Objective
An international automotive supplier asked CWT Meetings & Events to plan and carry out its annual Change and Innovation Contest. This event first hosts the finals of a global initiative and the candidates who handed in the most successful entries are then invited to an exclusive award ceremony. CWT M&E was asked to take care of flights, transfers, venue sourcing and catering.
Challenge
The concept had to fulfill strict requirements: The location had to have a “wow effect” and meet a specific criteria provided by the client. Special facilities were also needed for equipment that would be shipped in from different countries across the globe. In addition, large conference rooms and extra space were required too. The European finals were to be held on the first two days, where any unsuccessful participants would fly home early and the three finalists would stay. The location should be globally accessible while remaining within a relatively tight budget of approximately 200,000 euros for 255 participants.
Solution
CWT M&E had chosen a 4-star hotel with a convention centre located 100km south-west of Barcelona. The hotel also included a theme park, meeting the brief of a special location and within the client’s budget. Participants were given exclusive access to the theme park outside official opening hours, and was used for the evening events to welcome participants. The global finals were also held at the theme park’s beach club.
Results
The participants were thrilled by the location and the extravagant visual effects on stage. The finals culminated in a fantastic celebration of the winning team. The client highly appreciated the high-end location and the possibility of organizing a creative opening event and celebrations. They were pleased that the budget was met. The professional and efficient work of CWT Meetings & Events made sure that the successful planning and execution of this complex event with numerous requirements went smoothly. Thanks to CWT’s negotiating skills and market position, with remarkable savings of 28% compared to the original offer from the hotel.
The customer’s feedback was excellent, proving that CWT M&E is able to deliver creative, show-stopping solutions on a limited budget.
Quick facts
- €203k budget
- 28% savings on initial room rates of client
- Travel arrangements for 250 participants from different locations
“The professionalism of CWT Meetings & Events enabled a successful planning of this complex event with a vast number of requirements.”