British Thoracic Oncology Group Annual Conference – Edinburgh 2026

Venue-Sourcing & Contracting

• Successfully negotiated a multi-year agreement with the Edinburgh International Conference Centre (EICC), securing the venue for three consecutive BTOG conferences and delivering enhanced commercial value, operational consistency, and future planning certainty.

Venue Coordination

• Managed all venue operations across the Edinburgh International Conference Centre (EICC), overseeing the seamless delivery of plenary sessions, breakout programmes, poster presentations, exhibitions, and networking events.
• Coordinated complex room allocations, floorplans, AV requirements, power and connectivity infrastructure, delegate flow, and F&B logistics across multiple conference levels and function spaces.
• Oversaw the integration of the scientific programme with exhibition and poster areas, ensuring smooth transitions between plenary sessions, parallel streams, and networking opportunities throughout the venue.
• Maintained continuous collaboration with EICC operational teams, technical services, catering, security, and event management personnel to ensure flawless execution and a consistently high-quality delegate experience.

Logistics & Project Planning

• End-to-end project planning & coordination through centralised project plans covering all event workstreams from venue contracting through to on-site delivery, ensuring alignment across logistics, suppliers, and stakeholders.
• Proactive risk & stakeholder management through structured planning meetings, milestone tracking, venue walkthroughs, and briefings to identify challenges early, maintain clear communication, and adapt quickly to changes.
• On-site delivery & real-time control serving as the central coordination hub during the conference, managing communications between all parties and ensuring smooth execution of sessions, exhibitions, and social programmes with contingency planning in place.

Registration Management

• Created and managed an event registration portal, coordinating attendee data for more than 1300+ delegates- healthcare professionals, sponsors and other categories.
• Incorporated session preference selection within the registration process to help shape and optimise conference content direction, while carefully managing access to category-specific sessions for relevant attendee groups.
• Managed high demand for the Gala Dinner, overseeing waitlist coordination and prioritisation of participants.
• Managed onsite registration desk operations, including badge distribution, live registration and payment, and real-time delegate troubleshooting to ensure a seamless guest experience.

Accommodation Management

• Created and managed an integrated accommodation booking process for the speaker category of over 100 delegates, coordinating room requirements and last-minute changes.
• Acted as a key point of contact for accommodation providers and internal teams, ensuring smooth communication and timely resolution of rooming and booking discrepancies.

BTOG Inbox Management

• Functioned as the primary point of contact for all delegate and internal enquiries, consistently delivering same-day responses to ensure efficient communication and smooth event operations.
• Handled high volumes of last-minute travel, dietary, and logistical requests with efficiency and discretion.

Event App Management

• End-to-end collation of all app content, gathering and organising sponsor information, delegate abstracts, venue maps and floor plans into a single, structured digital platform, removing the burden of content management from the client team.
• The bespoke BTOG 2026 event app put the full conference in the palm of every attendee’s hand offering instant access to schedules, session details and venue navigation, enabling delegates to move confidently through the EICC and make the most of their time at the event.
• By bringing delegate profiles and event content together in one accessible tool, the app created new touchpoints for connection, allowing attendees to engage with fellow delegates, explore sponsor content and interact with the programme in a way that enriched the overall conference experience.
• As part of VenuesWorld’s broader event services offering for BTOG 2026, the app was delivered as one integrated element of a seamless conference management solution, reflecting our commitment to combining local expertise with technology-driven delegate services to elevate every touchpoint of the event.

Abstract Management

• VenuesWorld provided a dedicated abstracts submission portal for BTOG 2026, giving delegates a streamlined submission process while removing administrative complexity for the organising team, ensuring a consistent and well-managed intake of research contributions from across the delegate community.
• Working in close coordination with the wider registration process, our team handled the full collation and formatting of all submitted abstracts, transforming them into a professionally structured abstracts book, made directly available to all attendees through the BTOG 2026 event app for instant, on-demand access throughout the conference at EICC Edinburgh.
• By bringing abstract submission, formatting and distribution together in one seamless workflow, VenuesWorld empowered delegates to showcase and share their research with peers, fostering academic connection, sparking conversation and adding significant value to the overall conference experience.

Off-site Conference Dinner

• Sourced and secured the National Museum of Scotland as a standout location, providing an authentic and impressive backdrop for the conference dinner.
• Coordinated with onsite catering and venue teams for seamless and timely dinner service.
• Integrated traditional Scottish piper welcome and Scottish Ceilidh dancing, fostering peer engagement through a memorable and culturally immersive social evening.

Results:

• 1,300+ high-value healthcare professionals, sponsors, and stakeholders attended the conference, representing a significant reach within the medical community.
• Successfully delivered a high-impact, multi-stream scientific programme comprising plenary sessions, parallel breakouts, and extensive poster presentations across multiple conference levels.
• Achieved operational excellence in managing complex large-scale registration, speaker accommodation blocks, and a premium, culturally immersive offsite conference dinner.
• Maintained high-quality delegate support through centralised inbox management, delivering same-day response efficiency for all logistical queries.

Conclusion:

The BTOG Annual Conference in Edinburgh demonstrated an ability to manage full-service, end-to-end logistics for a large-scale delegate group. By integrating detailed project planning with local expertise, the event delivered unmatched value and a seamless experience for both the organisation and its attendees