How FCM M&E takes the stress out of event logistics
You might have the best ideas for your meetings & events with great speaker lineup, out-of-the-world sightseeing during group travel, but AV failures, or late airport transfers can dent the overall experience. This is why mastering logistics is crucial to ensure smooth execution of meetings and events.
Without meticulous logistical planning, most exciting events can look chaotic. Travel buyers and procurement heads expect flawless execution with minimal or no disruptions and the challenge lies in coordinating all the aspects and bringing them as one.
FCM Meetings & Events teams are specialists in handling logistics and give the attention it deserves by ensuring every aspect is covered without any disruption.
Strong logistics translates to better cost control, risk management, sustainability, and ROI on meeting or event spend. Efficient logistics management can lift up experiences and make them memorable,
Jude D’souza, Leader - FCM Meetings & Events India
Logistics management in group travel
Like any other conference or convention, group travel also requires strong logistics planning. Challenges can come in any form, depending on the type of event. For instance, during group travel, companies can face roadblocks in bringing dealers/channel partners to one place, or visa delays especially during international travel. That said, within group travel, there can be multiple touchpoints that can affect your planning, if not taken care of. Such as:
Bookings and airport transfers:
Arranging flight bookings, airport transfers, and local ground transportation. You have to ensure your attendees arrive at the right place, at the right time, without any stress.
Accommodation:
Early check-ins and late check-outs or vice-versa, arranging accommodation with respective needs requires diligent planning and supplier partnership.
Venue management:
What’s the location of your event? Is it closed door or in the open? From setting up the stage, managing seating arrangements, power supply, and technical equipment, everything needs to be perfect for a good event.
F&B and branding:
Let’s face it- networking over good food and drinks can go a long way. In the same breath, exhibition materials, branding, giveaways, and troubleshooting in real time during the event needs to be addressed.
How FCM Meetings & Events makes worlds meet
The proof lies in the pudding! Our FCM Meetings & Events teams are specialists in handling complex logistical challenges and make magic happen. Recently, our India team managed a group size of 350 people and flew them from India to Edinburgh and then London. To nail the group travel, the team handled end-to-end logistics including:
- Flight bookings and visas for travellers flying from different parts of India.
- Flying meal planners with the group for authentic Indian food.
- Smooth airport transfers from Edinburgh to London.
- Arranging special vehicles for carrying luggage from Edinburgh to London.
- Obtaining kitchen access at hotels.
“Due to limited baggage allowance on internal flights, our team managed the transfers by arranging a luggage van that travelled by road and reached London on time. Overcoming such challenges involves local support and a strong supplier and partner network across the globe,”
Nausheen Merchant, Senior Manager, Contracting- India
Mastering events with tech
Another major aspect which requires expertise on group travel is tech-enabled experiences and engagement. Our India team recently managed end-to-end four-day group event for a healthcare giant where they arranged for LED tunnels, photo booths, special EFX, and much more!
The tech-enabled experiences engaged attendees and created a wow factor. What went behind the scenes was meticulous planning, seamless logistics and M&E specialists.
Make your group travel effortless
Whether its networking drinks, managing an annual conference for thousands or organising a small global team meeting, FCM Meetings & Events Asia can manage logistics and blend expertise, tools and knowledge to deliver a return on investment and engagement.