Organizing a medical congress is not always an easy task, which is why it requires key points that revolutionize the way in which speakers and attendees interact with the medical event. Take note of these steps so that the organization of congresses has a direct impact on the experience!
Organizing medical conferences requires careful planning to ensure the success of the event. The fundamental steps to carry out a medical conference inevitably involve a guide that guides speakers and attendees at a certain pace of entertainment and order.
We will also show how Glow Experience’s interactive LED bracelets for events can help create unforgettable experiences for attendees and make personalizing a conference an easy task.
If you are wondering how to organize a conference, here are our keys to organizing conferences, which we explain step by step to get the event up and running using LED bracelets and so that the organizer is clear about how to structure their agenda.
Imagine the complexity of harmonizing the expectations of the speakers, the diversity of medical topics to be discussed, and the preferences of the attendees, all while maintaining a delicate balance between scientific rigor and accessibility for the general public. The goal is to overlap both at the same time and to satisfy the needs of each one.
Just as we wrote in the Guide to organizing an original wedding or for a successful car premiere, the details are key in the course of the event itself.
Organizing a medical congress has several challenges. This implies the need for thorough planning that covers everything from the structure of the agenda to the choice of cutting-edge technologies for the presentation of content, as well as advertising it on social networks, industry magazines or newspapers and in communication campaigns.
Ready to learn the steps and tips behind organizing a spectacular medical congress?
Onuba Genetics, currently recognised as the undisputed leader in the manufacture of sunscreens, has reached new heights of success thanks to its innovative patented formula.
In order to further solidify its reputation as a pioneer in the field of dermatology, the marketing department of Onuba Genetics has revealed its ambitious idea: to organise the first Onuba Congress of Dermatology. This event aims to surpass all previous standards in the sector, becoming a point of reference for future conferences. The theme of the congress seems very rigorous if the best doctors from all over the country and the greatest references in the sector come together.
However, there is a significant challenge to face: a conventional medical day will not be enough to meet these high expectations. To truly surprise and leave an indelible mark, Onuba needs to transcend the traditional and introduce innovative elements that break the mould of typical events in the sector. The question is, how will they manage to transform a dermatology congress into a unique and unforgettable experience for its participants? This is the challenge that the Onuba team now faces, a challenge that could define the company’s future in the field of dermatology and turn its event into an international congress.
In the world of corporate events and conferences, innovation and efficiency in communication are key to success. Organizing the agenda of each activity and its schedule at a medical event is a real challenge that requires a combination of precision and flexibility.
Wondering how you can keep track of conference activities? It’s simple.
Continuing with the previous example, the conference organizer has structured a complete program of activities. However, a major challenge arose: how to efficiently inform attendees about the exact schedule of each conference, workshop or networking session.
To address this dilemma, the development of a mobile application containing the event’s updated agenda was suggested. This solution would not only facilitate logistics, but would also work as a constant reminder for attendees through their mobile devices – something that everyone uses! On the other hand, a creative idea was also proposed: programming LED bracelets to flash red five minutes before each activity. This strategy would not only be functional, but would also add an innovative and distinctive touch to the event.
First, let’s talk about attendance registration, which is essential for organizing events. QR codes, card readers, access gates, attendance control… This is the first important step to ensure that everything runs smoothly. Make sure you fill in all the necessary details and make a good impression. And the best impression is that everything is ready!
Wristbands can play a huge role in accessing events, so don’t forget to consider RFID or NFC technology for this.
The opening is like the big welcome party for your conference. It’s the perfect time to share your enthusiasm with colleagues and speakers. Don’t miss the opportunity to immerse yourself in the festive atmosphere of the scientific conference and meet other healthcare professionals.
So, in a nutshell, attendance registration and opening are the foundations of your event, and are part of one of the keys to organizing a conference.
For example, the Onuba team is already finalizing details at the venue. The first conference attendees are starting to arrive punctually. His staff distribute LED wristbands to the doctors, which smoothly change color between red, blue and green.
