The International Neurotrauma Society (INTS) is a globally recognised organisation at the forefront of research and education in traumatic brain and spinal cord injury. Since 1995, it has hosted a biennial global symposium — widely regarded as the Olympics of Neurotrauma — bringing together leading experts to share cutting-edge research, foster collaboration, and shape the future of neurotrauma science.

In 2024, the prestigious event took place in Cambridge, UK. Although several key decisions had already been made by the local organising team, OD&V joined the project midway, bringing structure, clarity, and calm to a complex, high-stakes endeavour. Their ability to integrate seamlessly and establish clear processes proved instrumental in delivering a successful event that exceeded expectations.

Creative Problem-Solving Meets Operational Excellence

With 13 venues involved, the logistical complexity of Neurotrauma 2024 was considerable. From rate negotiations to scheduling venue-specific meetings, OD&V handled every aspect with confidence and expertise. Their local knowledge and extensive Cambridge network proved invaluable, ensuring that all stakeholders — from venue managers to volunteers — felt informed, supported, and part of a unified team.

One of the standout achievements was the Gala Dinner, hosted simultaneously across three Cambridge College halls to accommodate the 670 attendees. OD&V worked closely with conference and catering teams to create a seamless experience — coordinating identical menus, wine lists, and service standards across all locations. The result was a beautifully executed evening that acknowledged the gravitas of the congress.

Taming Complexity, Mastering Finance

As a joint venture between INTS and the University of Cambridge, the event required all registrations and payments to flow through the University’s finance systems — a significant challenge given the need to integrate these systems with CRM tools and third-party platforms.

OD&V tackled this complexity head-on. Working collaboratively, the University’s finance department, software suppliers, and payment gateways, implemented bespoke integrations and new processes that complied with the University’s strict financial protocols. Their competence and persistence ensured smooth financial operations — a critical success factor for the event.

From Collective Ideas to a Captivating Programme

At the heart of the conference was an ambitious, engaging programme. OD&V’s certified expertise in EventsAir allowed them to manage speaker communications, abstract submissions, and approvals with ease. Collaborating closely with the scientific committee, the team developed a rich, three-track programme featuring 60+ international speakers.

Alongside the academic content, OD&V managed an exhibition with 12 sponsors and 17 exhibitors, brought on board through a focused marketing campaign delivered in-house by the OD&V team. The result was a vibrant, well-balanced event that inspired attendees and provided real value to stakeholders.

Insight, Impact, and Future Value

OD&V’s commitment didn’t end when the conference did. They delivered comprehensive post-event reporting, managed budget reconciliation, created and distributed tailored evaluation surveys, and compiled the findings into a detailed report — equipping the organising committee with valuable insights to inform future events.