19th annual meeting and 15th conference of HEPA Europe, the European Network for the Promotion of Health-Enhancing Physical Activity
Our Client
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RCSI School of Physio and RCSI School of Population Health
Event/Conference Name
19th annual meeting and 15th conference of HEPA Europe, the European Network for the Promotion of Health-Enhancing Physical Activity
Date
19 – 21 August 2024
Delegates
420 attendees, from over 39 countries
Venue
RCSI University of medicine and Health Sciences, Dublin, Ireland
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Format
This was a 2.5 day conference comprising of Keynote Speakers, Research and Policy Sessions (up to 7 parallel sessions per day),Symposia, WHO Focal point meetings & Market place and HEPA Working groups (up to 15). We had movement breaks, guided walks a welcome ceremony and a conference dinner.
Our brief:
HEPA Europe (European network for the promotion of health-enhancing physical activity). The mission of HEPA Europe is to provide a forum for the advancement of health-enhancing physical activity (HEPA) research, policy and practice for better health and well-being across the WHO European Region. HEPA Europe is a WHO/Europe network, established during its first meeting in 2005 in Gerlev, Denmark, whose activities are based on WHO policy statements and corresponding documents from the European Commission, and are aligned with the United Nations’ Sustainable Development Goals and WHO Global Action Plan on Physical Activity 2018–2030. HEPA host this conference annually across Europe, this years theme was: Implementing Health-Enhancing Physical Activity: the importance of inclusion
Management:
We were contracted for full PCO management:
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Project Timeline
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Registration Management
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Speaker Management
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Venue Management
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AV Management
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Social Programme
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Budget Management
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Sponsorship Support & Exhibition management
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Marketing & Promotion
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Conference Materials
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Abstract management
We worked closely with our client on site visits and throughout the planning to ensure the event had the look and feel they wanted. We engaged with trusted suppliers on this event, so we could ensure a smooth delivery and to the highest standard
Organisation/Bid process:
Suzanne McDonough and the Events team within the RCSI led the bid to host HEPA 2024. Following the successful outcome of the bid, Suzanne and RCSI engaged the services of Abbey to organise the conference.
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Highlights / challenges:
Highlights:
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Successful Networking Opportunities:
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The conference kicked off with a guided city tour of Dublin, followed by a welcome reception held in the historic Boardroom of RCSI. This setting encouraged networking and allowed familiar members to reconnect and debrief after a full day of events.
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Engaging Social Events:
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The second social event included a historic tour of RCSI, culminating in a conference dinner in the historic College Hall. Guests enjoyed a harpist performance during drinks, followed by dinner and a traditional Irish Ceili (dance) in the Exam Hall, which involved active delegate participation.
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Physical Activity Integration:
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Movement breaks throughout the day were facilitated by Physio Student volunteers. Additional activities, such as a morning run and yoga session, were available on Tuesday, aligning with the conference’s theme of health-enhancing physical activity.
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Higher-than-Expected Attendance:
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The final delegate count reached 420, exceeding the anticipated 350 attendees. This high turnout reflects strong interest in the conference's theme and content.
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Robust Program and Inclusive Content:
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The conference featured a packed program with no rejected abstract papers, offering either 8-minute or 2-minute pitch presentations. The inclusion of 16 symposia, each comprising at least 4 abstract papers, provided a wide range of insights from researchers and policymakers.
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Ideal Venue Choice:
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RCSI’s city center location was perfect for this event. It offered the necessary space and facilities, including theaters and rooms that comfortably accommodated the large delegation.
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Sustainability Focus:
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The conference maintained a strong focus on sustainability by opting for a fully vegan menu, reflecting the commitment to environmentally-friendly practices.
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Challenges:
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Symposia Management Issues:
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Managing symposia through the existing system was challenging. Each symposium was submitted by one person but included multiple presenting authors (4-6). The system only allowed communication with the main submitter, creating a reliance on them to share critical information with all speakers. A more effective method for handling symposium submissions is needed.
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Delayed Submission of Presentation Papers:
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Despite requesting presentation papers three weeks in advance, many were still being received up to the day of the presentation. This caused last-minute logistical issues and challenges in pre-loading content.
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Mixed Feedback on Vegan Food Options:
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While sustainability was prioritised with a fully vegan menu, feedback on the food quality and quantity was mixed. Additionally, the venue had to outsource catering, as they do not offer in-house fully vegan options, which may have contributed to the feedback.
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Late Notification of WHO Supplement Journal Requirements:
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We were informed about the WHO supplement journal requirements very late in the process. This made it challenging to gather and provide the correct information on time. Earlier communication and clearer guidelines from our client and WHO regarding the supplement journal would have facilitated better preparation and timely submission.
Results and impact:
Alignment with Global Health Initiatives:
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The conference was organised in partnership with WHO Regional Europe and was closely aligned with the United Nations' Sustainable Development Goals (SDGs). It also supported the objectives outlined in the WHO Global Action Plan on Physical Activity 2018–2030. This alignment ensures that the conference's discussions and outcomes contribute to broader international health priorities and policy frameworks.
Collaboration with Key Organizations:
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We collaborated with I-PARC (Irish Physical Activity Research Collaboration), which added significant value to the event. Their involvement helped bridge the gap between research and policy implementation. The collaboration also ensured that the discussions were relevant to both the Irish context and international perspectives on physical activity.
Influence on National Policy:
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The conference concluded with an address from a government minister, highlighting the importance of physical activity on a national scale. Discussions included Ireland’s Physical Activity strategies for 2024–2040, signaling a commitment to long-term planning and integration of physical activity into public health policy. This sets the stage for ongoing dialogue and action to enhance physical activity levels across the population
Strengthening Networks and Partnerships:
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The event successfully brought together a diverse group of stakeholders, including experts, researchers, policymakers, and practitioners from various sectors. This networking opportunity fostered collaboration, knowledge exchange, and partnerships that will continue to advance the agenda of health-enhancing physical activity.
Raising Awareness and Advocacy:
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By highlighting the importance of inclusion and health-enhancing physical activity, the conference raised awareness among participants and stakeholders. The focus on sustainable practices, such as offering a fully vegan menu, also promoted the integration of health and sustainability, reinforcing the connection between personal health and environmental well-being.