Car Manufacturer Brand Event
Complex group travel logistics
THE CHALLENGE
The management of a hugely complex group travel logistics for a client training event in Bratislava.
Bespoke travel management for a variety of travelling groups each with their own unique needs; Fleet, Investors, Dealers, in-house staff.
Complete attendee registration and event communications.
THE EXPERIENCE
This was a hugely administratively complex event to manage and we immediatley put in place a dedicated team to manage the project and work closely with 3 key contacts within our client’s business.
We built a flight rotation programme that met their requirements to not only get all their guests to Bratislava on time but in a way that was the most financially advantageous for them and convienient based on traveller location.
We created fully branded onboard materials; head rests, menus, announcements, sweets etc.
We also reviewed the office location of each invited guest to offer overnight accommodation to all those who were based over a certain travelling time from the departure airport. All travellers were able to make use of a private section of parking at the departure airport.
A fully branded event website was built to provide full details of the upcoming event as well as to securely take attendee registrations. We also built an email communication campaign; initially “save the date” followed by “please register” and finally “joining instructions”.
A dedicated phone number and email address, answered in the client’s name, was set up to deal with any attendee questions or queries.
For the event we had a team at the departure airports to help guide and assist travellers and we also had a member of our team on each of the charter flights to ensure someone was on hand should any disruption occur. Likewise, we had a team at Bratislava airport to provide assistance with the return flights.
Key Deliverables
- Build a robust flight schedule based on private aircraft rotation at the lowest cost
- Select the best points of departure based on all attendees office location
- Review, negotiate and contract multiple private aircraft for charter
- Management of feeder flights to main departure airports
- Overnight airport accommodation for select invitees
- Private area for airport parking
- Delegate registration- fully bespoke, branded web-portal
- Delegate communication- save the date, please register, joining instructions/ itineraries
- Full internal branding of private aircraft
- Dedicated phone number and email for any attendee queries
- Airport assistance (UK and Bratislava) plus “flight rider” on all charter aircraft
It was a pleasure to have you here and a pleasure to work with you. I can say your groups were the best organised so far! Thank you – it made our job easier!
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