Planning for IAOO 2025 began in July 2022, when Worldspan was invited by Liverpool Convention Bureau to present to the Local Organising Committee. Their innovative approach, use of technology, and ability to anticipate challenges impressed the committee, leading to their unanimous appointment as Professional Congress Organiser just two months later.
The International Academy of Oral Oncology (IAOO) is a global community dedicated to advancing the prevention, diagnosis, and treatment of oral cancer. Its biennial World Congress is the only international forum uniting specialists across surgery, oncology, and allied fields. The 2025 edition in Liverpool was set to be a world-class scientific and social gathering, designed from the outset with accessibility, sustainability, and legacy at its core.
Challenge
Delivering IAOO 2025 was no small feat. Worldspan faced a unique set of challenges:
- Starting from scratch: With each IAOO Congress organised by a new LOC and PCO, there was no handover of budgets, data, or sponsor relations so everything had to be built from the ground up.
- Financial risk: No established budgets, contracts, or revenue streams meant the event carried significant financial risk.
- Global reach: IAOO was determined to ensure broad international participation and accessibility, with support for delegates from low- and middle-income countries.
- Sustainability expectations: The LOC wanted a congress that minimised environmental impact and embedded ESG principles throughout.
- Volunteer workforce: With trainees and volunteers making up much of the team onsite, structured training and management was crucial.
Solution
With more than 50 years of congress management expertise, Worldspan delivered IAOO 2025 through a comprehensive strategy:
- Financial sustainability: Worldspan set up a legal entity to manage finances, secured subvention funding from VisitBritain, and negotiated supplier contracts.
- Revenue growth: Launched early ticketing initiatives, boosted sponsorship and exhibition sales, and secured 25 partners and exhibitors.
- Accessibility and inclusivity: Secured sponsorship to fund travel for 100 delegates from emerging countries, allocated 200 free places for those facing financial barriers, and delivered a hybrid format with live-streamed plenaries and free on-demand access.
- Sustainability focus: Chose ACC Liverpool, a carbon-neutral venue powered by renewable energy and operating with zero waste to landfill.
- Negotiated discounted train travel for all delegates.
- Delivered a fully paperless congress via a dedicated app.
- Wellbeing and inclusivity onsite: Introduced a morning run, provided a quiet room for reflection, and ensured full accessibility with independent assessment by AccessAble.
- Cultural and social impact: Celebrated Liverpool’s heritage through social events, including a congress dinner at St George’s Hall with a Beatles tribute band.
Outcome
IAOO 2025 was a major success, delivering impact across science, society, and the economy:
- Global reach: Over 1,100 attendees from 54 countries took part, with 64% travelling from outside the UK. Top inbound countries included the US, India, Japan, the Netherlands, and Hong Kong.
- Scientific programme: 435 abstracts submitted, 188 e-posters presented, 327 presentations delivered, and 183 hours of content across plenaries, panels, keynotes, and workshops.
- Sponsors and exhibitors: 25 sponsors and exhibitors supported the event.
- Economic impact: Liverpool benefitted significantly through delegate spending on hotels, dining, transport, and retail, with ACC Liverpool and local suppliers reporting strong demand.
- Sustainability and inclusivity: A fully paperless congress, zero single-use plastics, discounted train travel, accessible facilities, and funding for underrepresented delegates set a new benchmark for future IAOO events.
- Legacy and reinvestment: A post-congress surplus is being reinvested by IAOO into scholarships and training, ensuring benefits long after the event.
Delegates described IAOO 2025 as “a melting pot of ideas and innovation” that fostered meaningful connections and practice-changing outcomes.
Starting from the ground up, Worldspan delivered a financially sustainable, globally inclusive, and environmentally responsible IAOO World Congress demonstrating how IAPCO PCOs transform complex challenges into lasting outcomes for associations, host cities, and global communities.
