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Global Medical Summit

The Brief

This was a most unusual project as it was initially being managed by another event management agency.  However, we received an urgent call from our client to advise that the other agency could no longer fulfill their obligation and we were asked to step in.

So, with just 6 week’s notice until the event start date, we rolled up our sleeves and got stuck in to organize a major medical summit meeting in Panama with 400+ attendees expected.

This was a complex project with the client team and multiple agency partners located in different parts of Europe with the added issue of managing time differences between Europe and South America.

Many large global conferences take months or even years to plan. We delivered this one from start to finish in just 6 weeks

Our Solution

We deployed a dedicated, expert team with detailed knowledge of the client’s team and their corporate processes & procedures and with previous experience in South America.

The venue had already been sourced and much of the organisation was already in progress.  However, with just 6 weeks to go and a huge amount still to be done, our team literally had to immerse themselves in the project to quickly establish overall control.

Immediate priorities centered around establishing essential lines of communication with the venue & other partners on the ground, working with the client and other service providers to draw together the many and varied strands of the project including delegate communication, data management, venue coordination, social programme, ground transportation, AV production, venue branding & decor, iPad deployment as well as all billing, payments schedule and budget management, amongst many others.

A series of face to face meetings & conference calls quickly brought the project up to speed and ensured that all of the requirements were captured accurately and actioned in line with the client’s expectations.  As our team had not had the opportunity to conduct a site inspection to the destination, they deployed on-site in advance of the client’s team to meet the venue staff and ground partners and to capture & resolve any last minute logistical issues.  This ensured that all of the final details were in place comfortably before the client and their delegates arrived in the destination and ultimately provided the perfect platform for a hugely successful event.

The Outcome

Many large global conferences take months or even years to plan.  We delivered this one from start to finish in just 6 weeks.

The client team and all of the agency partners worked brilliantly together to deliver a highly engaging and memorable event which in many ways has set the standard for future projects of this kind. Despite the short lead time and the complex nature of the project, the whole event ran very smoothly and our client was absolutely delighted with the final result