In a moment of perfect synchronization, the LED wristbands light up purple when the chair and the honorary speaker speak, while flashing blue afterwards, accompanying the applause of the audience. Thus, of the ten groups available, these plastic event wristbands would be divided into 2 groups, the speakers and the audience. This display of lights is not only an impressive visual spectacle, but also facilitates the direction of the audience’s response, creating an atmosphere of unity and active participation.
This vibrant and technologically advanced start heralds an event that will not only meet but exceed attendees’ expectations, strengthening Onuba’s reputation as a leader and pioneer in its field. The first part of a successful medical congress is complete.
The importance of these types of events and conferences lies in education. In a world where information is power, thoroughly understanding certain topics and their implications is essential, especially in the field of medicine. But the conference is not only designed to provide the necessary knowledge, but to inspire other professionals or attendees to take action. This way, the public will no longer make ill-informed decisions about health!
The first plenary session is about to begin. The doctor who is going to give the symposium warmly welcomes the audience and begins his presentation on the latest developments in melanoma. They all automatically connect into a large synchronized group.
When the oncologist explains the first treatment, a gentle shower of green stars falls on the room, visually linking the beginning of the information that the speaker is going to give. The doctor continues and these event bracelets create a joint effect again, flashing yellow, complementing the talk about the second therapy described.
And so on, alternating between the different colors while the attendees experience the conference in a much more immersive and dynamic way thanks to the lighting.
It’s a unique opportunity to explore innovation and make meaningful connections, as well as recharge your batteries. Don’t underestimate the power of a conversation at a stand or the boost a good breakfast can provide!
Imagine that at the Onuba conference, the LED bracelets have been pre-divided into four different colour groups to play a key role in a networking strategy. During the 12 noon break, the event speaker takes over and begins to indicate that people from each group should meet with others of different colours. For example, he might suggest that those in the green group meet those in the blue group.
This guided grouping dynamic aims to energise interaction between professionals and encourage the formation of new relationships. By breaking down initial barriers and encouraging attendees to engage in conversations with people they have not previously met, an atmosphere of openness and collaboration is created.
It is a unique opportunity to immerse yourself in a specialized dialogue, share discoveries, collaborate and engage in the search for solutions. Here, ideas are transformed into concrete commitments and projects to improve the quality of life of those suffering from psoriasis. But, above all, topics are discussed with previously organized agenda items that must be taken into account at events or congresses in the medical sector.
In our example, the time comes for the round table on psoriasis at 4:00 p.m. The doctors listen attentively from their seats. The doctor presiding over the table begins the debate. At that moment, the bracelets are programmed to distinguish each speaker.
These are divided into 8 purple groups, one for each expert sitting at the table. And those of the public, the ninth group, remain blue. When the moderator takes the floor, only the purple bracelets that identify her flash. Her words capture all the attention.
The first attendees to speak do so also illuminated by their assigned color. The rest of the audience is still waiting in blue. The applause of the audience shines on the blue bracelets. A perfect moment of participation of the audience guided by the light.
In the business world, team cohesion is essential for success. Industry events involving companies, such as MICE, are not only opportunities to acquire knowledge, but also to strengthen unity and team spirit. Good team building between professionals from the same sector is necessary so that the ideas and projects generated at these round tables are carried out at related events, and even more so if the audience is attentive to them!
It is 5:00 p.m. and in a workshop dedicated to the latest aesthetic techniques at the medical congress, a doctor who is an expert in the field presents practical and detailed demonstrations.
Participants are divided into five distinct groups, each identified by a different colour of LED wristband. This colour differentiation is associated with the company to which each attendee belongs, making identification and organisation easier during group exercises.
The workshop dynamic includes an element of collaboration and mixing between the different groups. Attendees are encouraged to form new teams, on the condition that each group does not have more than two wristbands of the same colour. This rule ensures that participants mix, promoting interaction between people from different companies and fostering an environment of collaboration and joint learning.
This strategy not only makes the group exercises more dynamic and enriching, but also allows attendees to practice more networking. The combination of practical demonstrations, interactive technology and well-planned group exercises makes the workshop a comprehensive, effective and memorable educational experience for all involved.
