Crafting Unforgettable Corporate Events: A Case Study in Event Planning Excellence by Meeting Logistics

1. Deliver exceptional event management services tailored to meet our client’s specific needs and objectives.
2. Infuse innovation and creativity into event planning to elevate the agenda and overall attendee experience.
3. Ensure personalized care for every guest, from initial contact through their departure.
4. Assist clients in developing a meticulously planned event agenda, including well-organized rotational workshops and breakout sessions.
5. Implement cutting-edge technology to seamlessly integrate in-person facilitators with online presenters and facilitate smooth Q&A sessions.

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The Event

Working hand in hand with our client, we provided event project management with weekly planning update meetings, to strategically plan all aspects of a five-day, four-night meeting for 115 attendees. The clear destination winner was Bellevue, Washington, to maximize our client’s budget and minimize travel, staying close to their Seattle headquarters. After extensive venue sourcing, we contracted the Hyatt Regency Bellevue on Seattle’s Eastside.

The meeting included an executive leadership mission and vision kick-off, virtual HCP presentations with Q&A, guest speakers, patient advocacy presentations, rotational workshops, and regional breakout sessions as well as evening events.

Day one began with lunch and a leadership mission and vision kick-off, general session in the stunning grand ballroom, followed by an exclusive welcome event held in a private section of the ballroom foyer. To transform the space, we used custom linens, branding, lighting, music, and florals to create a relaxing atmosphere for networking and for all teams to come together as one. A professional and attentive banquet staff served a custom designed menu of pacific inspired reception stations that everyone enjoyed. As a special touch, branded TUMI bags were delivered to each guestroom, with custom thank you notes from leadership; a lovely way to say welcome and thank you to all attendees.

Day two included strategy sessions and a full day of moderated virtual HCP presentations, which included Q&A. The day finished off with an interactive wine tasting event at Sparkman Cellars. The event included mingling, dinner, and dessert service along with activities: barrel tastings and a production tour, wine tasting comparisons from different barrels of wine and how to master the art of wine scents and how they reveal flavors.

A variety of engaging presentations, discussions and rotational workshops filled day three which concluded with regional teams dining together at local restaurants. Meeting Logistics researched, organized, and contracted private venues and custom menus along with round-trip transfers for each region.

Regional workshops on day four concluded with a special guest speaker and inspiring closing remarks.

Services

Meeting Logistics is a comprehensive meeting and event planning agency that offers a range of services to help clients successfully organize and execute their events. End to end services to plan and produce the pharmaceutical Launch Training Meeting included:

• Venue sourcing and contracting
• Custom designed communications to include Invitation, online registration, pre-welcome and informational communications
• Custom badges, lanyards, seating cards, tent cards, directional signage, and gift cards
• Coordination of travel and round-trip ground transportation for airport and off-site events
• Group accommodation and room block management
• Development of group banquet orders, function space requirements and varietal menus that catered to dietary
• Signature and custom designed evening events from concept to execution
• Audio-Visual, cutting-edge technology and event production
• Photography services for attendee headshots
• Branded gift research, recommendations, ordering and distribution
• Event budget estimation, cost tracking and itemized financial reconciliation
• HCP engagement and reporting spend,  under the Physician Payment Sunshine Act (Open Payments)
• On-site staff and hospitality operations management

Dive into how Meeting Logistics collaborated closely with a client to meticulously plan and execute a five-day, four-night meeting for 115 attendees in Bellevue, Washington. From venue sourcing to coordinating engaging activities and managing all logistics, learn how their comprehensive services ensured a seamless and memorable event experience.

According to the event survey, the Meeting Logistics planning team received five stars for being: helpful, informative, approachable, professional and extraordinary in organizational details.

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