“The relief of finding you guys was palpable…Terrific support.”
Jonathan Coxhead, Genome Science UK
It can be easy to feel like organising your next major conference is turning into a full time role, especially if you’re a busy academic, with limited time and experience in running large-scale events. But don’t worry, that’s where we come in! At BeaconHouse, we partner with association committees and academic leads to turn complex, multi‑stakeholder events into calm, well‑run experiences that deliver value for members, sponsors and delegates from around the world.
Over the past eleven years we’ve delivered events and conferences for societies and associations, specialist clinical networks, research consortiums and university departments, to name a few; National Institute for Health and Care Research, International Complement Society, International Society for Clinical Biostatistics, Institute of Physicians and Engineers in Medicine, Genome Science UK and the British Applied Maths Colloquium; becoming an extension of the internal team to make sure everything goes without a hitch.
So, what do we bring to the table?
Committee‑literate delivery
We understand how associations tick, from local organising committees, programme committees, advisory boards and everything in between. We join your meetings, connect the dots, and keep momentum with clear timelines, decisions and documentation, so your busy teams don’t have to carry it all and can concentrate on their busy day jobs.
System‑agnostic support
No single platform fits every society and we will use our experience to recommend and run the right tools for you. This could include registration platforms, abstract managers, online programme builders and conference apps, all aligned to your governance, data policies and budget.
Sponsorship programmes that actually work
Many associations have the contacts but need help shaping sponsorship packages that are appealing and realistic. We design, price and deliver sponsor and exhibitor experiences that add value (think curated intros, demo theatres, lead capture and post‑event reporting) with partners who align with your vision and values.
On‑the-day operations without the stress
From speaker briefs and AV to venue logistics and down-time activities, we recruit, brief and manage extended onsite teams so registration, way finding and session support all runs smoothly while your committee focuses on content, networking and enjoying the day.
Marketing and comms, your way
Got an in‑house comms team? We’ll work together to align the conference with your schedule, brand assets and wider society or association plans but if you don’t have marketing resource in your team, don’t worry. We’ll build a bespoke project team with all of the right skills to ensure that each aspect of the event is delivered on-time and on-budget.
Delegate experience and social programmes
We know that your delegates might want to explore the local area, so outside of the main conference we’ll showcase your host city with thoughtful receptions, social events, excursions and early‑career networking. All designed to enhance the content and vision for the event, not distracting from it.
Content and abstract workflows that academics trust
All events require attention to detail, but academic events need an extra layer of support to make sure content is verified and peer-reviewed in advance. From call for abstracts to publication, our team can set up single or double-blind peer review with conflict-of-interest checks and clear scoring, manage multi-author submissions with correct author order and affiliations and keep reviewers on track. We make sure that all content is accurate and accessible, so your authors feel seen and your delegates can navigate complex content easily.
Committee meetings, governance and side rooms
Association and academic conferences are places where conversations happen, research is shared and collaborative opportunities are sought, and we understand that you will need space and time on the agenda for fringe meetings to take place. We make sure that committee meetings, breakout sessions and one to one spaces are planned into the day and can equip for hybrid participation so everyone can be involved, alongside managing agendas, papers and minute-taking if needed. We handle privacy and access, provide responsible hospitality, and integrate every meeting into the overall running order to ensure that delegates don’t feel rushed and can be involved in the sessions that are most valuable to them. We’ll also handle VIPs, media rooms and speaker green rooms, so your team don’t have to worry about it on the day.
Flexible by design
Teams (and timelines) come in all shapes and sizes and we like to start planning early to shape format, host city and venue selection, launch calls for abstracts and the overall look and feel of your schedule. If you’ve already started planning and are feeling overwhelmed, our team is on hand to jump-in to hone sponsorships, rescue timelines and support with budgeting and reporting to help you understand what works.
If you’re planning an association or academic conference and want a safe pair of hands we’d love to help. Email info@beaconhouse-events.co.uk or call 0191 691 3456 to start the conversation.