Bringing It All Together: Large Scale International Conferences
Logistic Innovations works with a prominent International Financial Institution. These conferences bring high level executives from the most prominent international companies to meet with US based investors. They span two days and are held at 5 star hotels with one offsite dinner and one cocktail party at prominent landmark locations.
Logistic Innovations manages securing talent for entertainment at the cocktail party as well as for panels and/or keynote speakers including government officials and high-level business executives.
In addition, the Logistic Innovations team runs the small-scale meetings at these conferences, managing up to 105 small meeting rooms. These meetings are intimate breakout meetings between individual investors and companies.
MEETING IN A BOX & ONSITE SUPPORT
Logistic Innovations also provides Meeting in A Box which transitions the hotel rooms into breakout rooms. Meeting in A Box packages a screen, projector, and laptop in a convenient shipping box. Our onsite staff is fully trained to setup Meeting in A Box in almost any location.
For these events we also supply onsite technicians to manage the event equipment. The floor staff makes sure the appropriate presentation is loaded on each Meeting in A Box as the breakout rooms turn over hourly to greet new attendees.
Logistic Innovations manages the extensive onsite support including, event, airport, and ground staff. On average we deploy between 50 and 75 support staff per event.
LARGER BREAKOUT SESSIONS & GROUP MEETINGS
Logistic Innovations also supports larger breakout sessions or group meetings that are held in another ballroom in the hotel. We source high speed Wi-Fi in order for the conference attendees to be paperless and work in the digital landscape.
All schedules are obtained online, and registrations are checked online using an online portal. This enables us to provide the client with real-time data to ensure clients are not left waiting for an investor.
We use a digital communication app for our onsite team, and a separate communication app for our team to communicate with the client utilizing iPhones, iPads and group messaging.
In addition, we project manage the scenic design, branding of all spaces and activities, and work with local vendors, as well as with the client’s branding agency overseas.
In pre-production, we manage all aspects of the logistics for the institution’s clients and internal staff; this includes booking hotel rooms and arranging transportation. Each participant receives his or her confirmation via html emailer and/or branded PDF.
We have built a customized registration portal that is used to manage all events. The portal allows Logistic Innovations coordinators and our client’s co-coordinators to manage their client logistics and attending company presentations. The portal is on a Windows platform with a SQL back-end and is able to handle participants registering from around the world. Additionally, our portal is also able to track every change our client makes, enabling us to stay a step a head of them to provide accurate logistical support.