CASE STUDY
Uniting a global sales team across three countries
Long term partner since 2024, this leading university organisation engaged FCM Meetings & Events to organise three regional meetings for their international business development team. From the outset, the team invested time in understanding the nature of the gatherings, the client's objectives, and the unique logistical challenges that would come with coordinating multi-regional events. With events in Bangkok, Nairobi, and Mexico City, the challenge was on to balance global alignment with local delivery, all within a controlled budget.
"I was so impressed by the FCM Events Team... it really made a big difference." - Client
Key summary
- This customer united their global business development team across three key meetings.
- The FCM Meetings & Events team delivered three consistent, secure, and engaging events for 236 attendees from 24 cities across Bangkok, Nairobi, and Mexico City.
- An end-to-end travel management solution that streamlined registration, communication, and safety protocols, while integrating local cultural experiences.
- Resulting in a 92% customer satisfaction score and rapid crisis response that saw impacted delegates rebooked and safe within five hours of a major security alert.
Goals & challenges
Operating across multiple continents, this FCM Meetings & Events customer needed a structured and reliable way to connect regionally dispersed teams. Each event needed to be engaging, easy to navigate, and safe for attendees travelling from across the globe. At the same time, there was an expectation to:
- Use the budget wisely, every decision needs to deliver measurable value.
- Tailor each event to its regional audience, while keeping overarching objectives front and centre.
- Deliver seamless, high-quality event management across three diverse markets.
- Ensure end-to-end coordination of travel, accommodation, and venues for delegates from 24 cities.
- Prioritise safety by working closely with the client chosen security provider.
- Boost attendee engagement with cultural experiences that make every gathering memorable.
Approach
Each five-day event was managed end-to-end, delegates travelled from 24 different cities, which meant coordinating flights and hotels, managing arrivals across multiple time zones, and aligning ground transport so everything ran to schedule.
A single registration and communications process was introduced across all three events. This gave attendees one clear path to manage their participation, while also allowing the client to track responses, requirements, and attendance in one place.
Behind the scenes, the FCM Meetings & Events team managed:
- Attendee registration and ongoing communications
- Venue sourcing and contracting
- Travel and accommodation, including group logistics
- Conference setup, including audio-visual, staging, and materials
- Catering tailored to local preferences and dietary needs
Security was a key consideration throughout. Working closely with the client’s security provider, venues were selected with accessibility and risk in mind, often close to major transport hubs. To further support delivery on the ground, two FCM Meetings & Events team members were stationed at each event. This allowed for immediate response to any changes, while ensuring the program ran as planned.
I just wanted to say a huge thank you for the amazing sales conference in Mexico... The venue was also fantastic, such a great choice and a perfect setting for the discussions and sessions we had.
— Delegate.
Showcasing each location
Each location also included tailored experiences designed to bring teams together in a more informal setting.
- Attendees in Bangkok participated in a cooking class with a Thai Masterchef at the world-famous Blue Elephant school.
- The Nairobi event include a giraffe sanctuary tour and a local bead-making workshop where the team were supported by local women and the sale of the jewellery they make goes towards supporting their independence.
- In Mexico City, delegates enjoyed an authentic family-style dinner at Azulisimo and a historical walking tour of the city where they hit major landmarks Diego Rivera Mural Museum, Metropolitan Cathedral, Templo Mayor archaeological site, and more.
Outcomes
The three events were delivered successfully, eliminating the need for multiple suppliers and ensuring a cohesive experience across all locations. Attendees reported a 92% CSAT score, reflecting high satisfaction with the smooth travel and event experience.
Nairobi put planning to the test, when a security alert meant some delegates needed to get home immediately. Thanks to full travel and event oversight, the onsite events team coordinated with the FCM Meetings & Events group travel team in London to respond in incredible speed. Within five hours of the initial alert, affected attendees were rebooked and waiting at the airport to board flights home.
"The FCM Travel team were second to none - Rosie and Laura, thank you for everything. Truly, you went over and above.
- Delegate.