Case History PRION 2014
|Client||SISSA International School for Advanced Studies
prof. Giuseppe Legname
|Event||International Scientific Conference|
|Date||27-30 May 2014|
|Venue||SISSA Auditorium – Magazzino 42 – Molo IV|
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