‘Three concepts of meeting architecture that create valuable networking’

Global Financial Institution Biannual Meeting

BY INCON PARTNER: AIM GROUP INTERNATIONAL

INTRODUCTION

AIM Group International was commissioned by one of the largest global financial institutions specialising in the private sector of developing countries, to organise their biannual meeting. The event would bring together 400 delegates from 56 countries. The challenge for AIM Group was to bring everything together within a timetable of five months.

On the spot timing, the capacity to be intuitively aware regarding the start-up of activities and their fine-tuned reactivity in providing great solutions has distinguished AIM Group as a company with a team that is accustomed to facing different/ difficult situations and needs.

CLIENT CHALLENGE

The client's meeting presented significantly complex needs. The first was the need to identify 'ad hoc' solutions for the set-up and preparation of networking events where there were high expectations. Past events had always been held in large hotel convention centres but this event would be held in a luxury hotel whose spaces did not lend themselves to how this event was normally organised.

This meant the plenary had to be reduced, there would be smaller spaces for the main sessions as well as group work and there was a need to create dedicated spaces to ensure important networking experiences both during formal and informal moments. The project presented challenges and high expectations since the meeting, held every other year, was fundamentally strategic for the development of the client’s partnership network.

AIM GROUP’S SOLUTIONS

The AIM Group team started by identifying the three main concepts of the meeting architecture that would provide what the client needed.

01. PROCESS

Definition of work modalities with the client (meeting’s owner) in order to be innovative and develop the meeting’s design.

Since the staff of the client had no practical knowledge of the spaces, the AIM Group team set up a two- day site visit where they simulated all the events (plenary sessions, evening events, and the closing dinner) to show the reliability of their solutions.

02. TOOLS

Definition of formats, technologies and a design that would have a real impact on the participants in terms of networking and exchange.

The traditional cabaret configuration that was initially requested was not possible because of the size of the room. As a solution, the AIM Group team proposed an amphitheatre-like solution where the chairs were positioned more in a semicircle. This mix of theatre and audience space created a better networking platform. The space naturally 'embraced' the participants and they felt closer to the presenters. There was also a need for more seating, so additional round tables with chairs were set up in the back of the hall. This provided very effective and natural spaces for various working groups, allowing for spontaneous exchanges.

03.  CONTENT

Other important components of the meeting architecture such as production, formats and key speakers were also defined in accordance with the client’s objectives. These components were mainly creative ideas for more opportunities to network.

OUTCOMES

During the five months of intense preparation, AIM Group fostered open communication and interaction with the client. This encouraged a winning team spirit that increased the relationship of trust between the client and AIM Group that allowed the team to create a meeting that offered lively discussions and important cultural events. Some of the key outcomes achieved included:

• The event timeline required by the customer was carried out with precision in a timely manner.

• The plenary hall, in its diverse configurations, proved to be very efficient despite strong initial doubts.

• The social program that articulated over three evenings was a success in terms of networking. The Gala Award, held on the last evening at The Science and Technology Museum, proved to be a real 'wow' event. Thanks to the excellent coordination between the teams that did the audio-video set-up and decorated the hall, the AIM Group team were able to add a 'special' touch to an otherwise austere meeting.

THE EVALUATION SURVEY RESULTS

These results proved exceptional. AIM Group worked to provide diverse opportunities for participants to make valuable connections with industry colleagues and corporate clients. We are honored to have earned the respect of the client and the request to organise another event for this financial institution.

ABOUT INCON PARTNER

AIM Group organises over three thousand events and meetings every year. Our team of nearly four hundred people, from over 25 countries and speaking as many languages, works out of 15 offices around the world to put an extraordinary depth and width of experience at your service. We offer innovative solutions in many different sectors, from Congress Management to Event and Meeting Management, Healthcare and Pharma Meetings, DMC, Education, Communication and Management Consultancy.

Despite our size, AIM Group still has a "small company" approach to client partnership. From the outset, we set out to understand the needs of each new client and learn their business and procedures.

AIM's success lies in its commitment to running events with professionalism and expertise, in identifying strongly with the outcome. We always strive to add value and are proactive in finding solutions in harmony with client procedures.

Find out more: AIM GROUP INTERNATIONAL →

ABOUT INCON

INCON is a global partnership of trusted conference and association management companies, whose unique collaboration results in the design and delivery of innovative and impactful client events. INCON Partners operate in over 170 destinations from over 81 global offices with a staff of 3,500 employees spread throughout the world.

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