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. In-person meetings matter.

 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
• 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.

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