Introductions
When a leading European Media organisation approached us to plan and deliver their annual conference, we jumped at the chance and knew our expertise would be the perfect fit.
The client wanted a UK destination that would offer convenient international access, a professional environment for meetings, and cultural activities to enhance each delegates’ experience.
Client Overview
Industry: Media & Broadcasting
Event Type: Annual Member Conference
Attendees: 200 delegates from across Europe
Location: London, UK
Duration: 3 days
Objectives
- Deliver end-to-end travel logistics for 200 delegates
- Identify a UK city with strong flight connections across Europe
- Source a large conference venue in a central location
- Arrange a high-impact gala dinner venue
- Provide curated optional activities post-event
The Planning Process
Destination Research
Our award winning expertise as a travel management company and event-planning specialist saw us conduct on-site, in-person visits to Glasgow, Manchester, and London.
We then dived into the event venues, looking at set up, accessibility and ambience before moving onto nearby hotels, transport connectivity, and cultural offerings.
After looking at all of this in detail, as a coordinated team, we decided that London would be the best fit because of its international access and infrastructure by air, train and car.
Venue Sourcing
- Conference Venue: Spacious, central London location with in-house catering
- Accommodation: Sourced and managed hotel bookings close to the event venue, ensuring convenience and comfort for all delegates
- Gala Dinner: Booked the iconic Natural History Museum for an unforgettable evening
- Activities: Arranged optional visits to art galleries, museums and a Thames River cruise
Logistics Management
As part of our management of this event from start to finish, we organised airport transfers for all arriving delegates, scheduled daily transport between the hotel and venues and ensured seamless coordination for VIP guests and support staff.
We also oversaw all 200 hotel check-ins, managed on-site logistics and any changes on each given day, and ensured smooth delivery of all elements across the 3-day event
Access Bookings team members were also on-site throughout, providing 24/7 support for the client, guests, and suppliers.
The Outcome
Results
- 200 delegates successfully coordinated across multiple European origins
- Smooth event execution with no major disruptions
- Exceptional feedback from client and attendees
- Delivered on time and within budget
Key Takeaways
- Prioritise accessibility when selecting an event destination
- In-person venue inspections are invaluable
- Tailored cultural activities elevate the attendee experience
- On-site presence ensures seamless execution and peace of mind
I would like to sincerely thank you all for the outstanding work you did during our event last week. Your professionalism, thoughtfulness, and flexibility made a world of difference, especially given the many changes and the complexity of certain requests. We truly couldn’t have done it without you. You are a fantastic team, and I truly hope to have the opportunity to work with you again in the future.
– Brand & Event Manager/Member Relations
Need help planning your next international event?
We specialise in complex, high-touch logistics for creative industries. wherever you are, we’re just a click or a call away
Contact us now on 📞 +44(0)1543 272 575 or 📧 contactus@accessbookings.com