From theme to logistics, Epic met all management needs for an overseas event.

Overview –

The client wanted a venue for the annual kick-off meet in Australia for their cardiovascular vertical in addition to securing the best flight connectivity for the attendees from various regions of India.

They wanted an agency that could conceptualize and execute the entire event for them meeting all the communication needs.

The large group of attendees also required accommodation for 4 nights in a 5-star property of Australia.

Approach –

From communication mailers to event invites, all the pre-event and event communication was taken care of by Epic India.

A 5-star luxurious hotel Sofitel in Sydney, located in the heart of the vibrant darling harbour, was selected to host the full plenary and gala dinner.

The event kicked-off in full action by unveiling the theme of the year ‘STRONGER TOGETHER’ which was conceptualized by team EPIC. It was followed by an exclusive showboat cruise dinner which offered an authentic 5-course menu along with some spectacular entertainment shows.

That apart, the attendees were rewarded with an assortment of activities, relaxation time along with a chance to gain the best of the experiences in Sydney like bridge climb, jet boat rides, and visit to the Opera House.

On the day before, an award ceremony took place followed by a Moulin Rouge themed gala dinner. Later, a surprise movie produced by us featuring the top leadership was played and it was the key highlight of the evening. On the day of checkout, transportation was organized for all delegates to the airport including all flights being managed by us.

The Challenges

1 – Pre-event coordination and working as per different time zones to have a timely response from overseas suppliers

2 – Adhering to the client’s travel policy and using multiple carriers to ensure everyone reaches the destination conveniently

  • Three in a row of a hierarchy could not travel together in a flight
  • Not more than 50% of attendees could travel together
  • Not more than 15 employees could travel together on a flight

3 – Working out the best venue option (centrally located) within the targeted budget during the peak season (Chinese New Year) in Sydney

4 – Shipping a cargo with all collaterals weighing over 300 kgs from India

The Outcome –

The client was extremely delighted with the way the entire event was executed and the unwavering team spirit of every team member at the annual kick-off meet.