Organization of a medical conference

Medical congress, conference, or scientific symposium is an excellent opportunity to expand knowledge and exchange experiences among industry specialists. The same goes for workshops for students – such meetings allow for skill enhancement and practical insight into the profession. Preparing this type of event requires good organization. If you soon face this task, act in stages. To ensure nothing is overlooked, prepare a checklist of things to do. Not sure where to start? We've compiled a list of the most important issues to attend to. Using the list below, everything should go more smoothly.

Organizing a medical conference – what needs to be taken care of?

If you are responsible for fulfilling tasks related to conference organization, you will most likely be required to:

• Invite speakers and inform them well in advance about the event so they can consider the trip when planning their schedules. In the medical field, finding free time is challenging, and specialist doctors often have procedures and surgeries scheduled months in advance. It's good to keep this in mind and, while you're at it, ask a few more people if they'd be willing to speak, in case some decline due to commitments.
• Handle ticket sales and participant registration – specialized platforms for selling tickets may be helpful here. However, if you prefer, you can manage this on your own and on your terms.
• Seek sponsors to finance the event. Unless you or your company will cover the event costs. Much depends on whether you are organizing a large, publicly accessible event, also for “outsiders,” or a training session for a small group of staff from a specific medical facility or students of medical/paramedics/nursing programs.
• Prepare the agenda and informational materials (e.g., flyers, brochures), which will include the day's schedule, all discussion panels, break times, and brief descriptions of the speakers' profiles.
• Ensure catering so that participants can eat and drink during the lectures.
• Rent a venue and multimedia equipment and transport it to the location. Although it would definitely be better to use rooms that are specifically equipped to handle such events, which can be found in our facility.

Conditions we provide for conference organizers

With our support, preparing a medical conference or student workshops will become easier and minimize the necessary tasks to tackle. In our hotel, there are several conference rooms available for rent of various sizes. Each is equipped with multimedia equipment: projectors, screens, sound systems, and top-quality lighting. Moreover, the hotel kitchen can prepare snacks, a warm lunch, or dinner for guests. Just agree with us on the terms of cooperation, and we'll handle everything.

You have access to 4 different rooms ranging in size from 42 m2 to 128 m2, capable of accommodating from 40 to 180 people. If you are planning a truly large event, you can use the Congress Centre, which can comfortably seat around 400 people. In the rooms, we can apply one of three seating arrangements: theatre style, with a large conference table and individual tables. You decide which will be suitable for the planned event.

The Congress Centre is a large room with a stage that we can divide into three smaller rooms using mobile, soundproof walls, each with its own multimedia system. This solution allows for three discussion panels to run simultaneously, enabling better time management and providing greater thematic diversity.

What else? Our hotel features two restaurants and an outdoor café, where you can not only enjoy delicious meals but also arrange a business meeting. The building also houses a wellness and spa area where you can relax after a day full of lectures. We are sure that invited guests will appreciate such an option and will be eager to use it.

In summary, if you want the conference to be prestigious, of high standard, and for guests to have all comforts provided, organize the event in one of the rooms available in our hotel! We will prepare the space according to your guidelines, prepare meals, and if necessary – provide exclusive hotel use and/or accommodation for guests.