Annual Leadership Congress for Global Aerospace Supplier

One of our long-standing clients, a global supplier in the aerospace industry, initially approached us for a straightforward venue-sourcing solution. As the event evolved, so did our involvement. What began with basic badge production has now expanded to a full suite of event management services, becoming an integral part of the client’s annual leadership congress.

arrangeMY now oversees the entire event, from conception to execution. This includes pre-event tasks such as venue sourcing, delegate management, registration, and travel coordination, alongside sourcing external suppliers for AV and keynote speakers. Our Events Team also provides on-site support throughout the conference, ensuring everything runs smoothly.

Event Objectives

The annual congress is designed specifically for the client’s global leadership team, presenting key objectives and strategic plans for the year ahead. Additionally, the event includes a series of motivational activities that leaders can bring back to their respective divisions.

Methodology

Initial Planning & Consultation

We began by consulting with the client to establish key requirements, including location preferences, event objectives, and budget constraints.

Venue Sourcing

One of our dedicated Event Managers took charge of venue sourcing. After reviewing proposals, the client and Event Manager narrowed down three potential venues in Barcelona. Our team managed all logistics for the site visits, and ultimately, the InterContinental Barcelona was chosen to host 180 delegates.

Delegate Registration

Pre-event logistics were kicked off with the development of a bespoke registration website. This portal allowed delegates to register while providing additional details such as dietary requirements and travel preferences. Live updates were available to the client at any point, ensuring full transparency.

On-Site Management

Two of our Event Managers travelled to Barcelona, arriving two days before the first delegates to oversee the entire setup. They liaised with the venue to manage the conference’s operations and also organised an off-site dinner, ensuring efficient and safe transportation for all attendees.

Key Event Highlights

• 2-Day Setup: Preparation included external dinners on the first day.
• 3-Day Conference: Hosted at the InterContinental Barcelona for 180 delegates.
• External Meetings: Various meetings took place alongside the conference.
• External Dinner for 160 Delegates: We coordinated logistics for an off-site dinner, managing coach transfers and event details.
• Accommodation: Rooming lists were meticulously managed across two hotels (InterContinental Barcelona and the overflow Catalonia Hotel), ensuring allocation according to delegate registrations.
• Final Event Coordination: All final arrangements were handled, including menu selections, dietary requirements, room layouts, and access times for the event space.
• COVID Management: We oversaw COVID testing requirements for US delegates, arranging testing schedules and airport transfers.

Achievements & Results

The event was an overwhelming success. The InterContinental Barcelona proved to be an excellent venue choice, offering easy airport transfers and a stunning main meeting space with a 6-metre ceiling height – an essential feature for this event. The venue had recently undergone a transformation from Crowne Plaza to a 5-star InterContinental property, further enhancing the delegates’ experience.

One of the event’s standout achievements was organising an unforgettable evening for 160 delegates. We arranged coach transfers, hired a cable car exclusively for one hour to transport guests from a mountaintop to a revolving restaurant, and ensured everyone was safely returned to the hotel. Although this addition to the event was requested at the last minute, it was executed flawlessly, with the delegates thoroughly enjoying the experience.

We also managed the entire COVID testing process for US delegates, scheduling tests before their return flights and arranging timely airport transfers.

Barcelona, with its excellent connectivity and central location, proved to be the ideal hub, accommodating delegates travelling from across the globe.