Pan European Investigator Meeting, Rome

The Brief

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.

The Solution

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.

The Response

"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."

Pharmaceutical Product Launch, Florida

The Brief

A pharmaceutical client was releasing an international product and required a two-day US launch event. Emphasis was placed on easy access for the American delegates, value for money, meeting spaces that were close together due to various workshops and a keen attention to its marketing concept of a new product “taking flight”.

The Solution

The event was held at the Hyatt Regency Grand Cypress in Orlando, Florida, which was an ideal location for the US delegates attending the launch, as its accessibility for domestic flights is extensive.

The creation of a customised website for registration, designed in harmony with the marketing strategy of the product, removed any potential difficulty of cross-Atlantic communication. The vast majority of the guests were travelling on US domestic flights and all travel was booked by the Oxford International travel department.

Instead of a standard conference dinner, attendees were transferred to “Fantasy of Flight”, an innovative venue in which dining takes place surrounded by antique planes in an aircraft hangar. The guest speaker was Dick Rutan, the first man to fly around the world non-stop, and he linked his own motivational story to the client’s “taking flight” theme.

The Response

"The product launch was a great success, and was quickly followed up by a European equivalent. Delegate feedback showed that the chosen theme had been successfully recognised and linked to the educational aspect of the meeting."

Financial Services Annual Meeting, London

The Brief

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 Solution

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.

The Response

"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."

International Medical Association Conference, Cambridge

The Brief

Upon recommendation the association’s convenor (host) approached Oxford International to organise and manage the annual event. The challenge was to source a location in England that would be attractive to international visitors, offered a range of accommodation and flexible meeting spaces and had good rail, road and air access. The conference and social programme was to provide a suitable environment for research and learning, as well as extensive networking opportunities.

The Solution

Oxford International organised a highly successful event in Cambridge. The city offered accessibility, historic interest and could comfortably accommodate the event’s extensive venue and accommodation requirements. Despite challenges such as 350 additional delegates, the event was considered a resounding success.

Delegates enjoyed a full and varied conference and social programme including a fully themed gala dinner and swing band at the Duxford Aircraft Museum. Intricate planning and attention to detail combined with comprehensive communication and unsurpassed on-site management ensured the smooth running of the event. Oxford International's management of the sponsorship programme saw the largest profit ever generated and carefully considered branding and marketing made sure the event was a memorable one.

The Response

“Everyone rated the actual scientific meeting very highly, which of course was the most important part of the exercise but the social events were nothing short of sensational and their total organisation was meticulously successful. Your whole team was so professional and of the highest quality. It has been a complete pleasure working with Oxford International and when all the accounts and financing are worked out I am sure we will all be winners!”

Incentive Reward Programme, Thailand

The Brief

The client, a home improvement group, runs an incentive programme called the Honours Club. Oxford International organised the ultimate reward: a week in a luxurious location for 80 top salespeople and their partners. The brief asked for direct flights that are no longer than 12 hours, a resort-style property with the right atmosphere of reward and relaxation, and value for money.

The Solution

The Hyatt Regency in Hua Hin, Thailand, exceeded delegate expectations. Delegates remarked not only on the quality of service, “Best we’ve ever experienced!”, but also on the “excellent food” and the “real air of luxury and quality”. Thailand was an ideal destination, not only because it is accessible and the calibre of service immediately sets guests at ease, but it is also good value for money.

Keeping in mind the aim of the incentive – to reward and refresh – the only “compulsory” events were the Welcome Dinner and the Awards Dinner. Optional excursions such as Elephant Trekking, a visit to the Sam Roi Yod National Park and an evening of Thai dance and culture were all well-attended.

The Response

The feedback received from the guests invited on this incentive was very positive. When asked which destinations would be appealing for next year’s Honours Club, a number made it clear that they wanted to go right back to Hua Hin!

