Case Study: Rapid Planning & Execution (4-Day Conference) Delivered Successfully

by | Dec 23, 2021 | Case Study

As leaders begin look beyond the pandemic (late-2021), we wanted to refamiliarize you with some historical projects we’ve been involved with.  Review, enjoy and consider for upcoming planning/growth initiatives once this restricted-travel (virtual meeting) time is solidly behind us.   It will be great to get back together in person! 

 4-Months to Plan, Create Content, Invite Guests and Speakers and Execute the event

 The Situation: Our client was asked to pull-together a 100-person, 4-day conference in Toronto within 4-months.  Our client-contact was provided a clear conference mandate & required outcome(s), but required help with:

  • Agenda and content development
  • Getting guests and speakers invited.   Coordinating their travel to and from the event
  • Securing multiple venues and related resources (AV, food/catering)

 Our client had multiple priority project being worked on, but this (engagement) conference was important to the organization.   We were happy to dig-in and take as much on as we could for her/them.  A great team effort – and result emerged.

 

 

 

 

Case study Summit

Our work ended-up included:

  • Securing an appropriate conference venue/hotel
  • Establishing the overall conference plan (4-days) to meet objectives
  • Planning daily conference sessions. Developing content & identifying possible speakers
  • Creating a conference website (with on-line registration capabilities)
  • Sending, tracking and reporting attendee invitations.
  • Managing attendee (and speaker) RSVPs. Working with in-house travel team to book travel
  • Venue management (catering & AV)
  • Developing of a workshop activity game (since produced 100 units for continued/local use)
  • Planning/Executing a wrap-up Gala Dinner
  • Designing, writing and producing an event “Welcome Package & Pre-read” (40 pages)
  • Designing/producing event materials (signage, nametags, Gala dinner materials; etc.)
  • On-site support & management (incl. full-time registration and conference HELP DESK)

 The Results: 

  • The 4-day conference was delivered on-time and in a professional, seamless manner
  • The objective of gathering and aligning 30+ disperse stakeholder groups on a common path forward was achieved
  • We believe we helped our client deliver this important conference with minimal disruption to her, her team or the organization