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Case Study One – New York

The Challenge

 Our client asked us to manage their annual conference for their global network in New York.

The brief from our client was the same as for previous years:

  1. Create a prestigious programme for 550 guests (comprising of 350 delegates and 200 partners) to reflect our client’s standing as one of the leading global accountancy networks.
  2. Keep the delegate and guest fees the same as for previous years.
  3. The conference must be held at a top 5 star hotel in a central location, such as Midtown.
  4. The social programme must be very high-end, reflect the culture, values and history of the destination and include a welcome reception, networking event with lunch or dinner, gala dinner with entertainment and a spouse programme.

How could we produce the enormously high standards that the delegates were used to in one of the most expensive and uncompromising destinations in the world on the same budget?

Our Solution

We selected the Waldorf Astoria as this prestigious grand-dame of the New York scene boasts decades of history and intrigue and is in the perfect Midtown location.

It has plenty of bedrooms to accommodate the whole group and a huge range of meeting rooms, culminating in the breath-taking and historical Grand Ballroom, which we would be able to use for the main plenary.

The hotel is expensive, but we built a strong relationship with the sales and event staff and negotiated long and hard with them for a competitive bedroom rate and realistic costs for room hire, food and beverages to ensure a win:win situation for all parties.

Although the Grand Ballroom was expensive we saved thousands of dollars on staging and AV by letting the grandeur of the room speak for itself and using 3 huge but simple screens instead of a stage set. This also meant that we did not have to pay for overnight hold, allowing the hotel to sell the room in the evenings for dinners – and importantly saving thousands of dollars on room hire.

Download the full Case Study here.