Feedback from the hotel also touches on some of the core Oxford International strengths:

“I must say it was also a pleasure working with such a professional and detail oriented team such as yourselves. Certainly the success of this event was also the result of the way you and your team communicated and interacted with the resort and also the detail that was provided in that communication. This obviously makes it so much easier to ensure events of this nature are a success.” General Manager, Hyatt Regency Hua Hin

South American Investigator Meeting, Sao Paulo

The Brief

A leading pharmaceutical company required an Investigator Meeting for 45 delegates, most of whom were from South America. The client chose Brazil as its preferred destination and asked Oxford International to research suitable destinations and venues and to organise and manage the meeting.

The Solution

Oxford International focused its venue search on Sao Paulo as Rio has limited flight access and was proving cost prohibitive. The Sofitel hotel was selected based its standard of accommodation, meeting space suitability and its competitive rates and contract.

Oxford International organised travel, transfers and visas for all attendees and presenters. The creation of a website for the event offered attendees access to registration as well as advice on health, travel, local currency, time zones, and information on the hotel and agenda. Oxford International’s team also managed the client and speaker liaison, collated the presentations and arranged AV requirements with the hotel.

Its on-site team arrived in advance of the meeting to ensure everything was ready and to provide discreet support to ensure the smooth running of the meeting, including its two off-site dinners.

The Response

“I have heard lots of very positive feedback about the meeting. Thank you for all your hard work and support once more to ensure another successful meeting.”

European Advisory Board, Barcelona

The Brief

A pharmaceutical client wanted to hold two back-to-back Advisory Board meetings to bring together top international European Key Opinion Leaders (KOLs). The meetings were to be held on consecutive days because a number of the attendees were required to attend both events. The attendees were very important KOLs and would be travelling from many different countries. Oxford International’s brief included finding an easily accessible European destination that would appeal to the KOLs. A small, high quality hotel, in a city centre location and within walking distance of good quality restaurants was preferable to the client.

The Solution

Oxford International’s travel department carried out extensive research to establish which locations presented a viable option. A hotel in Barcelona was selected because delegates were arriving from a multitude of departure points and the city has excellent flight access. The hotel was in a central location, offered preferable rates and booking conditions and had an exclusive area with its own pre-function space for coffee breaks.

Unfortunately adverse weather conditions across Europe resulted in many of the KOL’s flights being delayed or cancelled. Oxford International’s Travel Manager was immediately on-hand to check the status of each attendee’s flight and liaise with them directly to inform them of any changes to schedules. As a result most of the attendees arrived without significant delay.

The Response

"Oxford International’s staff were outstanding and proved their worth as a fundamental partner in the organisation and management of this event. I was particularly impressed with the way that they worked hard to minimise the impact that the adverse weather had on travel arrangements and the level of personal service they provided each individual attendee.”

UK National Product Launch, 14 satellite venues

The Brief

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.

The Solution

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.

The Response

“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.”

International Congress Attendance, Berlin

The Brief

The client, a leading pharmaceutical company, wanted to promote its product and brand to invited delegates and the wider audience at the annual European Hematology Association (EHA) Congress in Berlin. It asked Oxford International to manage the logistics of its attendance, including organising accommodation, travel and transfers, congress registration and evening programmes.

The Solution

Oxford International conducted a site visit to research accommodation, transport and dining options and to conduct a thorough risk assessment on chosen venues. It secured rooms at the Maritim Hotel in the heart of the city, which met with industry regulations, was located close to the Congress and provided suitable private meeting and dining areas.

Oxford International registered attendees at the Congress in advance, securing a reduced rate by doing so. It hosted a branded web registration site which provided a fast and effective way of registering and communicating with delegates. The team also arranged flights and transfers, greeted delegates and client representatives personally on arrival and organised transport to the Congress every day.

Evening programmes were extremely important as they gave the client an opportunity to network with its guests, so Oxford International arranged a confidential briefing dinner on the first night, as well as a Global Dinner for over 100 people.

The Response

“I must thank your representatives who went out of their way to accommodate me. Please convey my thanks to the team. The hotel was fantastic and my arrival and departure went smoothly.”