A Trusted Partnership, Built on Expertise
As professional conference organisers, OD&V is proud to have supported the Archives & Records Association (ARA), the leading body for the archives and record-keeping sector in the UK and Ireland, across multiple years of their flagship annual conference. The 2025 edition, hosted in Bristol, marked a major milestone: the first fully hybrid event – and the third ARA conference delivered by the OD&V team.
Our continued partnership extends to future editions in 2026 and 2027, demonstrating the strength and trust built through collaboration, strategic planning, and consistent delivery.
Embedding Inclusion at the Heart of the Experience
ARA champions accessibility, equality, diversity, and inclusion – values that OD&V doesn’t just support but works hard to actively integrate into every aspect of event delivery.
At the 2025 conference, we implemented a range of practical and thoughtful measures to support all delegates, including: flexible seating layouts in the main plenary to suit different comfort needs; clear, inclusive signage throughout the venue; a dedicated quiet room for downtime; and inclusive catering, co-designed with the venue to create a menu that accommodated a wide range of dietary needs without separate options, ensuring no one felt ‘othered’ by their choices.
Connecting People with Creative Socials
We know that some of the most valuable networking happens outside the formal agenda, so we helped design a unique and inclusive social programme.
One standout was the ‘Supper & Social’ evening at WeTheCurious, a hands-on science museum with exceptional accessibility credentials. This setting encouraged playful interaction and sparked genuine connections, an ideal environment for breaking the ice and building community.
Driving Accessibility Through Innovation
Working within a tight budget doesn't mean compromising on inclusivity. In collaboration with the ARA committee, we helped introduce SpeakSee, a cutting-edge translation and live subtitling technology that provided real-time support for deaf and hard-of-hearing delegates, as well as translation for those for whom English wasn’t their first language. This marked a first for the ARA conference and proved to be a game-changer for accessibility, receiving great delegate feedback.
Expanding Reach with Seamless Hybrid Delivery
For the first time, the ARA conference was accessible both in-person and online. To bring this to life, OD&V deployed the OnAir platform (via EventsAir) to stream live sessions and host on-demand content. Our dedicated virtual helpdesk team supported remote attendees in real time, ensuring a smooth and inclusive experience across platforms.
This hybrid model not only widened participation but also extended the life and impact of the conference content beyond the event itself.
Celebrating Success and Fostering Community Spirit
The Gala Dinner & Awards are a highlight of the ARA calendar, celebrating individual and collective achievements across the sector. Understanding the significance of this moment, OD&V secured a professional host to compère the awards and crafted an evening that combined ceremony with celebration—ending with music, dancing, and a strong sense of shared pride.
Championing Local Suppliers and Sustainable Choices
Sustainability and community impact are core to how we work. For the 2025 ARA conference, we prioritised local suppliers throughout: transport was arranged via a local public bus company, offering more flexible and sustainable options than traditional coach hire; local caterers featured in off-site events, and delegates were treated to a signature sponsored ice cream break, sourced from a regenerative farm just miles from the venue, where free-roaming cows supply the milk. Small touch with a big impact!
Images courtesy of the Archives & Records Association, UK & Ireland.
ODV has delivered our last three conferences for us (and will be delivering our next), and their attention to detail and efficiency in dealing with everything is fantastic. It’s not an easy job as we have a medium-sized conference with four different programme themes, meaning four parallel sessions across three days, plus a gala dinner and awards night, and an additional social event away from the conference venue. We also have a mix of 3-day, 2-day and 1-day delegates just to complicate matters. The team are always on top of the budget, and the reporting at the end of the conference is excellent and really helpful in planning the next one.
Deborah Mason, Head of Communications, Archives & Records Association (UK & Ireland)
