Global Gathering 2018
- Client: Flight Centre Travel Group
- Destination: Berlin
- Date: July 09th – 15th 2018
- Guests: Over 3,000 of the company’s best performing employees of the 2017/18 financial year amongst them guests from Australia, New Zealand, Canada, USA, the UK and approx. 200 Senior Leaders (CEOs and top managers of various companies) and sponsors.
- The Brief: Support of the Global Gathering 2018 with all required ground handling services, in particular transfers for small groups and the main event with all 3,200 guests attending. We were asked to take care of venue and restaurant research, customized teambuilding creation and various small requests for different sponsor events during the pre–event. Plus transportation for VIP guests, speakers and artists and the whole group for the three main events: Welcome Party, Business Meeting and Gala Dinner. Additionally, our creative department was asked to get involved by creating and producing the sponsor activations for various sponsors during the welcome party and gala dinner.
Senior Leaders conference (5 days)
Venue sourcing and organization of different lunches, dinners and tours / conception and organization of the teambuilding / music and entertainment for the events
Global Gathering (main event) (3 days)
Ground handling, e.g. arrival and departure transfers, transfers for all participants to / from the event venues / application for permits and implementation of parking and loading zones, support of the event with almost 30 assistants, coordinators, bus dispatchers / organization and handling of 3,200 welcome kits
Welcome Party (1st night)
Conceptual development for “Nightlife in Berlin” / creation of sponsor packages / sourcing of activations with a high visual statement / package customization (color matching, design and branding, sponsor background check, etc.) / organization and planning of the different areas / budget controlling / guest flow & floor plan / security check
Senior Leaders conference
We offered a huge range of Berlin’s restaurants and venues, e.g. an exclusive floor at the famous Borchardt restaurant and The Grand – a former school. We organized individual entertainment acts, a burlesque show and private DJs. For the Buzz Night at Zollpackhof, we also took care of branded Bavarian gingerbread hearts and ceramic beer mugs with guest names. The conception and organization of the teambuilding for the senior leaders was challenging, as 10 teams with 7-8 persons had to visit 5 different stops, where they got challenged in fitness or brain puzzles before heading to the next stop – always with a different type of transportation.
Our main task during the Global Gathering with more than 3,000 guests was ground handling, such as taking care of the airport arrival and departure transfers to / from the different hotels, in particular the challenging task to provide a well-organized arrival situation at Berlin SXF airport for the arriving A380 Etihad flight with almost 500 guests exiting at the same time. In cooperation with the security department, fire brigade and the police at SXF airport we prepared the most convenient pick-up situation for the guests using zones for coaches, which are usually not permitted due to the high security situations.
To bring almost 3,200 guests to the event venues on Friday and Saturday in the least possible time we needed an extensive preparation and coordination of nearly 80 buses. A bus dispatcher at the main bus depot sent the buses to six hotels, which were supervised by coordinators and assistants for a maximum efficient loading process. The departure time for all guests after the event at the Mercedes–Benz-Arena took only 30 minutes – a great success!
We were asked to take care of more than 10 sponsors for one of our biggest clients and were in the lucky position to go super crazy with the theme Berlin Night Life. All sponsors where keen to get the brightest, boldest, fanciest idea, which gave us the freedom to work with brand-new and customized, specially produced items such as giant swing-like shaped LED rings, a GIF booth and hipster corners. We created a world full of fun activations with high social media potential.