Elevating the BSGAR’s Annual Meeting

Project Overview

Maximillion provided comprehensive conference planning and management services at the East Midlands Conference Centre in Nottingham for the British Society of Gastrointestinal and Abdominal Radiology. Our role spanned the entire delegate journey, from the initial digital registration to on-site execution and post-event financial reconciliation.

“Sarah, once again it has been such a pleasure to work with you. As ever, the professionalism and commitment to excellence which you and your (fantastic) team bring to our events has been extraordinary.”
– BSGAR Representative

The Challenge

As a medical society, BSGAR relies heavily on sponsor support and educational engagement. The primary objectives for this meeting were:

• Developing an educational programme that encouraged high delegate attendance.
• Ensuring sponsors received significant footfall and high-quality interaction with delegates.
• Managing a complex schedule involving multiple offsite social events, parallel sessions, and specific workshop requirements.

Our Solution

Comprehensive Delegate and Speaker Management

We used our Delegate Management System (DMS) to create a seamless journey, including a custom website, streamlined registration forms, and an automated speaker invitation process. Our team managed all delegate communications, from pre-event information to post-event CPD certification and access to recorded content.

Interactive Sponsor Engagement

To drive traffic to the exhibition and sponsor space, we introduced “BSGAR Bingo Cards”. Delegates were encouraged to engage with sponsors to complete their cards for a chance to win an iPad Pro, effectively gamifying the exhibition space and increasing sponsor ROI.

Multi-Faceted Event Logistics

Maximillion handled the intricate details of a packed three-day itinerary:

• Educational Support: Organisation of three specialised workshops, parallel sessions, speed mentoring, and recording sessions for post-event viewing on the DMS.
• Social Programming: Management of a welcome drinks reception, a faculty dinner, and a formal conference dinner at St Mary’s in the Lace Market, including catering, music, and transport.
• Wellness Integration: We established a 5k morning social run via a dedicated Strava group to foster community among delegates.
• Full Financial Oversight: Working with the BSGAR treasurer, we managed the entire budget, including all supplier payments and a full post-event financial reconciliation.

The Result

The 2026 Annual Meeting successfully balanced high-level medical education with meaningful professional networking:

• High Attendance: 362 delegates attended the three-day event.
• Interactive Learning: Real-time engagement was captured through Slido for session interaction and delegate feedback.
• Seamless Execution: Professional delivery of offsite dining and transport logistics for a large group.

“We have enjoyed a strong working relationship with the BSGAR team since 2021. It is great to see the Society and its meetings continually developing alongside the friendships of the Society Members.”

– Sarah Esslemont, MD, Maximillion Events