On-site Support

Coordinating transport for 1,000 delegates

In addition to pre-event planning, Kay works with clients who need only on-site support. This might involve taking sole responsibility for a small meeting or working as part of a client’s team for a larger event.

For this series of six annual sales conferences for a global pharmaceutical company, Kay was responsible for all ground transportation, including airport transfers, for an average of 1,000 delegates per event.

The Background 

These were 3-day events for the EMEA sales teams of a leading healthcare company. The busy programmes were made up of: 

• Plenary, business unit and country group meetings

• Informal team events

• A conference dinner 

Each of the four business units was allocated its own hotel. Plenary sessions were held at a large conference centre. Other activities were spread between delegate hotels and smaller event venues. 

Private transfers were organised for senior management and VIPs.

The Role

 Kay took over the file a few days before the first delegate arrival.  She worked closely with the agency’s on-site team and with the local Destination Management Company (DMC) to run the day-to-day schedule and to process changes:

• On main arrival and departure days, Kay was based at the airport with the DMC where she managed the ‘meeting-and-greet’ team and co-ordinated arrivals with the hotels

• During the conference, she was the main point of contact for the DMC and responsible for all transfers between delegate hotels and event locations

For each event there were 100 to 150 transfers between venues with up to 28 coaches required for plenary transfers. 

Kay’s expertise and event experience enabled her to fit seamlessly into the agency’s core team:

• Quickly absorbing programme details and managing a high volume of data 

• Working efficiently and pro-actively with local suppliers to assess and respond to the ever-changing needs of a large international meeting

What They Said

“As always, I simply could not do it without you. ‘Thanks’ is not enough.”  

Agency Account Director

“When you take over the file, I know it’s in safe hands and that I don’t need to worry about anything. Thank you for everything you did last week. I know what hard work it was and how much effort you put into making sure that everything runs smoothly.”

Agency Account Manager

“Just a quick note to say a huge ‘thank you’ for your professionalism, dedication and hard work on this year’s conference. Many, many thanks for all those long hours at the airport and for guiding the team. We know that when you are involved everything will be perfect”.

Agency Account Director