Project Overview

Find out how we helped a collective of medical bodies not only put on a first of it’s kind conference, but surpass attendance targets, all while staying to budget.

The Manchester Foundation Trust, University of Manchester and The Christie Foundation Trust were planning the first Symposium on HPB and Pancreatic Malignancy in the Elderly

Read on to find out how we helped them with the event management and hosting of a 1.5 day educational event intended to enhance the debate, promote research and guide on new standards of care for older patients with HPB malignancies.

The Challenge

This was the first time that a symposium on this topic had been hosted so there were nerves around getting sponsor and delegate engagement in an already busy medical calendar.

The Organising Committee were hoping to attract 140 delegates, ranging from Consultants and Trainees to Medical Allies from UK & Europe.

Our Solution

Maximillion provided a range of services to the Organising Committee to help them create an engaging event for their delegates.

Our suite of services were designed to ensure the successful execution of their inaugural educational medical conference focused on the new standards of care for older patients with HPB malignancies.

Despite initial concerns of interest, we helped the Organising Committee surpass their target number of delegates and ran the meeting within budget, much to the delight of lead organiser Nicola de Liguori Carino.

Venue Management

We played a pivotal role in securing a suitable venue that met the specific requirements of the conference, ensuring adequate space, amenities, and accessibility for all attendees.

Our team also managed the entire venue contracting process, including negotiating favorable terms and overseeing logistics to ensure a smooth event experience.

Registration Site

Maximillion developed a user-friendly online registration platform that accommodated various registration options, including different levels of attendance and pricing.

We also handled all pre and post-conference communications, ensuring timely updates and information dissemination to delegates. On top of that, we implemented a system for issuing CPD certificates electronically, streamlining the process for attendees.

Sponsor Coordination

Our team actively engaged with potential sponsors, developing clear benefits criteria and negotiating contracts to secure their participation.

We managed the entire process, including overseeing exhibitor stands, inclusion in printed literature, and facilitating industry-sponsored sessions. We also handled the financial management of sponsor payments and invoicing.

Travel & Logistics

We coordinated all travel and accommodation arrangements for the conference faculty, ensuring their comfortable and timely arrival.

This included booking flights, hotels, and transportation, as well as managing any necessary visa applications.

Audiovisual Requirements

Maximillion managed the full conference and production requirements of the event.

We provided comprehensive equipment and technical support for both the main meeting room and exhibition areas. This ensured a high-quality audiovisual experience for all attendees.

Financial Management

Our team meticulously managed the financial aspects of the conference.

We covered everything from tracking delegate payments to reconciling sponsor invoices and overseeing the overall financial health of the event. This ensured transparency and accountability in all financial matters.

Client Kudos

Just to say the event went brilliantly on Saturday. Had some really good feedback from people and everyone had a great time ???? Thanks so much for all your help!

Quorum

I just wanted to say thank you so much to you and your team for organising a truly memorable Christmas party for the JAA clan. We had a fabulous time and the activities and events you suggested really hit the spot in terms of being accessible, entertaining and fun. I would highly recommend you all for any corporate event in Scotland!

JAA

Working with Maximillion has been an absolute pleasure and a transformative experience for our organisation. Over the course of our 5-year collaboration they have expertly delivered a range of online and in-person events for us, including large-scale conferences and stand builds, internal staff gatherings, and engaging team away days. Their attention to detail, creativity, and seamless execution were evident in every event they organised for us. Whether managing the logistics of a high-profile conference or crafting memorable team-building experiences during away days, their professionalism and dedication shone through.

ORE Catapult

Vicki Sharpe, Head of Marketing

Sarah and her team at Maximillion are professional in every way. The quality of events we have run over the last 3 years has been of the highest quality across a mixture of online and larger face-to-face events. You not only get a ‘can do’ attitude but also adaptability as circumstances change and ideas that improve what you are offering your delegates.

BSGAR

Ross and the team at Maximillion were an absolute pleasure to work with and played a HUGE part in the success of the Phoenix Leadership UnConference 2023! From the very beginning Maximillion embraced the relaxed feel of this year’s conference and helped bring our vision to life! From a bespoke centre stage to Lego figurines, beanbag seating to branded sticky notes – everything was planned and executed to the highest of standards and myself and the wider team could not be happier! Maximillion have delivered many events for Phoenix Group, they are an extended part of the team and we honestly couldn’t deliver the events like we do without them!

Phoenix Group

Very well organised in the lead up and on the day of the event. Clear communication throughout! The team delivered a fantastic Highland Games event on the day that everyone enjoyed. Thanks to Mike, Rhys and the team!

TotalEnergies

Your team on the night for installation were on time, super efficient and gave clear guidance on usage of the games and when I called to say we’d finished early – returned quickly and dismantled with the same efficiency.

Natwest

Maximillion ran the Urban Adventure for our teams with the activity run in Edinburgh city centre and the feedback has been nothing but positive. The activity brought teams together from different offices and different business areas and was a great way for everyone to get to know each other in a fun and informal activity.

Nucleus Financial

Sarah and her team have proved invaluable to the organisation of our flagship event held in London. We partner with leading physicians from across the world to bring the latest thinking in cardiology to the participants, who come from many countries. This requires a team that operates to a high standard and can offer an experience that all involved remember. A foundation of this is the attention to detail, and a drive to get it right – mostly hidden from all when working well, but very obvious if not done. I have no hesitation to recommend Sarah and her team if you have an event you wish to deliver a the highest standards. The Optima team sends all our thanks to them.

Optima

Fantastic day and really enabled people to get to know each other and have a laugh at the same time. Exactly the aim!

University of Edinburgh

Inspo lab

We’re only happy when you’re delighted with your event.

We’re always ready to shred the script, mix things up and bounce right out of the box. Tell us a little bit more about your requirements, and our event creators will come up with a host of options and ideas to inspire you.

Ready to create your event or just want to find out more? Either way, we’re waiting to hear from you.

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