CCOS Annual Congress – A Virtual Medical Conference

virtual lobby - virtual conference case study

The annual conferences of The Caribbean College of Surgeons (CCOS) are eagerly anticipated events, as they draw in leading medical experts into one platform. For the last few years, the organizers have been hosting their annual conferences in the virtual medium.

According to Professor Shamir O. Cawich, the CCOS President, “This allowed us to continue providing fellowship, promoting research and providing opportunities for data to be shared with the international surgical community.” This year’s CCOS Annual Medical Conference was hosted on Samaaro from 11th-12th June. Let’s deep dive into the virtual conference case study to find out the challenges that cropped up in the way and the solutions we came up with.

Project Info:

virtual conference case study- CCOS Landing Page

Organizer: CCOS

Category: Virtual Conference

Date: 11th -12th June


  1. To keep the attendees engaged in webinars and sessions, various interactive features were required to be added to the conference room.
  2. Offering the participants adequate scope for networking was one of their primary objectives.
  3. They wanted to create an environment of knowledge-sharing and idea exchange.
  4. Giving sponsors and exhibitors ample scope for lead-generation and brand promotion.


1. Customized Virtual Lobby

virtual lobby - virtual conference case study

A custom-designed virtual lobby was added to the platform. The lobby served as the virtual welcome lounge from where attendees could navigate to the other parts of the venue.

The lobby also included dedicated spaces for showcasing sponsors’ banners and video ads. Any interested visitors could visit a sponsor’s booth from the lobby itself.

Info desk

All the event-related information was readily available at the info desk. For any queries, attendees could get in touch with the organizer’s representatives from the info desk.  A one-one chat option was available for that purpose.

Info desk chat - virtual conference case study

2. Expo Hall & Exhibitor Booths


Leading pharma companies such as Ethicon, GenesisCare, and Merck & Co. (MSD) participated as exhibitors at the conference.

Exhibitors had complete control over their booth’s design. DIY boothmaker enabled them to change the colors, add logos, and upload banners with a few clicks. Exhibitors could add multiple booth representatives for efficient management.


The product gallery was also incorporated inside the booths. Exhibitors could add product videos, demos, images, and necessary information for each product. Visitors were allowed to submit any queries to the team while checking out the products.

Each booth was equipped with a meeting scheduler. Participants could get in touch with the exhibitor’s team and book a meeting instantly.

product gallery in virtual conference

3. Conference Hall

conference hall - virtual conference case study

The webinars and Q&A sessions were held in the conference hall. Medical practitioners and healthcare experts participated in the sessions. Leading healthcare experts engaged in discussions with the host and shared their thoughts. Whereas, medical practitioners also presented research papers and shared their findings with the audience.

q & a in virtual conference

To make the sessions livelier and more engaging, we added interactive features like live reactions, polls, and Q&A.

Emojis are a fun way to express one’s thoughts without typing. Over the years its popularity has only increased exponentially. Our live reaction feature extended the same advantage during webinars. It enabled viewers to react in real-time with just one click.

After each session, attendees were given the opportunity to ask questions to the speakers and share their thoughts. The Q&A sessions turned out to be the most interesting part of the conference as moderators received multiple questions after each session. The Q&A feature helped maintain an academic milieu of knowledge-sharing and information exchange.

4. Networking Lounge

networking lounge

The opportunity for conversations and discussions was not limited to the conference hall only. A networking lounge with agenda-specific meeting rooms was also added to the platform. Three topic-based global chatrooms- general surgery, vascular/transplant, and pediatric surgery- were made available for the attendees.

survey form

5. Survey Forms

The organizers wanted to collect attendees’ feedback on the event. For that purpose, a survey form was embedded in the platform.


  • The event received 375 registrations.
  • 30+ documents were downloaded from exhibitor booths.
  • Over 100 people submitted the survey form.


We hope that the virtual conference case study has offered you some actionable insights. For more in-depth discussion and suggestions, get in touch with us for an expert chat. Samaaro is an award-winning virtual events platform helping clients host successful virtual and hybrid events and reach their business goals. Book a free personalized demo tour today.