THE BRIEF
A leading life science and clinical research organisation partnered with us to deliver their annual Global Kick Off Meeting, bringing together 230 internal team members from across Europe, Asia, Australia, and the USA.
Their goal: to reflect on the challenges and successes of 2025, set clear objectives for 2026, strengthen global cohesion and celebrate outstanding achievements within the organisation.
Following extensive global research and valuable insights from the client’s 2025 post‑event survey, we selected Madrid as the host city, thanks to its excellent international connectivity. Our team delivered full end‑to‑end event management, from complex travel logistics to creative programme design, awards production, team building and onsite delivery.
• Client: Global life science & clinical research organisation
• Attendees: 230 global team members (Europe • Asia • Australia • USA)
• Duration: Multi‑day programme
• Location: Madrid, Spain
• Format: Plenary • Breakouts • CSR activity • Offsite dining • Awards evening • Entertainment
THE PROCESS
Objectives
The client’s priorities shaped every decision of the programme:
• Strengthen global team spirit across all international offices
• Welcome new colleagues and integrate them smoothly
• Celebrate long‑standing team members and top performers
• Align the organisation around renewed 2026 goals after a challenging year
Challenges
With only three months to plan a global event of this scale, the project required rapid coordination and decisive planning. Key challenges included:
• Tight budget parameters
• Last‑minute additions to the programme, including CSR activities and entertainment (added just one month before the event)
• Christmas break impacting timelines
• Incomplete registration data and missing travel details
• Complicated arrival/departure logistics across four airport terminals and two train stations, all under strict cost controls
• Customs delays for event materials—requiring a colleague to fly last‑minute to hand‑carry key items
Our Approach
Our delivery model was built around transparency, agility and strong supplier relationships:
• Frequent client updates and cross‑team communication
• Real‑time budget management with ongoing cost reviews
• Clear guidance on what was possible within timelines and budget
• Supplier negotiation, enabling the best value solutions with venues, CSR partners and restaurants
• Comprehensive onsite support, ensuring delegates had a constant point of contact
• Proactive customs contingency planning, shipping materials early and preparing fallback option
THE SUMMARY
• Main Plenary: Full technical production with staging, screen design and global messaging alignment
• CSR Team Building: Delegates built dollhouses and guitars for children through a local charity partner
• Breakout Sessions: Seven breakout workshops including posters, themed setups, rotating sessions and interactivity
• Awards Evening: A gala dinner celebratory evening, highlighting achievements from 2025 and provided entertainment from singers, pianists and dancers
• Dine-Around Dinner: Three restaurants, one menu, consistent service and a seamless shared experience across locations
THE RESULTS
• 225 registrations, out of 230 invited delegates
• 220 attendees, even with last-minute travel hurdles
• Strong positive feedback from the main client and VIP stakeholders
• Significant cost savings secured through strategic negotiations
“ You super star, couldn’t have done it without you guys”