BMI Group

Detail

Clients were invited to the one day event. The conference takes place four times a year, each time in different country, and consists of a conference, gala dinner and overnight stay.

Initial task was to find a venue which reflect the dynamic nature of the event, but which also complemented the logistics of the event format too.

The venues were transformed from a white or literally back canvas into a fully branded, high end space. The breakout rooms reflected a lounge atmosphere using soft furnishings, similar to how video is experienced by the end user.
A mixture of plenary and breakout sessions provided a full learning experience for each delegate, but the inclusion of a bespoke exhibition stands for each partner delivered the ideal opportunity for networking and relationship building.

Utilizing the venues to its full potential. The Host worked on the logistics of the event liaising with the venue daily to ensure the best flow and procedures were put in place.
During the event itself, the Host provided a team of three support assisting with welcoming the delegates, transfers, and F&B among many other responsibilities ensuring a seamless implementation from pre-event support to on site execution.

For the Gala Dinner, the Host sourced and liaised with the venue in the lead up, in addition to running the event on the evening.

Scope

After three months of conducting site visits in Copenhagen and Aarhus, the Host were involved heavily in the contract and rates negotiations, ensuring the confirmed venue was within budget and contractual terms favored our client.

Venue sourcing, full event management, budget management, supplier liaison/ negotiation, exhibition, transport & logistics, room dressing, furniture hire, payments, entertainment sourcing, production sourcing.

Result

The feedback received was hugely positive with the event considered a huge success. This was the first year the event was held in Denmark.