Background 

Hosted by the Royal College of Pathologists of Australasia (RCPA), Pathology Update 2025 is an annual conference that showcases the technological advancement and the latest research developments that are shaping the future of the science of pathology. Arinex Live – offering technical production services – had been working with the College since 2023 to deliver part services for the conference. 

Challenges 

The three-year partnership had provided Arinex the opportunity to assist organisers grow and evolve the annual Conference, ensuring it remains top of mind for the industry and boosts member engagement for the College. Out of this arose the following challenges: 

• Record breaking speaker numbers requiring seamless presentation delivery 
• Growing attendee numbers requiring increased of footprint in the venue 
• More than 220 poster submissions and the question of how to effectively display them 
• A varied program with a combination of business meetings, graduation ceremonies, scientific content, e-poster presentations, trainee speed presentations and sponsor content and the challenge of arranging all of these elements into one venue. 

Solutions 

Arinex Live provided strategic technical direction to the College which resulted in the following solutions; 

• Consolidating the various meetings and other sessions into one aligned program, reducing confusion and double handling 
• Implementing a program management platform that allows speakers to upload presentations in advance, assigns them to the correct rooms with a click, and handles last-minute changes seamlessly 
• Onsite registration self-serve kiosks to reduce queues, fast track registrations and ensure simple arrival instructions for the record-breaking 1,500 delegates including 100 new registrations onsite, and
• e-Poster stations where the posters were categorised depending on the program, ensuring seamless integration.

Consultancy, registration management, sponsorship and exhibition sales and operation delivery, app and website development were added to the service offering to allow the College to focus on optimising the complex program and ensuring membership engagement and activations were top priority.

Outcomes 

By adopting a tailored production model and harnessing advanced technology, the event not only achieved significant operational efficiencies but also set a new benchmark for seamless execution. Resource dependency was reduced without compromising service excellence, ensuring a flawless experience from start to finish. User-friendly kiosks expedited check-ins, time-critical award presentations ran without a hitch, and an impressive one-third of speakers pre-uploaded their presentations, saving valuable onsite time and easing nerves. The introduction of a unified program format eliminated confusion for 1,500 delegates, creating a smooth, streamlined process for presenters. This innovative approach didn’t just meet expectations—it redefined them.