Client: International Organization For The Study of Inflammatory Bowel Disease (IOIBD)
Type of Event: AGM
Date: March 2023
Venues: University Arms, Hilton Cambridge, King's College
The International Organization For The Study of Inflammatory Bowel Disease (IOIBD) is based in Sweden, with members all over the world. The AGM is held in a different location each year; in March 2023 it came to Cambridge, UK.
At the meeting in Cambridge, there were 120 delegates, in addition to 30 partners. The day before the conference, a satellite session was held in London after which delegates could travel the 45 minutes to Cambridge by train, with their luggage transferred by van.
The purpose of the four-day AGM was top-level science with high-profile speakers, networking and meeting friends and peers, explains Marischka Konings, IOIBD Secretariat.
Choosing location
“We decide on locations for AGMs by members offering to host the meeting and then voted on by the membership. The UK team based in London, Cambridge, Oxford and Ireland came forward and as I had encountered Meet Cambridge on an online MeetGB ‘fair’ during COVID, I proposed the city to the UK team.
“A number of venues in Cambridge were selected to host different parts of our programme: the University Arms Hotel for the plenary sessions, accommodation and welcome dinner, Hilton Cambridge for the breakout sessions, King’s College for the organ recital, drinks and gala dinner, punting with Scudamore’s and the Fitzwilliam Museum café area for drinks and our farewell dinner.
“All the venues worked for our event, although we had to juggle a little with space and timings at the University Arms as it has just one main meeting room.
Social programme
“With a large number of delegates’ partners attending we organised an attractive social programme including guided walking tours around the city and a visit to Newmarket to see behind the scenes of the world-famous horseracing industry. This was very well received because of the variety and quality of activities in such a historic environment.
“This event was in-person only – which our members prefer – but we did have to include one speaker via Zoom who was unable to travel because of strikes in France. This was handled flawlessly by the technical agency which helped us with AV provision.
Collaboration
“I worked with Meet Cambridge which was really beneficial at the venue-finding stage, helping me to shape the event. I was also very happy with its recommendation for a Professional Conference Organiser, Opening Doors & Venues, to support the conference. Not only were they very experienced, but they also had excellent local knowledge.
“Based on the excellent feedback we received I would definitely be happy to organise another event in Cambridge. Our 2023 AGM met all its objectives including UK Science showcasing itself to the membership and giving our delegates so many memorable experiences of Cambridge that will last for a long time.”
IMAGE CREDITS: Alan Bennett and IOIBD
