The Brief

Alcatel Lucent required us to organise a 4 day event for their technical engineers with the intention of updating them about their latest products. This would mark the 10th anniversary of the event and the programme needed to be impressive whilst working within a restricted budget. The delegates invited were located in the US, Canada and Europe so good international flight access was important. Additionally the brief required us to manage the exhibition and sponsorship payments which is an integral part of the event.

Scale:
700 Delegates

Location:
The Auditorium Hotel, Madrid.

Challenges

The client needed at least 10 large breakout rooms together with several smaller meeting rooms. All this in addition to the main plenary session as well as seated catering for the entire group. Attractive accommodation rates needed to be negotiated for customers operating within strict travel budget guidelines. A cost effective External Dining Solution was also required offering a “wow” factor within a limited budget.

Solution

The event was staged at The Auditorium Madrid which had sufficient meeting space to suit all of the requirements of this large complex event. Following extensive research, La Posta Real was selected as the perfect venue external dinner which also celebrated the event’s 10th Anniversary. This traditional venue, located within easy access from the hotel, had the right look and relaxed feel required and could comfortably accommodate all of the delegates. The venue was supplemented with a variety of entertainment options for the guests to enjoy.

We provided the following services
  • Venue finding
  • Delegate registration and reporting
  • Event & production management
  • Delegate gifts & merchandise sourcing
  • Onsite logistics and ground management
  • Audio visual production
  • Post event evaluation and feedback
Result

“Thank you for your support this week and all the weeks leading up to the event.  You helped make this event successful and I could not have done this without having such a great team behind me.”

Senior Events Manager,
EMEA, Alcatel Lucent.