European Low Gravity Research Association (ELGRA)
Our Client
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European Low Gravity Research Association (ELGRA). President – Dr Philip Carvil
Event/Conference Name
ELGRA 2024 Symposium
(ELGRA 2024)
Date
3rd – 6th September June 2024
Delegates
196 attendees from 22 countries
Venue
Spaces at The Spine, Liverpool, England, UK
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Format
1 day pre-conference (Opening Ceremony, Panel, Poster Session), 3-day conference – 4 plenaries (orals, panels, workshop), one poster session. Welcome Reception on the 3rd and Gala Dinner on the 5th.
Our brief:
The ELGRA symposium takes place every two years and aims at championing space related research and education. The purpose of ELGRA is to promote scientific research under various gravity conditions in Europe. The symposium gives the opportunity for all scientists interested in life, physical sciences and technology in space or on ground, to network and strengthen the scientific community of gravity-related research. ELGRA is a collaboration platform dedicated to low gravity research which remains crucial to facilitate this alliance. It joins both Physical and Life Sciences which enhances translational research and contributes to a very rich Symposium program. Finally, ELGRA also helps young scientists and engineers get involved in low-and hyper-gravity research through educational programs. This is why ELGRA 2024 Symposium attracted many PHD students and early career researchers among other delegates.
Management:
The destination was chosen as the client wanted to hold the conference in the United Kingdom for the first time. Liverpool was picked based on the central location of the city within the United Kingdom. Spaces at The Spine was selected due to its sustainable practice and technical excellence, allowing for modern and intelligent spaces with agile audio-visual systems. We worked very closely with ELGRA’s President Philip Carvil (weekly meetings) and the symposium committee members. We provided full PCO services for the conference (except website management) including registration & abstract management, communications with delegates and speakers, program management, venue management, digital signage, accommodation management and social venue (Hilton Hotel Liverpool for the Gala Dinner).
Organisation/Bid process:
ELGRA President Phil had worked with Spaces at The Spine prior to this conference and he was put in touch with Marketing Liverpool who in turn included Abbey in the bid process. Although we dealt mainly with Phil the ELGRA Management committee were heavily involved in the background when it came to reviewing abstract and supporting Phil in his decision-making process. We did apply for the International Delegate Growth fund through Visit Britain however due to lower delegate numbers, than met the requirement (250 min), we were not successful. This however did not impact the conference as we budgeted very conservatively.
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Highlights / challenges (and how we addressed them):
The venue was very impressive and definitely a highlight of the conference with beautiful panoramic views across Liverpool and beyond, from the 13th Floor of the building. The audio-visual system from Spaces at The Spine is also extremely advanced and agile, which allows for branding across the conference spaces. The catering service was also of high quality with local and sustainable produce, providing breaks and hot lunches every day. The convenient configuration of the venue enabled sessions and breaks/lunches to happen on two different floors of the building, allowing for more comfort and space for delegates. Space One & Two could be used as one room to accommodate a larger audience for some sessions. A wall could be put between the two rooms for smaller sessions. We organised ELGRA 2024 symposium in the most sustainable way we could. We provided a vegetarian/vegan menu for the Gala Dinner. We did not have any printed signage. We only used digital signage throughout the conference and social events.
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Managing two different programs from two different clients (ELGRA sessions by Phil Carvil & ISLSGW Workshop by Elison Blancaflor) with slightly different timings was a challenge we had to overcome. To do so, we created a double program so all sessions could be attended by all delegates. Given that the posters were hung on a different floor from where the sessions were taking place, we added a poster introduction session in which each author could present his/her poster. It was followed by the Welcome Reception where all delegates had the opportunity to discuss the posters with their authors. ELGRA committee members also reviewed them and awarded a certificate for the best poster to acknowledge the workload invested in poster presenters. We have applied for Visit Britain funding but did not get it due to a low number of registrations (250 required). To address this, we were able to work with the committee on the budget and rethink certain areas which included a potential social event on the Wednesday and some additions when it came to onsite branding and catering choices. The client decided quite late on to provide branded drawstring bags and umbrellas as delegate materials to enhance ELGRA visibility and awareness, which although involved extra costs was a great addition to the overall delegate experience. Finding new sponsors was a challenge. We contacted as many companies as we could with support from the committee, however in the end was a difficult sell. We also created an exhibitor manual for each exhibitor and printed different award certificates that were awarded to young researchers during the Gala Dinner.
Results and impact:
The conference was very successful and positive feedback was received from the delegates, our suppliers and the client. A LinkedIn post from Phil referred to us “Secretariat Ninja’s”. A final delegate survey is to be issued. The client is keen to work with Abbey on future conferences within Europe.
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Feedback: ELGRA’s feedback:
‘Thank you Ophelie and team Abbey for your fantastic support and organisation we loved the conference.’
‘Thank you Evdokiya and team Abbey for being our rock in organising and delivering this!’