Case History PRION 2014
Client SISSA International School for Advanced Studies
prof. Giuseppe Legname
Event International Scientific Conference Date 27-30 May 2014 Location Trieste Venue SISSA Auditorium – Magazzino 42 – Molo IV Participants > 500 Website www.prion2014.org
SISSA, the International School for Advanced Studies with headquarters in Trieste, is one of Italy’s centres of excellence. In 2014 they were planning to host the 10th PRION Conference, the world scientific conference on prions, featuring top experts in the field, including two Nobel Prize Awardees: Eric R. Kandel and Stanley B. Prusiner.
SISSA was looking for an experienced partner that would ensure an impeccable organization and smooth running of this high level international conference. They needed an organizing secretariat able to offer participants cutting-edge technology for online abstract submission and participants registration.
SISSA also aimed at presenting their new headquarters. A recently renovated campus with a breath-taking view of the gulf of Trieste surrounded by a magnificent park. At the same time they wanted to acquaint participants from all over the world with the city of Trieste, a reference point for the international scientific community. It was therefore necessary to facilitate transport to and from the campus located in the surroundings of Trieste for over 500 participants.
After a detailed feasibility study, we drafted a tailor-made project able to meet SISSA expectations with those of a demanding international scientific community.
We focused on communication and developed a e-plan which included
- creation of a Prion 2014 logo
- a user friendly abstract submission platform for scientists as well as for the scientific board
- a customised e-commerce system for one click registration and hotel booking
- newsletters templates for participants engagement and update
We handled public relations with special care: one to one contacts with speakers secratariats, personal travel arrangements, security, round the clock availability for contingencies and last minute rescheduling.
And finally the location. Excellent auditorium and meeting rooms but not enough space indoor to host the social functions for so many participants. A beautiful park outside, what a great idea. But what if the wheather is not equally beautiful? Together with one of our reliable suppliers, we designed and set up an elegant 500+ marquee, one that could resist even Trieste most typical wind, the bora!
How to link SISSA premises with the city of Trieste? A part from an ad hoc efficient transport system organized together with the city local transport company, we “moved” two key elements of the conference downtown.
So Magazzino 42 – a former warehouse close to the maritime station and recently redecorated – hosted 2 sessions with more than 400 posters as well light refreshments for more insight into the scientific topics.
Prion 2014 had to be a memorable conference. How to forget it after the Gala Dinner organized at Molo IV, at sun set, sipping a glass of white wine from the nearby Collio area in front of one of Italy’s unique yet still less known waterfronts?
organizing secretariat > mailing and promotion > website > online registration and hotel booking > speakers and VIP guests management > transfers > sponsors > management of suppliers > scientific secretariat > online abstract management > on site secretariat and hostesses > book of abstracts > badge > conference kit > budget and administration
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Costa Favolosa Naming Ceremony
Client Costa Crociere Event corporate event Date 30 June – 3 July 2011 Location Venice – Trieste Participants 5,000 in total; management of 2.500 seats
Costa Crociere, leader in the cruise business in Europe, had to organize the naming ceremony of Costa Favolosa, their latest ship that had just been delivered by Fincantieri at the Marghera shipyard.
The client had planned a mini cruise and various events starting in Venice and ending with the actual Naming Ceremony to be held in Trieste in the beautiful Piazza dell’Unità overlooking the sea. In order to manage thousands of invitations addressed to VIP guests all over the world as well as the ensuing logistics involving also thousands of participants from Trieste, Costa Crociere was looking for an experienced partner to assist them in this memorable event.
Efficiency, round the clock availability, excellent language skills, sound IT expertise, ability to manage a tight schedule and problem solving. These were the ingredients of the challenge.
After careful analysis of our client’s needs, we drafted a detailed operational plan on the basis of our long-lasting experience in and knowledge of the cruise sector.
We set up a call centre for assisting over 3,000 invited participants. Six members of our staff were involved in the back office activities in Trieste, plus one liaison assistant to support Costa staff in Genoa. At the same time the project director supervised operations in Trieste together with local authorities. Protocol and placement of all guests was a demanding and delicate task successfully entrusted to a senior officer. During the Naming Ceremony, 30 hostesses and stewards took care of each and every guest, welcoming them to a unique event and showing them their assigned seat.
organizing secretariat > call centre > recall > logistics > cabin assignment > inspection visits > protocol > embarking and disembarking support > placement > suppliers coordination > hostesses and stewards > interpreters
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Expo world recipes – taste the planet
client Banzai service translation project languages Italian – English the team 1 project manager 1 proofreader 8 translators website http://worldrecipes.expo2015.org
Banzai, the leading Italian e-Commerce operator and one of the most important digital publishers, has developed TASTE THE PLANET, a collection of world recipes to discover and share the best recipes and food traditions from all over the world. Taste the Planet can also be accessed from Milan Expo 2015 web site.
Taste the Planet was designed with the purpose of being daily updated thanks to the contribution of chefs, associations and food bloggers from all over the world who share their best recipes. Alongside cooking instructions, Taste the Planet provides useful information on their environmental impact as well as on the nutritional value.
For the project to be truly international, Banzai was looking for a trusted partner to take care of the translation project. A really delicious one but demanding in terms of competence and IT skills.
After a full immersion meeting with Banzai project managers, we worked out a mutually satisfactory working plan for the translation of the texts and subsequent validation by a senior reviser. Banzai had developed an excellent back office environment which was further customized following the initial briefing. The next step was the selection of the translation team and their training.
A very satisfactory cooperation, thousands of recipes are added daily to offer Expo2015 visitors and the world food community a unique experience.
project development and assistance > translation > revision
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planning of CME training events
The Office Provider standard n. 1386
The Office became credited provider on 24 February 2011.
On 23 July 2014, following an inspection visit, AGENAS, the Italian agency for regional health services, appointed The Office as Standard Provider.
Clients Universities, medical and scientific associations, hospitals planned events 151 participants over 12,000 issued certificates 6,798 perceived quality 98% of participants gave a positive feedback about the value and usefulness of the event awarded credits 1235
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“Le vie dell’amicizia”
On 13th July 2011 Trieste hosts a memorable concert conducted by Maestro Riccardo Muti who performs the Requiem in C-minor by Luigi Cherubini in front of 10,000 guests gathered in the splendid setting of Piazza Unità d’Italia overlooking the sea.
The Italian president Giorgio Napolitano together with the presidents of Slovenia, Danilo Türk, and Croatia, Ivo Josipovic, attend the concert and congratulate Maestro Muti.
the event managers of the office
take care of seat assignment for invited participants and VIP guests in collaboration with the President’s staff
50 hostesses and stewards
selected and trained by the office welcome all the guests
a historic occasion
our hostess Gabriella accompanies the three presidents on stage to congratulate Maestro Muti
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4 different scientific associations
how to to grant efficiency, high quality scientific activity and a smooth running of social activities
a reliable partner with experience in Association Management
Associazione Italiana Sistema Nervoso Periferico since 2010 www.asnp.net Società degli Urologi del Nord Italia since 2000 www.suniurologia.it European Society for Cosmetic & Aesthetic Dermatology since 2014 www.escad.org Associazione Medica Triestina since 1996 www.theoffice.it/amt
secretariat with dedicated staff > communication and web management > newsletters and updates > sponsorships > support to the steering committee > management of membership fees > administration & finance > CME courses > organization of the annual congress
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