Royal College of Occupational Therapist (RCOT) - Annual Conference

Overview

Since 2015, Outsourced Events (OE) has partnered with RCOT as the official professional conference organiser for their Annual Conference. Now in a virtual format, this conference allows participants from across the UK and beyond to join and access the event content.

Event Objectives

The main objective was to ensure that the conference was relevant and impactful for all attendees, who were seeking professional growth opportunities and advancements in the field of occupational therapy.

To achieve this alongside a seamlessly organised event, the OE team worked closely with the RCOT conference team to manage:

• Sponsor liaison
• Online support/ Event logistics /Event registration
• Presenter registrations and logistics
• Abstract management services

Challenges

The main challenge when organising this event lay with the abstract management process. The challenges the team faced included:

• Ensuring authors received appropriate guidance and support to submit abstracts that met the required criteria
• Co-ordinating with multiple stakeholders, including authors, reviewers, and event organisers
• Ensuring that the entire process was completed on time

Our Approach

The team’s approach was to ensure all objectives were achieved to the highest standard. In this instance, the team had to turn their attentions to the abstract management co-ordination, they recognised the need to reassess and enhance the processes to improve speed and efficiencies. With over 20 years of knowledge and expertise in this area, the team not only recognised the need but implemented an effective plan for a strategic overhaul to achieve objectives.

This ultimately led to a decision to amend the existing abstract management system used, knowing this element would be key to achieving the desired outcome, alongside this the team ensured that all deadlines were agreed early in the process and brought forward to ensure timely completion.

Execution

Here is an outline of how the OE team managed the abstract management process for the RCOT event:

Submission

Abstract Management Software Platform – The team utilised a variety of well-tested abstract management tools and online systems. Drawing on over 20 years of experience in the business and extensive abstract management knowledge, the team was able to select the most effective tools for each task, ensuring a smooth and efficient workflow. Using these software platforms meant a streamlined process, from abstract submission and review to scheduling and presentation.

Marketing – The team collaborated with the RCOT team to maximise the use of all marketing channels, ensuring widespread coverage within the RCOT community for the call for abstracts. They developed an effective marketing strategy, which included:

1) Utilising various channels, including email campaigns, social media and newsletters.

2) Planning a detailed timeline of activities from the initial announcement to the submission deadline.

3) Mapping milestones such as reminders and final pushes to maintain momentum and maximise response.

4) Implementing clear CTAs across channels and a well-thought-out user journey.

Review and Selection

The team collaborated extensively with the panel of experts throughout the evaluation process. These experts meticulously reviewed each submission, assessing them for both quality and relevance. After thorough consideration, the most outstanding abstracts were selected to be presented at the conference. The team's dedication to maintaining open communication and leveraging the expertise of the panel was instrumental.

Organisation

1) The selected abstracts authors were then informed and congratulated for being selected. This part of the process handled differently from previous conferences to enhance efficiency and clarity. To ensure smooth organisation of all abstracts the OE team collaborated with the RCOT early in the planning process, to fianalise key conference details.  This proactive approach allowed for a comprehensive all-in-one email to be sent providing all necessary information in a single communication.  As a result, the volume of follow-up questions and enquiries was reduced as many of the questions were pre-empted and answered in the initial email.

2) Once all the details were finalised the team worked closely with the RCOT team to support the development of the conference programme. Attending planning days and maintaining regular communication. This ensured a seamless and well-structured agenda, that aligned with the event’s objectives and provided a valuable experience for attendees.

3) Masterclasses were set up by OE to support selected abstract presenters, helping them understand the requirements and ensuring they were prepared for conference day.

Results

The OE team worked diligently to ensure every aspect of the conference was handled with the utmost professionalism and efficiency. From the seamless coordination of abstract submissions to smooth online platform logistics, every detail was handled with precision to deliver a high-quality experience.

By leveraging advanced tools for abstract management and finalising conference details early in the process, as well as using their extensive knowledge, the team significantly streamlined operations. The overwhelmingly positive feedback from attendees and organisers reinforced the high level of organisation and its impact on the overall conference experience. Effective management of complex tasks, strategic problem-solving and proactive planning were instrumental in delivering a well-executed and impactful conference.

Conclusion

This conference set a new benchmark for abstract management, establishing a refined process developed by the OE team. The lessons learned and efficiencies gained continue to enhance other events.

Want to know more? Take a look at previous annual conferences we've successfully delivered, in partnership with RCOT - RCOT Annual Success | Outsourced Events

Get in Touch

Interested in learning more about how we can help your organisation achieve similar results? Contact us today at info@outsourcedevents.com or call +44 (0)330 460 6007.