Summary

The Canadian Liver Meeting (CLM) is a collaborative conference between three organizations: CASL, CanHepC, and CAHN, offering educational opportunities relevant to all association members. BUKSA coordinated a poster exhibition, speaker presentations, breakfast symposiums, special interest group meetings, networking sessions, and award ceremonies. We were proud to bring together national and international medical professionals for this seamless educational conference.

Our Role

BUKSA was challenged to coordinate this conference from A to Z, coordinating members from all three associations. Up to the task, our team provided full project management; drafted and managed the finances using our robust budget template; created an innovative strategic plan; trained and managed speakers and exhibitors; coordinated the conference program; designed and executed the marketing plan; created a high-caliber event website; managed registration; recruited and managed event sponsors; selected and managed the venue and accommodations; provided on-site support; and evaluated and analyzed the conference’s success.

Value Adds

Registration Management:

Our team successfully executed the challenging task of coordinating registration between three unique associations; each association required multiple registration options for their specific member populations, including unique discount codes and pre-event data collection. BUKSA created an efficient form capturing the required attendee details while maintaining an easily navigable format. We are proud to report that there were 35% more registrants than we anticipated!

Accommodation Management:

Because attendees travelled both nationally and internationally to the conference, accommodation management was vital to the success of CLM. BUKSA secured and managed a large room block, providing excellent accommodations to presenters, exhibitors, attendees, VIPs, and committee members. Our seamless service here meant that neither the associations nor the registrants experienced difficulties or stress accessing their suites, and we were able to provide the correct rates, the dates of check-in and check-out, and a high quality of stay.

Abstract Management:

BUKSA designed and managed the abstract submission and blind peer-review process cursory for professional medical conferences, requiring the reception of author names, association affiliation, presentation format preference, and content. Our team was proud to receive 197 submissions, a total 31% higher than we projected!

Sponsorship Management:

Hosting a successful medical conference requires intensive planning and financial support. Our team managed the full sponsorship process, including the creation of a sponsorship prospectus, sales execution, confirmation communications, and execution of pre- and day-of event benefit fulfillment. We invited all sponsoring organizations to join us for a debrief lunch on the final day of programming, discussing the conference’s success and gathering event feedback. Overall, BUKSA fostered strong relationships with several industry partners, all of whom were crucial to the success of the conference. We are proud to report securing 116% of the anticipated sponsorship revenue goal!