Client objectives & challenges
Rapiergroup partnered with the Royal College of Obstetricians and Gynaecologists to deliver one of the world’s leading events in obstetrics and gynaecology – a three-day congress bringing together nearly 3,000 professionals from over 100 countries. Building on a partnership spanning more than a decade, we combined scientific rigour, thoughtful design and operational precision to create a seamless and highly engaging live experience.
Client Objectives
Position the 2025 World Congress as the premier global in-person gathering for obstetrics and gynaecology, enhance the delegate experience, and generate surplus to support RCOG’s charitable work.
Challenges
Manage a large scientific congress with over 3,000 attendees, ensure financial success, and maintain high educational value while delivering a smooth, modern delegate experience.
Success Criteria
Strong engagement, a seamless operational experience, and commercial performance that supports long-term organisational goals.
Empowering independence through experience
Rapiergroup has worked with RCOG since 2010, delivering multiple international congresses and earning industry recognition — including a Gold award at the Global Eventex Awards for the UK-hosted 2019 edition. Our long-standing relationship allows us to respond to RCOG’s evolving needs with deep understanding of membership structures, healthcare audiences, and scientific programming.
What we delivered
Programme transformation & governance
A fully integrated operational framework covering programme planning, venue management, onsite operations and stakeholder coordination.
Creative & design
Visual identity, spatial design and content environments tailored for learning, navigation and sponsor visibility.
Digital solutions
A mobile event app offering full programme access, live polling, Q&A and personalised schedules. Multimedia ePosters extended scientific content across the entire event lifecycle.
Marketing & communications
A multi-channel strategy delivered in collaboration with RCOG to maximise reach, engagement and attendance.
Stakeholder & sponsor management
Close coordination with sponsors, exhibitors, faculty and partners to support scientific, commercial and operational goals.
Financial management
Strategic contracting, careful budgeting and focused investment ensured strong financial performance with no compromise on delegate experience or educational quality.
Opportunities & value added
Mobile Interactivity
Introduced a comprehensive event app enabling live polling, Q&A and real-time feedback to enhance learning and engagement.
Enhanced Scientific Content
Delivered multimedia ePoster galleries and extended access to digital materials, enriching the scientific offering before, during and after the live event.
Pre-Congress Workshops
Expanded programming with six additional workshops, increasing scientific depth and improving ROI for attendees.
Marketing Strategy Alignment
Worked closely with RCOG’s marketing team to ensure unified, targeted communication across all stages of the delegate journey.
Financial Efficiency
Optimised expenditure to focus on elements supporting educational value and high-quality attendee experience.
Sustainability
Reduced physical materials
Digital registration and centralised information hubs reduced the dependency on printed materials.
Modular & reusable structures
Rental modular build systems and sustainable print materials were used across all RCOG environments.
No aisle carpet
100% removal of aisle carpet significantly reduced event waste.
Extended digital life of content
Digital poster archives ensured scientific information remained accessible long beyond the event.
Programme snapshot
Pre-congress
- Six educational workshops
- Early engagement through the event app and ePoster access
Main congress (3 days)
- Seven simultaneous content streams
- Plenary sessions, symposia, mini-theatres
- Sponsor-led sessions and exhibitor engagement
- iPoster presentations and networking activities
Scientific Scale
- 2,500+ abstracts
- 225 speakers
- 100+ hours of content
- 60+ sponsors & exhibitors
RCOG’s Exhibition & Sponsor experience
Poster & Digital Zones: High-traffic areas optimised for discovery, learning and interaction.
Registration & Check-In: Fast, intuitive self-service terminals for seamless delegate arrival.
Plenary & Theatre Spaces: Designed for clarity, focus and smooth transitions across sessions.
Outcome
Rapiergroup’s collaboration with RCOG delivered a high-impact conference experience that combined scientific excellence with operational precision, digital interactivity, and measurable results.
The congress strengthened RCOG’s global position, expanded access to educational content, and demonstrated how thoughtful event design can create meaningful value for delegates, sponsors and the wider healthcare community.
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