Case Study - Abbey Conferences
Health in Motion: An International Conference with Real-World Impact
HEPA 2024 practised what it preached – Abbey Conferences delivered a conference where health-enhancing physical activity wasn’t just the topic of discussion, but woven into the conference experience.
Event Overview
Event: Conference of the European Network for the Promotion of Health-Enhancing Physical Activity (HEPA Europe)
- 19-21 August 2024
- RCSI, Dublin
- 420 attendees, from 39 countries
- Royal College of Surgeons in Ireland
Abbey's Role
Our comprehensive management encompassed:
- End-to-end logistics coordination
- Sponsorship and financial management
- Supplier sourcing including AV
- Abstract and session submission management
- Full delegate support, including visa assistance
- Speaker management and accommodations
- Marketing, branding and materials
The Conference Experience
An Inclusive Event
HEPA 2024 offered a comprehensive and inclusive programme reflecting international research and policy expertise. It was important to the client that every submitted abstract was accepted, with presentations available as either eight-minute or two-minute pitches and a multi-layered review process. This approach ensured no valuable research was excluded, reinforcing the conference’s commitment to inclusion.
Active Engagement Through Movement
What set this conference apart was its commitment to practising what it preached. Rather than simply discussing health-enhancing physical activity, HEPA 2024 integrated movement throughout the event. Physio student volunteers facilitated movement breaks during sessions, whilst delegates could participate in optional morning runs and yoga. A guided walking tour of Dublin preceded the welcome reception, embedding physical activity into the conference experience itself.
This approach resonated strongly with attendees and reinforced the conference’s core mission through lived experience rather than theory alone.
Delivering Excellence in Complex Circumstances
This conference had a number of stakeholders, we collaborated with I-PARC (Irish Physical Activity Research Collaboration), which added significant value to the event. Their involvement helped bridge the gap between research and policy implementation. The collaboration also ensured that the discussions were relevant to both the Irish context and international perspectives on physical activity.
The conference was organised in partnership with WHO Regional Europe and was closely aligned with the United Nations’ Sustainable Development Goals (SDGs). This alignment ensures that the conference’s discussions and outcomes contribute to broader international health priorities and policy frameworks, but was not without it’s additional pressures on the organisation. For example, late-stage requirements from WHO regarding journal supplement publications emerged after planning was well advanced. Rather than allowing this to disrupt delivery, our team adapted quickly to gather and coordinate the necessary information, ensuring compliance without compromising the event schedule.
Exceeding the anticipated attendance by 20 percent was a notable success, reflecting both strong interest in the theme and effective marketing of the event.
Impact and Legacy
HEPA 2024 achieved outcomes extending well beyond the conference itself. Partnering with WHO and I-PARC, the event fostered collaborations advancing the health-enhancing physical activity agenda and by highlighting the importance of inclusion and health-enhancing physical activity, the conference raised awareness among participants and stakeholders. The focus on sustainable practices, such as offering a fully vegan menu, also promoted the integration of health and sustainability, reinforcing the connection between personal health and environmental well-being.
Abbey Conferences - Working with Purpose
Abbey Conferences recognises the value of supporting events that generate real-world change. HEPA 2024 exemplified this, moving beyond information exchange to influence national health policy. By coordinating international expertise, integrating the conference’s values throughout the event, and adapting flexibly to emerging requirements, we delivered an experience aligned with both the conference mission and organisers’ strategic objectives.