When Things Must be Perfect

The Situation: When our client was looking to move their annual leadership meeting to a new international city (as well as plan, manage and help run it) we stuck-up our hands to help them.  Our experienced-client knew a new city and venue search – and associated logistics – would be a massive, and detailed undertaking.

The Goal: Our client wanted its small, internal planning-team to focus 90% of their time/effort on the content of the meeting. As well, the team wanted to make this meeting extremely impactful, memorable and easy to attend/enjoy. 

 Our work included:

• Examining/presenting possible international cities that met client criteria/objectives
  • Ensuring that appropriate accommodation and meeting venues were available for the set-of-dates that worked for the international leadership team
• Once the city selected, deeper meeting-venue, accommodation and external event/activity explorations
• Site-visits to fully assess pro’s, con’s and logistics of all spaces
• Reviews, cost-assessments and recommendations to the planning-team
• Once decided, contracting all venues & hotels
• Agenda development & maintenance
• Logistics planning & management (AV, catering & event materials)
• Travel management tracking & reporting
• Speaker/VIP liaison & logistics (white glove)
• Attendee communications & meeting Pre-Read (36-pages)
• On-site support & management
• Budget management, reporting & reconciliation

The Results:

• The planning-team was able to stay focused on content/speakers while providing great value and input to logistical elements along-the-way without getting caught-up in all the detail. 

• Follow-up surveys to attendees indicated that the 3-day meeting/gathering was a huge success (preparation; content; speakers logistics; communication; events and activities; venues and accommodations).

• The client planning team was commended for their efforts/worked developing such an impactful offsite.