Pre-event planning: World Trade Group (WTG) organises a range of B2B conferences. One of its events is the World Drug Discovery & Development Summit, a conference and networking event for the pharmaceutical industry.
The last event was held in 2008. Previous destinations have included Germany and the Czech Republic. For the ninth summit, WTG decided to hold the event in Copenhagen, as many large pharmaceutical companies are based there.
The organisers visited the city in March 2010 to look at a venues, before booking the Scandic Copenhagen Hotel in June. WTG's head of operations EMEA Gemma Outten says the company decided on this hotel "because we felt it had the best fit in terms of exhibition space and conference rooms. It is very important that these are located close together and there is a good flow between the rooms".
It is also well located in the city, with the Tivoli Gardens, the old port of Nyhavn and the Little Mermaid statue all within 500m.
Objectives: Its main purpose is to bring together senior professionals from the pre-clinical drug discovery and development sector to learn from each other through a series of streamed presentations and networking opportunities.
Challenges: Although delegates arrange their own flights, WTG wanted to ensure the destination and venue were easy to access.
"We wanted to make sure our main target delegates would be able to get there and back easily," says Outten.
WTG researched transport options to Copenhagen and the venue. Although guests attended the conference from all over the world, the UK delegate party was the largest overseas group.
Solution: The conference lasted two days, and an exhibition ran alongside. Both days were a mix of keynote presentations and streamed sessions, workshops and informal and formal networking sessions.
It spread over four main conference rooms, but all the networking, including the one-to-one meetings, refreshment breaks and lunches, took place within the exhibition area.
WTG used the in-house suppliers for all the catering, which featured a mixture of local and international cuisine.
A drinks reception was arranged for the first evening to provide delegates with a fun networking opportunity. WTG provided drinks and canapes.
On the second day, delegates were free to arrange their own dinners, with suppliers they had met during the event or other delegates. The hotel was able to provide them with a list of suitable venues in the city.
Client verdict: WTG considered the event met its key objectives successfully. "The event went very smoothly on-site and the venue was good," says Outten.
Post-event analysis: WTG asked all attendees to complete a post-event evaluation form. 'Most rated the venue as good," adds Outten.
Company: World Trade Group
Event: World Drug Discovery & Development Summit 2010
Group size: 150+ delegates
Date: 26-27 October 2010
Venue: Scandic Copenhagen Hotel
March 2010: The first delegates booked to attend the conference. WTG conducted a site visit of a number of venues
June 2010: WTG booked the venue
October 2010: Event took place