Overview
For more than five decades, The Aesthetic Society has been a trusted name in the world of aesthetic plastic surgery. Formerly known as the American Society for Aesthetic Plastic Surgery, the organization is dedicated to advancing the field by educating the public about the importance of board-certified surgeons and supporting ongoing education for practitioners. Their mission is centered around safety, excellence, and innovation in aesthetic surgical care.
With a tenure spanning over two decades, Erika Ortiz-Ramos, Exhibit Hall Manager, plays a crucial role in orchestrating one of the Society’s most important touchpoints with members and industry partners: their annual meeting. Ortiz-Ramos’s deep institutional knowledge and commitment have been vital in delivering consistently high-value experiences for attendees and exhibitors alike.
Event Portfolio
The Aesthetic Society organizes “The Aesthetic MEET,” a major in-person event each year, drawing nearly 4,000 attendees including surgeons, exhibitors, and practice management experts. In addition to this flagship event, they have expanded their offerings to include several smaller virtual meetings, providing greater flexibility for members unable to travel.
Challenges
Before partnering with A2Z Events, managing the exhibit hall was a painstakingly manual process. Ortiz-Ramos relied on paper floor plans, white-out tape, Sharpies, and extensive manual record-keeping to manage booth assignments and exhibitor contracts. Not only was this inefficient, but it also left considerable room for human error, making scaling and innovation difficult.
Solution
Following a comprehensive evaluation process, including attending IAEE Expo! Expo! and consulting with Freeman, Ortiz-Ramos selected A2Z Events for its intuitive, user-friendly platform. Key modules and services adopted included:
- Interactive Floor Plan
- Advanced Reporting Tools
- AfiNiPay Payment Integration
- Online Exhibitor Contracts
Implementation & Adoption
Since implementing A2Z Events in 2012-2013, The Aesthetic Society has transformed its exhibitor management process. What was once a tedious manual task has become an efficient, streamlined operation that allows Ortiz-Ramos and her team to focus more on delivering exceptional value to both exhibitors and attendees.
Exceptional Service and Support
Beyond the technology, the quality of A2Z Events’ customer service has been a key factor in the Society’s ongoing satisfaction. Ortiz-Ramos credits her longtime project manager, Andrew, with making a transformative difference. His responsiveness, problem-solving skills, and proactive support have helped her navigate countless challenges with ease. “Andrew has been the best thing to happen to me with A2Z. I feel supported, heard, and valued,” Ortiz-Ramos shared.
Ortiz-Ramos emphasized the importance of having a real person to guide her through challenges rather than simply receiving a link to documentation. “I don’t need another link. I need a person who understands what I’m asking and can help me get there — that’s what A2Z gave me,” she explained.
Key Results
- Transitioned from manual exhibit management to a fully digital, efficient system
- Simplified and accelerated the exhibitor payment process
- Built a trusted, supportive relationship with the A2Z Events team
- Increased exhibitor satisfaction and operational flexibility
What’s Next
Looking ahead, The Aesthetic Society is exploring deeper integrations between A2Z Events and their internal systems to enhance operational efficiencies even further. They are also committed to continuing the evolution of their educational programming to meet the needs of their diverse, global membership base.
