Group:
600 global health scientists, grantees and stakeholders.
The 2015 meeting was held in Beijing across three full days.
Brief:
Arrange all airport transfers, local supplier negotiation, one off-site dinner, pre- and post-tours, sourcing and production of delegate bags and other meeting materials (binders, etc.), and a large volume of very complex, specific, and last minute printing needs.
The Challenges:
Airport arrival and departure transfers were complicated for a group of this size in which delegates were arriving from all over the world. Round-the-clock shuttle buses as well as private VIP transfers and standby vehicles at the airport ensured no delegate was left behind.
Effective communication with our client allowed us to propose and execute an off-site and authentic dinner. To meet the challenge of varying dietary requirements, we devised a colored-card system that allowed delegates with restrictions to identify themselves easily to the Chinese-speaking staff.
One day into the meeting, our client’s events team received word that the president of an African nation would be flying in to attend the next day’s program. It fell to the Destination Asia team to source a venue and plan a dinner for the President and twelve scientists (plus an entourage of twenty-plus security guards and attendants), which was to take place just twenty-four hours later. The dinner was held the same night as the main program’s off-site dinner for six hundred.
Result:
The organization’s events team thanked the entire team at Destination Asia for the wonderful service they enjoyed from planning stages and throughout the meeting. In particular, they praised our dedication and execution of the entire program, professionalism and competency handling the complicated airport transfers.
