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International Sales Exhibition for an Eyewear Company

Organisation of a fashion international exhibition for a World leader in the design, manufacture and distribution of eyewear.

                  

Event: A private international exhibition to launch their  new product collection for the following year allowing the immediate purchase, online, of the new products.
Group size: Average of 100 people per day over a period of 15 days
Participants: Sales teams from many company's branch offices around  the world and their major customers, who are mainly wholesalers looking to  who decide which brands to purchase for their chains of retail shops. 
Nationality: Worldwide
Date:  16th to 30th November 2012
Location: Barcelona

 

VENUE RESEARCH: Emblematic building centrally located capable of hosting an exhibition with the space to distribute 23 work stations with computers, meeting areas, exhibition stands and sponsors banners. The exhibition space had to be near the goods storage room so that the staff were able to  move material very quickly from stand to stand. The company also needed a large quantity of extra meeting rooms for management meetings and presentations, a reception area to welcome and register all participants by two hostesses, a coffee break station and buffet lunch area.

ACCOMMODATION: Mainly two hotel reservations required with a group allotment in a five and  four star properties in Barcelona. Additional hotels and restaurants required for the Top Management and the organizers, within walking distance of the venue. 

PRIVATE TRANSFERTS: We were in charge of all the private airport transfers in and out of the city  including transfers to and from the exhibition venue.  In addition, we handled the private shuttle minibus service for the sales teams and the dinner transfers for the last minute bookings. 

ACTIVITIES: We organised three teambuilding activities for the sales teams coming from Dubai, Ireland and Russia: a cooking class with a visit to the famous  Boqueria market, a cooking paella experience at Port Olimpico and a Formula 1 competition at a karting track. 

DINING OUT: The hostesses were in charge of the dinner reservations in some very trendy and off the beaten path with reservations for management, sales teams and customers decided on the spot.

PRE PLANNING AND OPERATIONAL CHALLENGES:
• To make sure the internet connection was powerful enough to enable the immediate purchase of the new products online to ensure the event went smoothly and efficiently.
• To succeed in offering extra meeting rooms in the venue for last minute requirements without altering the original budget
• To make sure we had all public permissions for the trucks to unload and load the exhibition stands and all material brought from abroad
• To open the venue during normal closing times at night in order to be able to prepare the setup  for the next day.
•  To guarantee the complete privacy of the event
• To handle the rooming lists for more than 100  people at any one time arriving all the time from many different countries and cultures during the  15 days of the event.
• To  attend to all our client’s needs and satisfy last minute requests
• To ensure a smooth and perfect delivery of the catering services including last minute cocktail requests
• To reserve all dinners for customers and sales teams in the suggested  the wide range of restaurants with very short notice in such a busy period.

RESULT: This was a really fast moving event with lots of people coming and going and needing to be ‘meeted and greeted’. Our clients expressed their gratitude at how well Enyevent Solutions had coped efficiently with the changing requirements as they unfolded throughout the period, and felt that they, in turn, had provided to their clients, the customers, a memorable occasion which really promoted their brand and it’s ethos.

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