on their mobile device and click on the “Live Button”. Immediately the current question opened and the results of the running vote appeared on the presenter’s screen with no time delay. Using the “Live Button”, delegates were also able to send questions to a moderator to be answered by the speaker during his or her lecture or after the presentation in a Q&A.

Moderators were equipped with a tablet and could manage incoming questions with just one click. They controlled all audience communication through a conference-branded interface and helped to enable a deeper level of audience interaction and live communication during each session.

K.I.T. Group’s new advancement powered audience interaction for up to 1,500 delegates in multiple session rooms simultaneously, and with an audience engagement rate of up to 100%.

“This is a huge leap forward for both conference speakers and conference delegates.” says Dennis Wartenberg, Communications Manager at K.I.T. Group. “It is easy to handle and can be fully integrated into our existing tools. Conference hosts and speakers can benefit from it as they can now build a direct conversation with their audiences by asking questions and getting responses, instantly and based on the delegate’s own mobile devices.”

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