Event 83rd Annual Meeting of the Japanese Orthapaedic Association
Organiser Congress Corporation
Venue Tokyo International Forum
Delegates 10,000
Date May 27-30

The brief
This annual scientific meeting brings together orthopaedic surgeons and related medical personnel from across Japan. This year’s theme was ‘A century for centenarians: How advances in orthopaedics can help.’

Challenges
A special feature of this meeting was the 600-booth exhibition. Director of Congress Corporation, Kaoru Shibata, says they would usually secure a space of approximately 10,000 sqm for the exhibition and poster sessions.

TIF is spread across two main buildings – the Glass Building, which contains various conference rooms and the Hall Building, which contains the large halls and an auditorium.

“Yet, the dedicated Exhibition Hall at Tokyo International Forum (TIF) is only 5,000 sqm,” he says. “We mounted posters on the walls of the meeting rooms in the Glass Building, both inside and outside the rooms, and along the corridors; housed large exhibits in the Exhibition Hall; and smaller ones distributed around smaller halls, designated as ‘Hospitality Spaces’,” says Shibuta.

Execution
Some 3,000 delegates attended the meeting, more than usual, and Congress Corporation wanted to deliver a memorable event. They negotiated with TIF to use the open-air public plaza between the buildings for the welcome party, a first for an academic meeting at the venue.

“As the plazas are used by tens of thousands of commuters going home via Tokyo Station, we had to devise separate traffic flows for commuters, as well as our party-goers, along with alternate plans in case of rain,” says Shibuta.

“We created a festival-style atmosphere with Japanese food stalls and succeeded in delivering a fun party atmosphere.”

Comment
“The meeting was a resounding success,” says Shibuta. “The month of May is probably the best season in Japan and we were delighted when the client and attendees expressed their satisfaction.

“Many delegates commented how much they enjoyed the party as it was held in a unique space, not in a usual ballroom facility.”