Partnership by design: The key to successful conferences with Marion Beeler of EFCLIN

For nearly three decades, Marion Beeler, the executive director of EFCLIN (European Federation of the Contact Lens and IOL Industries), has been at the helm of conference management whitin EFCLIN. In the ever-evolving world of conference management, the importance of partnership and early planning has never been more important. This past year marked a new chapter with a collaboration between EFCLIN and Congress by design for the upcoming conference in April. In an extensive interview, Marion shared her wealth of experience, emphasising that thorough preparation is the key to success.

Pack and Go
The "pack and go" philosophy – ensuring everything is ready before departure – has guided her approach from the start. This philosophy is based on the principle that a comprehensive checklist and an early start to preparations are essential to stay calm and respond effectively to unexpected situations. By starting early and knowing clearly what you want to achieve, work can be divided and executed efficiently. This approach ensures that all parties involved – from sponsors to attendees – have ample time to make decisions, which is crucial for the event's success.

Marion highlights that both large and small conferences bring their own challenges. The size of the event does not necessarily affect its complexity or the effort required. Every decision, from the choice of location to catering and technical support, requires careful consideration.The "pack and go" philosophy – ensuring everything is ready before departure – has guided her approach from the start. This philosophy is based on the principle that a comprehensive checklist and an early start to preparations are essential to stay calm and respond effectively to unexpected situations. By starting early and knowing clearly what you want to achieve, work can be divided and executed efficiently. This approach ensures that all parties involved – from sponsors to attendees – have ample time to make decisions, which is crucial for the event's success.

Marion highlights that both large and small conferences bring their own challenges. The size of the event does not necessarily affect its complexity or the effort required. Every decision, from the choice of location to catering and technical support, requires careful consideration.

New Challenges
The industry has undergone significant changes with digital technology and changing participant expectations. From the shift in catering options, moving from traditional dinners to finger food and buffets, to digital presentations replacing old-fashioned slides and projectors. The need for organisers to be flexible and adaptable is essential to keep up with the latest trends and technologies," says Marion. “I remember the first congress where we did finger food, the delegates were really upset about that in their feedback. But they are sitting the whole time at a conference. Humans are afraid of changes. It should be always the same”. When something is different they first get critical. Time by time they can agree.
She also shares her experience adjusting to the modern way of working, where not everyone works full-time, which brings new challenges in terms of availability and communication. The shift towards more flexible working hours underscores the importance of modern communication tools, Marion emphasises. "Many team members work part-time, and that's okay with me, but I have to learn that someone might not reply the same day because they are not in the office."

A Reliable Partner
Marion explains the importance of finding a partner who can not only handle the logistical challenges but also shares the vision and values of EFCLIN. Congress by design plays a crucial role in this partnership. The division of responsibilities shows the importance of having a reliable partner. Looking to the future and celebrating EFCLIN's 50th anniversary this year, Marion emphasises the importance of flexibility, a sense of community, and creating an inclusive experience for all participants. The goal is to create an environment where everyone feels welcome and part of the EFCLIN family, regardless of the event's size.