Case Study: The UK Oncology Forum

Posted by Carolane Morin-Larochelle on Thu, Feb 7, 2019
The UK Oncology Forum, organized by Athena Events & Meetings for the past 13 years, attracts over 532 health care professionals seeking an opportunity to learn about advances in cancer treatment. During these two days, attendees hear feedback from delegates and learn about new developments in the field. In addition, sponsors network with attendees and share information.

Industry: Medical

Event type: Forum

Participants: 532

The event goals

  • Paper-free event
  • Faster registration process
  • Better organization of the various clinical streams

After many years of printing expensive and cumbersome programs, Athena wanted to transition to a paper-free event, with a faster registration process and better organization of the various clinical streams.

For this reason, Crystal Interactive, an event technology company, recommended using klik to provide the all-in-one solution, to streamline event management and to get back to real human connections.

How klik helped

Klik event app - One of the most important improvements for Athena Events & Meetings was the delivery of a paperless event. Using the klik event app, attendees could manage their journey from beginning to end, keeping all of the information in one place: contact information exchange, shared content, personal calendars, speakers’ bios, session feedback and more. Attendees were free to stay in the moment. Athena also made use of the klik event app’s simplified deployment of feedback surveys. Without the need to distribute the surveys by hand, and by easily evaluating the results for each person, the company saved both time and resources.

Easy registration - Klik greatly accelerated the check-in process by quickly pairing each attendee with a klik device. The personalized badges were color-coded to identify who was attending which clinical stream each day, and it saved an incredible amount of time.

Management of attendees throughout the sessions - In previous years, participants were required to sign a session registration sheet, which frequently caused delays. However, by using klik’s solution, attendees were able to pre-book and navigate between each clinical stream by looking at their personal calendar in the klik event app. From the organizer’s perspective, it helped them track how many people entered or left a session, which made it easy to understand the event’s dynamic and flow.

Data analytics

Finally, klik’s data collection gave Athena the opportunity to follow the event in real time, to watch traffic, and to organize on-site staff management. Moreover, we were able to evaluate the performance of all the booths to give the exhibitors meaningful data about how many people visited each booth and their dwell times. With this information, we were able to provide real lead retrieval solutions.



In summary, klik measured crucial data that suggested what could be improved upon for future events. For example, we learned that the session on breast cancer was the most popular breakout session for both days and that the session on melanoma got the highest registered-to-attend rate. We were also able to track the average time spent in each session. With these data, organizers were able to consider why one session may have been more popular than another and why people were staying longer in that session.

We also monitored foot traffic throughout the day. Traffic patterns were very similar from one exhibitor zone to another. The highest level of traffic was recorded between 11:30 a.m. and 2:30 a.m. on days 1 and 2. Attendees were likely following a similar schedule and visiting the booths during break periods, lunchtime, or upon arrival at the venue. As a result, sponsors could manage their representatives more efficiently.

We shared our findings on why certain booths had better results than others. For example, we discovered that the sponsor with the greatest close rate was the only booth with a touchpoint. Athena was, therefore, able to draw conclusions about what to improve for future events.



Topics: Healthcare, Case Studies