IX Virtual Conference on Laparoscopic Surgery
16 hours of live connection during 4 days in the first virtual version of the Laparoscopic Surgery Conference organized by the General Surgery Service of the Río Hortega University Hospital in Valladolid (Spain).
Context
Given the social restrictions – to which the entire country is being subjected in order to contain the spread of the virus – the decision was made in a matter of approximately one month, to organize the conferences digitally, so that the entire community interested in the subject could follow from any geographical point.
Introduction
In this scenario, agility and flexibility was crucial to the success of the event. It was a good example of how theoretical and informative knowledge absorbed, exchanged and discussed despite distances and time zones. 100% Online, It attracted almost 1,000 attendees, both within Spain and in other countries.
Objetives
- To organize 6 virtual evening meetings over 4 days.
- To guarantee access to all pre-registered attendants in an online environment that was easy to use.
- To bring together almost 1, 000 professionals from the medical sector
- To expand the reach to international colleagues
- To connect attendees with the sponsors of the event, creating virtual rooms for exchanges and have the option of spontaneous meetings and presentations.
Implementation
A successful collaboration between the organizing committee, sponsors and Pro Expo project managers made it possible with:
- Unlimited registrations and launch of the campaign via the platform
- Launching of the event site in less than 10 days from receiving the brief and providing attendees with all the information on sessions, speakers and sponsors.
- An agenda to follow the speakers’ timetables
- A comprehensive set-up of functionalities and profiles
- Thorough planning with scheduled times
- Integrated polls during live sessions
- A sponsors area to access their profiles
- Virtual networking areas between participants
- Technical support for questions to attendees.
The Results
- 100 Hours of glitch-free virtual conferencing
- 11 Sponsored Brands
- 6 live sessions that totaled 12 hours of live viewing
- Connections established from more than 10 countries
- 300 users per session on average
Testimonials
“The event has been a success. We have been very well taken care of and there have been no failures. Congratulations and thank you. ” – David Pacheco, Head of General Surgery Service. HURH. Valladolid.
“The preparation phase was agile, dynamic and with absolute involvement on your part, providing quick solutions and attending to needs immediately. The execution of the event was very good. Also with quick solutions to the few unforeseen events that arose. Optimal broadcasting and perfect project manager attention, available even on holidays. Chapeau, we are very happy. ” – Miguel Toledano, Head of the Esophagogastric and Abdominal Wall Surgery Unit of the Río Hortega Valladolid University Hospital.
“I congratulate you for the quality and professionalism of the organization.” Sergio Salido, Specialist Surgeon of Abdominal Wall and of the Neck and Breast Surgery Unit of the University Hospital of the Jiménez Díaz Foundation.
Conclusions
We are convinced that congresses will return to a physical format when restrictions allow. Until it does, it is vital that we maintain the close bonds we have with our professional communities.
The virtual conference format provides each participant with a unique, engaging, educational and innovative experience, which exceeds all expectations.
