Case Study: Dental Hygienist Association of Australia drill down at annual Symposium

Dental Hygienist Association of Australia (DHAA) held it’s 13th National Symposium at The Star Event Centre. Organised by Kaigi Conferencing and Events, there are 360 guests at the Symposium.

WHAT YOU DID:

From 5 to 7 November 2015, the Dental Hygienist Association of Australia (DHAA) held their 13th National Symposium at The Star. The Symposium rotates annually around Australia and 2015 was Sydney’s time to shine. The three day event program included a diverse range of speakers and topics around the theme, “Under One Umbrella”, a reference to the increasing body of evidence linking systemic and oral conditions.

Professional Conference Organisers, Kaigi Conference and Events, planned and event managed the Symposium, ultising The Star’s team of elite event professionals to deliver the event. The full breadth of the integrated resort facilities were used for the Symposium, from the Event Centre for their conference and exhibition, through to onsite accommodation at The Darling. In fact, The Star was considered a fitting venue as every required amenity and need was accommodated under one roof.

Across the duration of the Symposium, Kaigi in partnership with The Star played host to 360 Hygienists, Therapists and Oral Health Therapists as well as broader dental industry professionals.

As well as two full days of the exhibition containing 20 to 30 exhibition booths, poster presentations and a welcome reception with drinks and canapes for all delegates, The Star Event Centre hosted a celebratory gala dinner on the Friday evening, 6 November.

SPECIAL TOUCHES:

The gala dinner provided an elegant and much needed break from professional development, and all delegates were invited to attend as part of their conference registration.

At the gala dinner, guests were treated to tasty delights from The Star’s onsite, restaurant quality kitchen, feasting on beautifully indulgent foods like citrus cured Tasmanian salmon with shaved fennel, Bloody Mary gel, radish, fresh watercress and crispy rye croutons, and roasted rack of Riverina Lamb with porcini mushroom risotto, slow roasted juicy Roma tomatoes, topped with a mouthwatering Cabernet Sauvignon jus.

Throughout the Friday and Saturday of the event, The Star’s banquet team set up and manned a gelato bar containing a smorgasbord of sweet delights; a welcome refreshment for all guests.

The many facets of the event showcased the flexibility of The Star to accommodate a range of concurrent sessions; for example the two days of conference sessions ran parallel to the tradeshow.

OVERCOMING CHALLENGES:

Challenges to the successful execution of the Symposium included managing the delegate numbers carefully. The final attendee numbers and number of exhibition booths were unknown at the time of contracting the event. To overcome this, it was crucial that the venue had flexibility to grow and accommodate absolutely everyone.

As an Association, the client relies heavily on gaining sponsorship and plenty of registrations for revenue; this also means that the budget was tight. The final spend reflected this, with Kaigi, in association with The Star delivering the event on time and on budget as a result of a thorough run sheet and extensive, strict planning.

With many delegates and speakers coming from interstate, the Symposium required numerous accommodation options for attendees. As Sydney’s only integrated resort, The Star easily overcame this challenge, offering a huge range of on-site accommodation at the five star hotel, The Darling, and Astral Towers and Residences.

CLIENT’S COMMENT:

“As organisers we didn’t have to prompt The Star for anything, it all just happened according to our run sheet with excellent onsite delivery and flawless service from the Venue Banquet Manager and his team.

“Plenty of food ensured that it never ran out, plus there was a great variety presented as well. Some of the most generous break items I’ve ever seen.

“The venue was kept very clean with constant spot clean ups by staff. Toilets also very clean, and the 99% female delegates noted there was never a line for the toilets. The venue was a WOW! The expo, conference and dinner all looked amazing, neat and tidy with plenty of room for food and delegates to mingle.”

Tricia Hopkins, Director, Kaigi Conferencing and Events