INTERNATIONAL CONFERENCE OF EARLY PSYCHOSIS (IEPA), 2010
Our client asked us to invite and manage the attendance of 80 delegates to the IEPA Congress in Amsterdam. Our main responsibilities included delegate registration to the congress, organisation of travel itineraries for each delegate, arrangement of transfers and accommodation in Amsterdam, restaurant selection and onsite management.
Our Solution
In order to manage the registration process, a special link with the client’s branding was set up which was then sent to all delegates. We collated their information centrally to coordinate the sponsored package which included congress registration, accommodation and transfers. With the help of our fantastic DMC in Amsterdam, three dinners in different restaurants were arranged. The congress materials were collected in advance so that we could distribute them amongst all delegates upon arrival at the hotel alongside specific documents from our client.
The Challenges
The IEPA Congress coincided with the snow chaos in Britain which meant that many airports had shut down. Since we had arranged the flights on behalf of all delegates, individuals were keen to get updates directly from us. We set up a chart with all UK airports applicable to our delegates and filled in weather updates on the hour, every hour. As and when major travel disruptions affected our delegates’ proposed travel plans, we rebooked their flights to ensure a faster and more convenient journey home.
The Highlight
Our event team were very proud to successfully identify on time any cancelled and delayed flights and handled proactively any potential disruptions. In the end, they rearranged travel plans for over 35% of the delegates whilst onsite.
The Communication
Before the event we got in touch with each delegate to confirm the congress programme as well as the hosted extras. We also reconfirmed the specific travel itinerary to each delegate.
The Client Testimonial
Just wanted to drop you a line to say a huge thank you to you both. I know you both worked tirelessly behind the scenes and always with a smile on your faces to greet us all. I know the delegates my colleague and I looked after were very pleased and grateful with all the arrangements. You both did a grand job. Thank you and well done! Hope you both got home safely and thank you once again.“ Account Manager
