In the last 2 years alone we have managed
167 events for
22,550 delegates in
74 cities across
33 countries
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Oxford International is a full service agency and one of the leading names in corporate meeting, event and conference management.
There is no limit to the size and scope of event that we get involved in. Find out more about what we do.
Call us to discuss your event requirements or contact ian.lapworth@oxfordint.co.uk.
Rome set the scene for an international investigator meeting for 400 delegates over 4 days
A pharmaceutical client wanted to hold an investigator meeting over four days to bring together internationally recruited doctors who were participating in its clinical studies. It needed a central destination that was easily accessible as delegates were travelling from Europe, South Africa and Russia. In addition 17 meeting rooms were required in one venue to accommodate the client’s busy meeting schedule.
After considering a number of venues, Rome was selected as it offered the most competitive rates and the best flight access. The Rome Marriott Park Hotel is amongst Europe’s largest convention centres with 40 meeting rooms, so provided the perfect venue.
Oxford International organised flights and transfers for all 380 attendees along with the completion of numerous visa application forms due to the large mix of nationalities attending the meeting. Bespoke web registration provided a fast and convenient means to record flight, transfer and dietary requirements along with meeting registration. During the meeting, a range of technology was used including key pad voting technology to encourage delegate participation and to generate feedback and bar code scanners to register delegates for the event. Additional information including agenda and venue details were created as pocket sized information packs incorporated into delegates’ lanyards to make the event as stress free as possible. In addition, Oxford International worked alongside its ground agent in Italy prior to the event to source appropriate venues and transport for offsite dinners during the event.
"Oxford International helped plan and conduct a very successful meeting. During the meeting Oxford International was always available to us and the delegates to deal with any issues that arose. The venues chosen for the meeting and the off-site dinners were well received by the delegates. I would use Oxford International again for any future investigator meetings."
London welcomed an exciting Annual Company Meeting for 3000 at the stunning O2 arena
A wealth management company asked Oxford International to organise its Annual Company Meeting for the third consecutive year. The one day conference required an impressive venue that could host 3000 delegates followed by a dinner for 1200. The venues needed to be impressive and the coordination and communication professional and faultless. Timescales also needed to be managed very carefully because deadlines for a number of elements involved were very tight.
The O2 Arena was selected for the meeting venue. It was not only new and exciting, but it offered easy access with excellent value for money and could accommodate 3000 delegates in one intimate auditorium. Nine hotels provided over 2000 room nights with every attendee receiving a bespoke pack confirming travel, transfers, dining, accommodation and dietary requirements.
Oxford International worked closely with the client, the venue staff and the production company to ensure seamless delivery of all elements of the event. Support included web registration via a hosted bespoke website, a dedicated delegate hotline, manned registration desks including hotel check-in at the conference venue, the creation an extensive range of communication materials and thorough risk assessments. Transport was co-ordinated by train, tube, plane, 40 coaches and two private river boats.
"Please say a big thank you to all of your team for their massive contribution towards this event. This was our first event at the O2 and a big ask for all of us, but as always you and your team came up trumps and delivered."
We delivered a quality meeting to 2,250 delegates across 14 UK venues
As a continuation of its product launch, a global pharmaceutical company wanted to hold 14 satellite meetings across the UK. The meetings were all to take place on the same date and at the same time and 150 local primary care personnel were being invited to attend each one, with 300 attendees in London. Each meeting was to include a welcome reception and buffet, followed by a two hour meeting.
Oxford International was asked to select suitable venues for each meeting which included The Royal College of Physicians in London, the Museum of Science and Industry in Manchester, Murray Edwards College in Cambridge and various appropriate quality hotels with good access and parking.
With four people presenting at each venue, the AV requirements were extensive. Oxford International collated the presentations and coordinated them with its AV partner. It also designed and hosted a branded website for each meeting which included registration forms, automated email confirmations and details of the venue and agenda. To ensure the smooth running of each meeting Oxford International provided on-site project managers to ensure the meeting room and buffet were properly prepared, liaise with speakers and AV production team, register delegates and distribute welcome packs and name badges. Each project manager was also responsible for collecting response cards from each attendee, collating the data and inputting the results into the agreed graph template that was then used in the presentations.
“This meeting programme was a significant investment for us, and the excellent execution of the project was of paramount importance. Oxford International managed the project flawlessly from inception through to delivery and follow up, and within budget. Their proactive and solution focussed approach helped the delivery of a successful event.”
“You picked up the project and ran it with true professionalism – from pre-planning to ‘people management’ on site”
Director, international association
“I did not feel the need to get involved, so a credit to the Oxford team.”
Study Manager, European pharmaceutical company
“Our team appreciated your professionalism, flexibility, and responsiveness to the needs of our international guests.”
Study Manager, European pharmaceutical company
“The social events were sensational and the total organisation was meticulously successful.”
Director, international association
“Your team were outstanding and proved their worth as a fundamental partner in the organisation of this event.”
Business Unit Manager, European pharmaceutical company
“You managed the project flawlessly from inception through to delivery and follow up.”
Marketing Director, UK pharmaceutical company
“I have been doing investigator meetings for 25 years – Oxford is the BEST Event planner.”
Senior Study Manager, US pharmaceutical company
“As always you and your team came up trumps and delivered.”
CEO, UK financial services company
“You have set a high bar for excellence – so now I expect it all the time.”
Senior Study Manager, US pharmaceutical company
“Your proactive and solution focussed approach helped the delivery of a successful event.”
Marketing Director, European pharmaceutical company
