Core PCO for ESVS

Improvements in Vascular Medicine

Background

The European Society for Vascular Surgery (ESVS) is dedicated to advancing vascular medicine, representing a global membership of 3,000 professionals committed daily to the care and treatment of patients with vascular disease. Developments within vascular medicine and vascular surgery are rapid, making the annual meeting a vital meeting point for medical specialists and industry partners to exchange the latest insights and techniques. While the ESVS team is responsible for organising the congress's content, they sought a new core PCO in 2023 to collaborate closely over a three-year period for nearly all other organisational aspects. The choice fell to Congress by design, where we manage a comprehensive range of tasks, including project management, congress logistics, financial administration, participant registration, sponsor recruitment, and the social programme. Having organised the congress in 2021, we were able to quickly build momentum and implement improvements for the 2024 edition in Kraków.

1,560
Participants
68
Countries
4 days
Duration
Live
Format

By design

A significant part of the programme consists of workshops, where participants receive certificates of attendence. Spread across four days, attendees can select from 40 different sessions, each accommodating 30 participants. Imagine the time it would take to create these certificates manually—automating this process was one of the optimisations we implemented. We also reviewed various aspects of internal organisation and collaboration, with a strong emphasis on efficiency. Moreover, we enhanced the experience for attendees, partly by integrating the symposium more closely with the exhibition area, creating a space that better served both. Sustainability was another cornerstone of the annual meeting, with initiatives such as tree planting for CO2 offsetting, undated prints and reusable lanyards to reduce waste, and consideration of legacy—what is left behind after the congress. This included exploring donation opportunities for local Polish charities in light of the September 2024 floods, as well as global contributions, with proceeds from the Charity Run supporting doctors in Ethiopia.

Result

The congress welcomed 1,560 attendees, a record turnout compared to previous years, with an increase in participants for the Charity Run, which now has its own dedicated fund created by ESVS to enable Ethiopian doctors to conduct field research in Europe. Polish student associations promoted the Charity Run, with guidance from us, fostering cooperation across all levels. One of the most meaningful compliments from the organisation was that we had become ‘part of the family’. Participants described this year’s congress as the ‘best edition ever’, praising the beautiful location and the Wellbeing Lounge, which provided a space to relax and restore focus amidst the intensive four-day programme. In preparation for next year’s congress, we have already conducted a Meeting Design session to explore the opportunities and challenges for Istanbul’s setting. Sustainable collaboration at its best.

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