Medical Devices Conference Dubai – March 2025

Venue Sourcing & Contracting

• Secured the JW Marriott Marquis as the central venue that suited the expectations of senior delegates.
• Created a private desert gala location in the Al Sahara Desert, creating a memorable and authentic contrast to the conference setting.
• Worked closely with venue teams to contact competitive rates, flexible terms and full support, delivering strong value and ROI.

Venue Coordination & Location Management

• Led all on-site venue operations managing conference rooms, breakout spaces, early-morning sessions, private dining and the photo/video suite.
• Worked with the Production team to provide floorplans, power, internet, catering and stage setups across multiple levels and event spaces.
• Co-ordinated hotel department heads to keep everything running smoothly.
• Took care of VIP arrangements, including special requests, amenities and room upgrades.
• Looked after all Dubai-based logistics, including airport transfers, hotel check-ins, concierge support and cultural considerations such as Ramadan.
• Arranged VIP meet-and-greet services at DXB with personalised transfers and amenities.
• Hosted local practice visits, coordinating coach transport and guided sessions.
• Delegate Inbox Management
• Acted as the main point of contact for both delegates and internal teams.
• Handled a high volume of last-minute travel, dietary and logistics queries, always keeping communication clear and professional.
• Sent out timely, on-brand communications in line with the client’s global customer service standards.

Budget Management

• Managed a large, multi-stream budget covering AV, catering, transport, creative, staffing and venue costs.
• Delivered high-impact experiences while staying on budget, including delegate-paid activities and VIP upgrades.
• Kept finances on track with real-time cost tracking and daily budget check-ins with the hotel team.

Logistics & Project Planning

• Led over nine months of detailed planning, coordinating stakeholders, timelines and daily team briefings.
• Kept clear, practical planning documents such as rooming lists, dietary trackers, crew schedules, function sheets and setup checklists.
• Managed on-site suppliers, including time-zone coordination, security scheduling and print/technical installs.

Third-Party Management

• Worked closely with the AV production partner to deliver full setups for plenary sessions, breakouts, early bird rooms and live show elements.
• Managed local suppliers for décor, signage and transport.
• Oversaw photographers, videographers, print suppliers and badge production partners.
• Marketing Services, delivered a full event branding suite, including digital and print signage, notecards and a social-media-ready photo wall.
• Managed event communications such as welcome emails, FAQs, on-site notices and signage trackers.
• Ensured everything stayed aligned with the client’s brand and delivered a premium guest experience.

Registration Management & App Management

• Set up and managed the registration portal for over 400 attendees across both Delegate groups.
• Built in payment options for guest access, including the welcome reception and gala dinner.
• Managed multiple badge types, seating plans and access permissions.
• As the event was invite-only, all registrations went through clinician ID checks. Demand was high, so waitlists were carefully managed to prioritise key attendees.

Custom-designed event website and app were developed and managed to enhance the delegate experience. The website provided pre-event access to critical information such as travel details, registration, and FAQs. It served as a key communications platform in the lead-up to the event.

During the event, the app functioned as a central hub for all event information, including session schedules, floorplans, speaker bios, and live updates. It enabled real-time communication with attendees, push notifications for last-minute changes, and seamless access to key content. The app significantly contributed to the smooth flow of the event and reduced the need for printed materials, aligning with the clients sustainability values and modern, digital-forward positioning.

What truly sets us apart is our dedicated delegate services team, who provide comprehensive support before, during, and after the event.Their work includes:

• Managing all delegate enquiries.
• Implementing real-time changes to registration pages or attendee records.
• Providing visa invitation letters as required.
• Delivering a thorough financial reconciliation post-event.

Our systems also capture valuable data, which can be analysed into comprehensive reports offering meaningful insights into events and attendee behaviour.

REPORTING

• Compiled a detailed post-event report including budget reconciliation.
• We delivered post event app statistics. Analytics allowed us to track engagement metrics such as watch time, last login, and page visits—offering valuable insight into delegate behaviour and tying directly into the attendance tracker to support overall reporting and ROI analysis.

EVENT RESULTS

• 400+ high-value delegates attended across both programs.
• Delivered 3 days of fully immersive content, networking, and regional dinners.
• Set new standards for premium event delivery within the clients education portfolio.