Ground Programme Only

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History / Background

Given the success of another event with High 5, the client chose to work with us on the logistics of the ground programme for a launch meeting. Working in partnership with a communications agency our role entailed providing suitable accommodation & restaurants for 750 people.

Challenges

Our main challenge was finding hotel accommodation and restaurants within a 5/10 minute walk of the meeting venue. The hotels and restaurants all had to meet the industry standard, be of good quality and within a certain budget.

It was key that the inviting company personnel were placed in the same hotel and restaurant as their invited guests. 

The attendees were only nominated by their company personnel 2 weeks prior to the event, which meant hotel and restaurants had to be coordinated accordingly, including dietary requirements accommodated in a short period of time.

Destination

High 5 worked in association with a partner communications agency to provide specialist logistical support.

A dine around programme was created to ensure that 750 people dined within one hour of each other, with staggered departure times from their hotels.  We also worked closely with each of the restaurants to ensure that service ran smoothly for each of the groups.
Once onsite High 5 provided each guest with a personal confirmation.  This detailed the location of their restaurant and other important information to ensure that they arrived at the right restaurant at the right time.

High 5 provided onsite staff to ensure all ran smoothly and dealt with any last minuet changes. We thrive on change!

Logistics

The client selected central London for their launch meeting.  

Site inspections were taken on behalf of the client to ensure suitability and negotiation of rates.  Detailed discussions were taken with restaurant owners to ensure that they could be as flexible as possible with numbers and dietary requirements, to ensure that from the guest’s perspective everything ran as smoothly as possible.

Comments from various attendees:

“The team were always courteous and professional, thanks to all for their hard work”


“Excellent, can’t be more complementary”


“I wish to thank you and your team for supporting us, keeping us all well informed and delivery a superb evening. I could not provide any comments for improvement as I felt the organisation was exemplary and could not be improved upon”


“Really enjoyed the more informal feel, High 5 felt part of our team”