A UK based Venture Capital client approached us on recommendation to deliver a confidential due diligence event in California for their Brazilian corporate clients. With a tight delivery time frame of eight weeks, we were tasked with full event management from venue research & selection, to on-site logistics and everything in between.
- Work around 3 time zones – UK, Brazil & West Coast USA – throughout the event
- Provide a highly professional event within a strict timeline and compliance window
- Ensure presenters from four continents were well versed in the event and prepped for their sessions
- Manage the high expectations of international business clientele
Providing the client with an in-house team meant even with significant time pressures we were able to ensure high service levels. A dedicated travel helpline and a team of expert global partners working closely together was key to making sure we delivered a successful event. Engaging our experienced and trusted travel partners at an early stage proved to be a crucial decision in helping to manage costs and ensure a level of flexibility simply not available to the general public. This meant the ever-changing travel requirements of the delegates could be seamlessly accommodated. Having fantastic working relationships with global partners who go above and beyond is a core principle that underpins our business strategy and it proved pivotal for the success of this event.
To add a whole new level of service to the event, we put in place a dedicated 24-hour ‘travel helpline’ for all guests. This meant they could contact the team at anytime in the lead-up to and during the event. At one crucial point this relationship helped us to orchestrate out of hours late night flights for a delegate with urgent business demands back in Brazil. Experience told us at the start of this assignment that the key to the success of the whole event was going to be ‘flexibility’. The attention to detail put in up front meant we could accommodate the many demands that arose during the programme. Switches to main agenda items and many individual changes to client’s personal itineraries were all sorted without a hitch.
The event was a great success. Every delegate enjoyed a tailored experience with our dedicated travel helpline being a key factor. Plus, the client enjoyed unrivaled service with one of our global team basing themselves in the client’s office during the planning stage to provide dedicated in-house support.
Thank you so much for all your help on this event. There is no way I could have done this without you. It was truly super – I would be honoured to work with you again.