Service: Venue sourcing, negotiation, payment processing and accommodation management for international event
Location: Turin, Italy
Facts:
- Manage sourcing and logistics for major entertainment event within 5 months of award
- Develop social program for largest watched music event of the year
- 1,400 attendees, 40 countries
- 10,400+ room nights
“Your work has been flawless and perfect from start to finish.”
“Fantastic job as the circumstances were not always easy.”
Brief
- Eurovision host broadcaster, Rai Italia, invited CWT Meetings & Events to respond to competitive RFP with two-week turnaround time
- The event was awarded to CWT Meetings & Events with 6 months’ turnaround time
- Demonstrated expertise operating similar events and a competitive financial offer were the reasons for choosing CWT Meetings & Events
- Awarded services: venue sourcing, negotiating, contracting and payment processing and accommodation management
- We used a new proprietary technology to manage unique large-scale events, such as FIS Ski Championships and Volleyball Nations League consolidated payment strategy to optimize cash flow, drive efficiencies and integrate data
Solution
- Team of 14 CWT staff with specific expertise ranging from meeting planners to senior leaders
- After initial award of hotel program, selected to manage logistics/transportation plan and social program
- Developed comprehensive hotel strategy and negotiation to secure room blocks and affordable rates as rooms were not pre-blocked at official host hotels and event success depended on confirmed bookings
- Created unique social programs to promote event as well as area activities, restaurants and historical sites
- Managed health and safety rules using more transportation vehicles for additional space; due to the pandemic, transportation plan finalized night before first show
Result
- Successfully managed more than 10,400 room nights encompassing more than 1,170 rooms for nearly 1,400 attendees from 40 countries over 2 months
- Received consistent positive feedback on last minute contingencies and requests
- Coordinated 800 bus shuttles and private cars on 52 different routes
- Managed more than 100 social programs
- Supported largest watched music event of 2022 with over 5.1M live streams to a 4.6 rating on a scale of 5
- Received positive attendee feedback
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