These events are not only spaces where the exchange of ideas and networking flourish. They are also key meeting points between brands, consumers, and professionals in the sector, in this case, pharmaceuticals. In this scenario, a product is brought to life in a context where its utility and benefits can be experienced directly. This is crucial to capture the attention and interest of the public.
Example: several companies exhibit their new products on the main stage at 6:00 p.m., together with Onuba. We will match the colours of the bracelets with the corporate image of each brand to create an immersive environment through neuromarketing. So, when the company “Pazier” exhibits its “UV-block” anti-UV protection cream, the bracelets will flash blue continuously through neuromarketing to associate their corporate image.
In total, 6 of the 10 available groups will be used, changing the color as each company speaks. In this way, an appropriate atmosphere will be created so that, through neuromarketing, attendees associate the color with the brand/product and its benefits or narrative of that moment, accompanying the script and the eloquence of the speaker.
Another of the great advantages of personalized bracelets for events like these is that there is the possibility of integrating a logo on them, so that the presence of the brand is present wherever those who have the bracelet go
Did you know that we remember better what we see in videos and images than what we just hear or read? Videos are like springboards for discussion and group learning. Imagine all the doctors watching a video about a new treatment. After the video, they can start talking about their experiences, ideas, and even new solutions can emerge. It’s like having a conversation with images, which makes everything more interactive and enriching!
7:00 p.m. arrives and the Onuba congress is moving forward, and the doctor in charge of the UV topic is preparing for a high-impact presentation. For a total of 45 minutes, he will share with the audience the profound consequences of exposure to ultraviolet rays and, even more importantly, how to effectively prevent them. His goal is to provide attendees with valuable information that will allow them to care for their skin responsibly and avoid future problems.
To ensure that the presentation is even more effective and memorable, a 5-minute informative video has been planned to complement the doctor’s explanations. This video will provide a visual and graphical representation of the concepts presented through the lighting effects of the bracelets, further reinforcing the message and giving attendees a more complete understanding of the topic. The video will also incorporate testimonials from patients who have benefited from the innovative treatment, making the information more relatable and impactful. By showcasing real-life examples, the audience will be able to connect emotionally with the information presented. Additionally, the synaesthesia experience explained by westcon will further enhance viewers’ engagement, allowing them to visualize the unique interplay between color and wellness that the bracelets offer.
It’s time for cocktails and catering! Think of all those delicious tapas, canapés and maybe even sushi, waiting to be tasted. And let’s not forget the cocktails: colourful, refreshing, almost like works of art in a glass! This is the time when everyone relaxes, chats and delights in every bite. It’s like a party for your taste buds after a day full of brains and learning.
To add a special and exciting touch to the closing of the Onuba Genetics event, a visual and dazzling countdown has been devised using the LED wristbands at 9pm.
A minute before the toast, the wristbands display a shower of golden stars, creating a magical atmosphere and anticipating the climactic moment. As the moment of the toast approaches, the continuous flashing of the wristbands in the same golden hue increases the excitement in the audience.
In addition, the importance of the sponsor has been taken into account in this event. To highlight the gift giveaway to attendees, the corporate color is used in quick flashes, adding a distinctive visual element to the occasion. This not only highlights the brand’s generosity but also creates a festive and exciting atmosphere while the gifts are being announced and handed out.
Now, imagine that live music starts playing. Some smooth jazz, perhaps? Or a band playing upbeat pop-rock? The music fills the air, getting your feet tapping. It’s the secret ingredient that transforms the atmosphere from serious and academic to one filled with laughter and good vibes.
The day closes at 10pm. This musical event will not only provide high-quality entertainment, but will also become a true sensory spectacle thanks to the incorporation of LED bracelets. These LED bracelets will sync with the music, creating a mesmerizing light show that enhances the overall experience. By combining stunning visuals with incredible performances, this event showcases some of the best ideas for music festivals, making it an unforgettable night for all attendees. As the beats fill the air and the lights dance in harmony, the atmosphere will be nothing short of magical.
Program our bracelets and then their vibrant blue, red and green colors change to the rhythm of the percussion and the melody, creating a light show that will put the finishing touch to the First Onuba Congress.
