Case Study 3 – Medium-sized event – Conference management for a multinational publisher:

The Client:

A major multinational publisher

Tasks:

To manage their annual international residential conference at a University of Oxford affiliate college:

o For approximately 100 participants
o Running two parallel sessions
o Held over three days
o With on-site accommodation

The customer wanted us to:

o Find an appropriate venue for their conference and liaise with the venue for logistical matters
o Negotiate pricing and facilitate contracts
o Assist with catering arrangements/menus
o Provide local information required for their event’s website (for example, accommodation, travel, private dining, etc)
o Assist with session control and location assignment
o Point of contact for exhibitors and delegates for any logistical queries
o Backdrop arrangements and site preparation, including IT/AV equipment and WiFi, including display of marketing material in the meeting halls
o Dedicated event liaison in advance and during the event
o On-site delegate registration and staffing, point of contact for delegates, message board and provide miscellaneous local information to attendees
o Open the event; make health and safety announcement and any additional announcements on behalf of the customer
o Poster display
o Assist exhibitors/sponsors in setting up their stands
o Carry out still photography of the event and provide a set of digital photographs of the event
o Clear out after the event

Conclusion:

This project was completed to the customer’s satisfaction, meeting all goals. Here are a few words from the company’s Vice President:

“We are delighted to have used your services. Thank you for all your help. We will have no hesitation in using your services again or in recommending you to others.”