About DotMD :
DotMD is a festival of curiosity for doctors and healthcare practitioners looking for more from medicine. It aims to reawaken a sense of wonder and curiosity about medicine that some may have lost along the way – and help them find deeper meaning and satisfaction in their working lives. It does so by creating a welcoming retreat where attendees can pause, relax and reflect. By choosing speakers who are thought-provoking, entertaining, and interesting to an audience drawn from across a wide spectrum of medicine. Viewing medicine with fresh eyes through the lenses of culture, the arts, philosophy and technology. Attending to the personal development and flourishing of the human beings who just happen to be doctors, helping them meet needs of those human beings who just happen to be patients.
2018 Programme Outline :
Wednesday & Thursday, March 7th & 8th:
- Overseas Speakers arrival to Dublin Airport, Meet & Greet on arrival and transfer by chauffeur car to the hotel for check-in
- Dinner & Welcome reception at Hatch & Sons
Friday, March 9th:
- Conference Programme, Smock Alley, Dublin
- Meet the Speakers – Drinks Reception post-conference for delegates in Smock Alley
- Farewell Dinner at DAX Restaurant, Dublin
Saturday, March 10th:
- Hotel Check-outs, Airport departures from Dublin Airport
Lead Conference Manager
Kerry O’ Sullivan, Lead Conference Manager was on site on from March 8th for set up, sound and visual checks, and rehearsals until the end of the meeting on March 10th. The senior manager provided ongoing support and advice with regard to the logistics of the meeting and managed the Go West Project Team and all contracted 3rd party service suppliers.
Registration & Delegate Support Services
Delegates Registered: 200
- Go West managed online registration for the conference via Tito which includes registration for delegates, guests, sponsors, speakers, media etc.
- A waitlist was also managed for attendees looking to attend this sold-out event.
- Go West managed ongoing communication and queries from delegates by phone and email
- Production of branded name badges for the meeting.
- Onsite registration desk
- Administration of continuous professional development (CPD) certificates via email to all delegates
Production & Stage Management:
Smock Alley is a beautiful theatre venue which lends itself to this alternative and creative medical conference. Go West produced a bespoke stage set up including furniture hire, installation of a grand piano and creative lighting design to enhance the old theatre space and transform it into a stunning conference venue.
Go West contracted an AV specialist to provide the necessary equipment and technical support to speakers. The Lead Manager prepared a detailed brief for the company which included a dedicated AV technician on site, screen prompter, Lazer pointer, Lapel mics, 2 x roving mics and laptop.
Equipment set up the day before in time for AV check with speakers.
Two flat screens brought in addition to the main screen
Sound feed to Cameraman
There was also a live musical performance by Peter Broderick. Go West co-ordinated set up and sound checks. Go West managed the running order for the event and ensured that all was running on schedule.
Cameraman, Editor & Professional Photographer
All dotMD speakers were recorded by a professional cameraman. These recordings were used for promoting future conferences and are available on the dotMD website as an educational resource. Go West contracted and prepared the brief for the cameraman and editor and liaised with the venue and sound technician regarding the recording of the conference.
Go West also contracted and managed the services of a professional photographer to take and supply high-quality photographs at the event. These photographs are used on the conference website, by journalists and medical media and on social media channels.
Hotel Accommodation Block
Go West established a room block for speakers. 33 room nights were booked for speakers and guests. We negotiated preferential rates, terms and conditions for the conference organisers. Go West communicated with hotels on a regular basis to ensure that all was operating smoothly
Venue & Catering Management
Go West confirmed Smock Alley as the conference venue for dotMD2018. The Lead Manager liaised and worked closely with the team at Smock Alley with regards to the requirements of the meeting including:
- Audio visual requirements
- Set up/layout of the dining room
- Set up of the registration desk
- Numbers for tea/coffee breaks and lunches
- Lunch Menu and numbers for lunch. Advising of all dietary requirements
- Post-conference ‘Meet the Speakers’ wine and canape reception
Conference Programme & Signage Design & Production:
Go West collated information including speaker biographies, photographs and sponsors advertisements, artwork and logos. Go West contracted and managed graphic design and print of the programme as well as budgeting and production of all conference material and printing such as signage, banners and badges
Speaker & VIP Guest Liaison
- Go West provided the following services to the 22 speakers/guests at dotMD2018
- Ongoing communication with invited keynote speakers and guests
- Personalised co-ordination of travel (flights and ground transportation) and accommodation
- Reimbursement of approved expenses. Control and reporting of same.
- Reserve and co-ordinate two Speaker dinners and transport to/from dinners
In conjunction with the organisers, Go West managed and secured sponsorship for the event including pharmaceutical and medical device companies. Go West prepared and presented sponsorship packages for dotMD. Go West invoiced Sponsors, followed up on payment and ensured that all of the sponsorship packages were completed.
Unlike most medical conferences, dotMD does not feature an exhibition area with sponsor and exhibitor booths. Instead, the dining hall was used as a creative space in which Charlie Byrnes Bookshop of Galway displayed books published by dotMD authors and speakers. Go West co-ordinated set up and dismantle of the shop.
Go West was responsible for the total event budget management. Go West advised the organisers of the best income streams available as well as managing all costs for the expenditure. Through extensive industry relationships and negotiation, Go West ensured robust budget management for the event from start to finish.
Go West managed payment of approved suppliers. A post-event income and expense report were prepared and submitted by Go West.
Social Media & Email Marketing
dotMD registration sales did not require the support of paid advertising. The marketing and promotional campaign successfully used social media platforms of Twitter, Facebook and YouTube and email marketing via MailChimp. Influencers which included previous speakers with large followings supported the promotion of the event.
A student volunteer with experience of social media shared content from the event on Twitter and other social media platforms as did Go West, the Organisers and Speakers. dotMD18 trended on Twitter.
Best Educational Meeting, Irish Healthcare Awards 2016
Shortlisted for Best Conference, Irish Events Industry Awards, 2017
“The Electric Picnic of Medical Conferences” Priscilla Lynch
“The best conference I have participated in” Dr. Samuel Shem
“The best Medical Conference I’ve ever attended” Dr. Zubin Damania
dotMD Thank you to Go West
Go West have worked as Professional Conference Organisers with dotMD since 2014, Go West is once again delighted to be contracted to work with dotMD again in 2019. in 2019, dotMD will expand to a 2-day programme which will take place in Baily Allen Hall, NUI Galway.