Practical case

Step 1 

Finding the perfect venue (accommodation and reception space) :

After extensive research and site visits, we selected the MaK in Vienna. This exceptional venue perfectly met our needs—it was ideally located and could accommodate up to 300 guests.

Step 2

Event Organization:

• Concept Development: Together with our creative team, we designed a concept around the theme "A Night in Vienna," giving participants from around the world a chance to experience the best of Vienna in one evening.
• Visual Identity Creation: We developed a cohesive visual identity that tied together every element of the event, from communications to décor and menus.
• Communication: We created both digital and printed invitations for participants. Working with a local Viennese decor team, we crafted a concept that blended elegance and modernity, perfectly matching the venue and theme.
• Decor: Since the venue was delivered as a blank canvas, we had to design the entire decor and furniture setup from scratch. We aimed for a warm and authentic atmosphere that encouraged interaction and good vibes among participants. To visualize the concept, we worked with a 3D graphic designer who created a mock-up of the event space.
• Catering: One of the key challenges was accommodating the diverse dietary preferences of an international audience. We worked with our caterer to create a high-end buffet that would appeal to as many guests as possible.
• Entertainment: To complement the theme, we hired a violinist to welcome guests at the entrance. Later in the evening, a saxophonist joined her, followed by a DJ who closed the night, ensuring a lively atmosphere until the early hours.

Step 3 

Operations Management :

• Participant Management: A seamless guest experience was a priority. We ensured that the immersive experience began at the entrance, where a team of hostesses greeted guests on the blue carpet, checked their credentials, and provided them with access bracelets.
• Client Management: We maintained close, regular communication with the client from the project kickoff. During these updates, we monitored the progress of the communication, production, and ensured that deadlines were met.
• Vendor Management: From setup to teardown, our team was on-site to oversee every detail of the operations. We sourced the best vendors in Vienna to guarantee an exceptional event. Our extensive network is a key asset that allows us to deliver top-quality international events while maintaining Swiss standards.
• Budget Management: Our role also included ensuring the client’s budget was respected. We kept a close eye on expenses and made appropriate decisions, always in consultation with the client.

Step 1 

Finding the perfect venue (accommodation and reception space) :

Their top priority was accessibility, so we focused our search on venues in Paris or Lyon. After an extensive search, we proposed several unique venues as per their request. Following multiple suggestions, they chose the Groupama Stadium in Lyon. This great start to our collaboration led to them entrusting us with the full responsibility for the event.

Step 2

Event Organization : 

We outlined the logistical plan for the convention, which included:

• Coordinating transfers for attendees arriving by bus, plane from Lyon airport, train from Gare de Lyon Pardieu, and by car to the Groupama Stadium.
• Managing the Groupama Stadium logistics, from reception and security to plenary sessions and workshops.
• Installing clear signage throughout the large venue to ensure smooth navigation for all participants.
• Overseeing the technical setup for the plenary sessions and workshops.
• Handling food and beverages, including coffee breaks and lunch.
• Organizing entertainment: At the client’s request, we proposed a magic show to close the conference, providing participants with a truly memorable and unique experience.

Step 3 

Operations Management :

• Participant Management: From their arrival at the station or airport until their departure, participants were welcomed and assisted by hosts and hostesses, who managed everything from cloakrooms to check-in and badge distribution. Our team was on hand throughout the convention to ensure a seamless experience.
• Client Management: From the outset, we maintained regular and detailed communication with the client, keeping them updated on the progress of the event, communication plans, and production timelines, while ensuring all deadlines were met.
• Vendor Management: From setup to teardown, our team was on-site to supervise every operation. We work with top-tier vendors to ensure exceptional quality for every event. Our extensive network is a key asset that allows us to deliver exceptional international events.
• Budget Management: We were also responsible for ensuring that the event stayed within the client’s budget. This required meticulous tracking of expenses and making informed decisions, always in close collaboration with the client to ensure their satisfaction.

ETAPE 1 

RECHERCHE DU LIEU ADÉQUAT (LOGEMENT ET LIEU DE RÉCEPTION) :

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ETAPE 2

ORGANISATIONNEL :

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ETAPE 3 

OPÉRATIONNEL :

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