Case Study: Institute of Obstetricians & Gynaecologists, RCPI

Using an abstract management system for the first time

About the conference

The Institute of Obstetricians & Gynaecologists is one of six faculties and institutes within the Royal College of Physicians of Ireland (RCPI). Each year, the Institute organises up to 20 events.

Neill Coen is the Institute’s Faculty Coordinator. He administrates and coordinates two of the conferences organised by the Institute: the Institute Four Provinces - JOGS - RAMI Meeting and the Irish Congress of Obstetrics, Gynaecology & Perinatal Medicine (ICOGPM). His role involves looking after the Chairs and committees, budget planning, organising speakers, and taking care of the technical aspects of the programme.

Using an abstract management system for the first time

Neill took over the organisation of these conferences two years ago. At the time, he had little experience collecting papers for conferences and had never used any abstract management system.

Ex Ordo has been a preferred provider of RCPI since 2012 and on his colleagues’ advice, Neill decided to use the system to manage submissions and ensure a smooth event.

An efficient support team to reduce the learning curve

Organising a research conference and understanding the nuts and bolts of abstract management can be somewhat challenging for first-time organisers. Ex Ordo’s support team helped reduce the learning curve.

I understood from the first setup call with the support team that it was going to take a load off my mind. The team was always on hand, always very prompt to reply to my emails. Without the support team helping me, I could have struggled implementing a new system. As much as the system is very easy to us and simple, you wouldn’t get to do as much without their help.

One of Neill’s primary concerns is to ensure a positive experience for delegates and committees. Thanks to the system’s ease of use, authors and reviewers quickly got the hang of the tool.

We had 5 societies involved in ICOGPM and 20 reviewers in total. They found the whole process of logging in, viewing and marking the papers straightforward. The system also made it easy for authors to submit their paper. They had to submit to one of the five societies and I was worried it might become convoluted and untidy, but thanks to the topics feature, it all happened without a hitch

Growing the conference internationally

Ex Ordo has helped Neill handle an increase number of submissions and grow the JOGS conference internationally, with more and more papers coming from Canada, America, Australia and the UK.

The more you use it, the more you realise how user-friendly it is. It’s now the second year I’m using Ex Ordo’s system, and I’d use it again and again

Organisation: 

Institute of Obstetricians
& Gynaecologists, RCPI

Type: Medical Association

Organiser: Neill Coen. Coordinator

Submissions: 200

3 words to describe Ex Ordo?
Timely / Professional / User-friendly