As the world leader in business process excellence, leading software company, Software AG, looks for events that mirror their philosophy of excellence.

The Challenge

To run a three day, two night sales conference for 250 delegates near Heathrow.  Delegates visiting from around the world would need to be met at the airports and transferred to and from the hotel.  Time and structured planning was of the essence, as the brief came in with only three weeks' lead-time.

Event Management Solution

- As part of the overall project, Trinity ran the pre-event and onsite management.  This included 3 dedicated event managers to co-ordinate all suppliers, theming, venues, transfers, event schedule and budgets, planning meetings and client liaison
- Pre-event planning
- Theming and supplier liaison
- High level of AV and production
- Event costing and budgeting
- Event schedule and timeplan
- Onsite logistics
- Airport meet and greet
- Transfers for delegates to the hotel
- Meet and greet at delegate registration desk
- Collation of delegate packs and production of badges
- Liaison between the client and the suppliers – venue, AV company, etc

Successes

All the delegates were met and transported to the hotel, checked in regardless of arrival time, and enjoyed a stimulating sales conference that was remembered for excellent content, as well as an Olympic-themed party night theme dinner that rounded off the event.  The project was a huge success and the client has have booked 2 additional events since.

Learning

With such a short lead-in time the flight details were changing up to the arrival and therefore we learnt to leave arranging airport transfers to the last minute.