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International Clinical Symposium

The Brief

A two-day clinical symposium for 250 Healthcare professionals from across the LATAM region which we were asked to deliver in the beautiful city of Buenos Aires, Argentina.

We were tasked with the end-to-end logistics management of the meeting; event website, registration, venue and delegate management, including all delegate communication, collation of flight itineraries, booking of speaker travel and coordination of on-site transfers for the full delegation and crew.

The meeting required a large plenary to permit cabaret-style seating and a simple but high quality AV production installation including a translation service from English to Spanish & Portuguese.  The social programme comprised a welcome dinner in the hotel and an offsite dinner for all participants on the second evening.

‘Thank you for an amazingly valuable experience’

Our Solution

We deployed a dedicated team with experience of operating in South America who managed the whole project from start to finish, liaising closely with our main client in Europe, as well as their affiliate coordinators located across the LATAM region and of course the venue and all of the necessary third party suppliers in Buenos Aires.

We had 12 weeks total lead time to organise the meeting, which included the ‘save the date’, formal invitation and registration process, so time was of the essence.  Due to the relatively short lead time, the client’s required location and the size of the meeting, we were limited in the number of hotels that we could reach out to.

We selected the Sheraton Buenos Aires which offered a good standard of accommodation and could comfortably seat all of the participants within their Libertador Ballroom in cabaret layout with a large stage set.  One of our long-standing production partners coordinated all of the AV infrastructure with a trusted local AV supplier to create the large, high-quality set that transformed the ballroom and they managed all of the production for the meeting, including provision of simultaneous translation facilities.

We worked closely with the Sheraton to ensure that the food and beverages were provided to the healthy standard requested by the client. For the offsite dinner we took the participants to a local restaurant called Estillo Campo in the very popular Puerto Madero district, where delegates enjoyed a menu based on traditional Argentinian cuisine to give them a truly authentic experience.

The Outcome

The pre-event period was a frenzy of activity with our team having to be very hot on delegate management to ensure that all of the information was collected from the client in a timely manner. On-site, our team ensured that the venue and all our suppliers were thoroughly briefed on the operational plan and the event ran extremely smoothly with the attendees commenting on the excellent organisation, quality of the AV production and the great dinner at Estillo Campo.

Overall, the client was extremely happy with frequent remarks about the professionalism and efficiency of the Activate team. The results from the evaluation scores reflected this with a 4.8/5 for Meeting Organisation, some of the quotes from the meeting were;

‘Thank you for an amazingly valuable experience’

‘Very well organised’

‘Excellent symposium’

‘Logistics were very well organised‘

‘Excellent event and great logistics management’