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Case Study

Adding a Caribbean twist to quality conferences

 

Industry: Automotive

Service: End-to-end management of annual conference for vehicle rental licensees

Location: Dominican Republic

Objective

A leading vehicle rental provider was looking to shake up its annual conference for licensees in Latin America and the Caribbean (LAC). CWT Meetings & Events had provided end-to-end management of the group’s annual conferences for EMEA licensees for several years, including successfully changing the format from separate events to a joint one. Following this, the group appointed CWT M&E to take up the reigns in LAC for the first time and create a blended, four-day conference for 150 delegates. The aim of the annual conference is to bring licensees together to meet with the senior leadership team, share best practice, discuss goals, reward performance and promote teamwork.

Challenge

The quality of the LAC conference needed to match events previously held in EMEA. This meant raising the standard of the conference experience to ensure a good return on investment.

Solution

The perfect conference experience began with a great choice of venue. Plus points were the conference facilities – main room, meeting rooms and office spaces – which were linked by a reception area.

To ensure a flawless delegate experience, CWT M&E provided a bespoke registration website and onsite support throughout the conference. The registration site included a link to a further site where delegates could book their own rooms at the hotel. CWT M&E also supplied high-tech AV and staging. AV experts from the UK worked with local staff to build the set and use their equipment.

The conference was held at an all-inclusive resort, so there was no need to go offsite for dinner, a restaurant/nightclub was chosen for a buffet-style meal.

In order to minimise costs, account manager Jo recommended the attendee to share transport when possible.

Successfully bringing together licensees from the group’s two brands required strategic planning. On the first day, an icebreaking drinks reception helped delegates to mingle with each other and the leadership team, and account managers, Jo and Sarah encouraged them to sit with colleagues from different countries during the buffet that followed.

A sense of corporate identity was fostered by:

  • Good natured team building activity
  • Hotel’s tiki bar decorated in brand colours for the welcome drinks
  • Giant sand sculpture of company logo lit up at beach party and re-used at team building event
  • Performers creating spectacular display at offsite dinner by swinging branded LED lights

Results

By working closely with the client and preferred suppliers, the blended conference format was successfully rolled out to LAC. The trusted relationship saw the client accepting CWT M&E’s advice to ensure a great conference was delivered within budget.

  • Delegates enjoy a flawless experience thanks to a bespoke registration site, onsite support and seamless logistics
  • CWT M&E uses local market knowledge to source venue with excellent meeting rooms, which improves conference quality
  • Brand recognition is achieved through content such as spectacular visuals, careful mixing of delegates at social occasions and during team building activity

Quick facts

  • End-to-end management of conference
  • 150 people from different locations
  • Client signed again

 


“The success of this conference has led to us starting work on finding a venue for next year’s event, which will be in Miami,” said Sarah.

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