Back-to-Back in New Jersey, USA.

CLIENT

Global IT Company

EVENT BRIEF

Mvision Events was asked to assist with the planning and delivery of two separate events involving participants from different divisions of this global business. Having carefully considered each brief, our event managers believed that considerable savings could be made for our client by executing both events, back-to-back, in the same location. We were able to demonstrate these savings to our client and they were happy to proceed with running the events consecutively at a venue in New Jersey, USA.

EVENT PROFILE & OBJECTIVE 

A three-year programme focused on developing leadership skills and career progression amongst a specific group of highly motivated participants in the early stages of their career. Participants are required to attend a total of 6 international conferences during the programme. This particular event gathered a cohort of 75 international participants together for their final session in the programme.

Mvision Events has had the pleasure of working alongside this client on previous events within this leadership programme.

EVENT VENUE – 4* HILTON HOTEL, NEW JERSEY. USA

As we were aware of our client’s strong commitment to working sustainably, it was important for us to secure a venue that could demonstrate good practice in this area. Hilton’s commitment to sustainable travel and tourism fitted the brief. 

DURATION – FOUR FULL DAYS

PRE-EVENT

• Venue find, accommodation negotiation, budget management and logistic support.
• 3rd party supplier negotiation including group transfers, dining options and excursions.
• Customised website – capturing personal data, travel logistics, special dietary requirements.
• Customised event registration.
• Event collateral including bespoke workbooks, tent cards, lanyards.
• Set design, including new design concept to meet brand update.

Our AV and event teams, including AV Project Manager and Senior Event Manager, arrived on-site 48 hours before the start of the event to carry out set build/technical set-up and to complete final preparations.

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ARRIVAL DAY

Most of our participants arrived by air; flying into JFK and Newark airports from locations around the globe. Our service partner provided Meet & Greet at both airports, escorting groups to their waiting coach transfers.

On arrival at the venue, our events team facilitated a swift check-in process for them and made sure that they were given a lanyard and workbook containing a comprehensive event schedule with key information about fellow attendees and speakers.

Speaker Rehearsals took place later in the day under the guidance of our AV Project Manager and communications specialists.

A relaxed BBQ in the evening allowed participants to meet informally before the event opened the following morning.

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EVENT DAY ONE

MORNING CONFERENCE (PLENARY)

After an energising breakfast, which included plenty of choice to accommodate international tastes, the participants were seated in the plenary room ready to start. Welcome and Introduction followed.

Our AV team provided full technical support throughout each session. To facilitate spontaneous discussion in the room during Q & A sessions, microphones were placed on each table.

Mid-Session Breaks – Providing good nutrition was essential to keep attendees energised and engaged throughout their busy day. We made sure that healthy choices, such as hummus and crudités, were available alongside other snacks at break times.

After the mid-morning break, participants met with visiting clients and listened to client speakers.

Lunch in the hotel provided a good choice of food types and accommodated special dietary requirements.

Our events team was on hand throughout the morning to manage, signpost and assist participants.

AFTERNOON TREASURE HUNT

Attendees were transferred by coach to the historical centre of Morristown where they were invited to take part in a Treasure Hunt on foot. This excursion provided an excellent opportunity for the group to unwind, relax and enjoy free time. Our team took pictures to record the day!

DINNER

Later, the group travelled by coach to an authentic Italian restaurant for dinner. It was a relaxed evening allowing everyone to socialise and network. An informal presentation of awards for the winners of the treasure hunt was warmly received.

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EVENT DAY TWO

FULL DAY OF CONFERENCE & MEETING SESSIONS.

DINE-AROUND EVENING

Participants could choose to dine in one of the many excellent restaurants in the locality. We assisted them by signposting some of the best and arranged taxis and table reservations where necessary. 

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EVENT DAY THREE

CLIENT VISIT

After breakfast, participants visited clients in the area and had dinner with their senior management teams.

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EVENT DAY FOUR

FULL DAY OF CONFERENCE & MEETINGS

EVENING DRINKS RECEPTION & GALA DINNER

• Formal Drinks Reception
• 3-Course Gala Dinner
• Karaoke/Quiz
• DJ set & Dancing
• Photo Booth

The Mvision Events team themed and dressed the tables and chairs for this special gala evening. A sit-down 3-course dinner was served. Our AV team delivered just the right atmosphere with their impressive lighting and sound production. This was a great occasion, and everyone enjoyed their evening together – their last as a group. 

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DEPARTURE DAY

Group departures were managed by our team who ensured that individuals were transferred to the airport in good time to catch their flights home.

The Mvision Events team packed up remaining company items and returned them to the client’s Head Office.

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Special Note: It was fantastic to see everyone enjoying themselves and taking part in everything with their usual good humour and positive approach. We were sad to say goodbye and we wish them luck in their future careers.

CLIENT FEEDBACK

We were so touched to receive a personal ‘thank you’ card, signed by each participant involved in the programme.

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