Case study: Shell
The brief
Active were appointed by an award-winning sales promotion agency to manage various aspects of the logistics and winner handling for this pan-European incentive, allowing the agency to concentrate on delivering the core elements of the trip and 'the message' through the various events, meetings and breakout sessions.
The challenge
The project offered some logistical challenges; with winners from across Europe flying in and out on different dates, staying at various hotels and attending a mix of meetings and dinners. The agency wanted a partner they could rely on to manage communication with the winners regarding travel, transfer and accommodation arrangements, followed by logistical support on the ground delivering these aspects of the trip (i.e. transfers, hotel arrangements etc.)
The solution
Our events team provided a personal travel hotline for all guests, supported by Active's online travel and events registration portal, which was utilised to deliver much of the communication surrounding the trip. This included managing flight bookings through the client's in-house business travel team, facilitating visa applications on behalf of guests and providing rooming lists and meal requirement lists. The same team also accompanied the group to manage the accommodation and travel logistics on the ground; including airport meet and greets, running the welcome desk and acting as the main coordinator for all ground tranfers.
Registration website
The execution
A multi-lingual version of Active's travel and events registration website was implemented as a main communication portal for winners, with support services fed into the system by both Active and the client's travel team. The system not only simplified delivery of the programme to the winners, including providing itinerary information, registration of winners and confirming travel arrangements with winners, but also facilitated winner handling for the event team by providing automated personalised guest itineraries, hotel rooming lists, dietary requirement sheets etc.
The success
The travel and events registration portal became an integral part in the successful delivery of the project and ensured a seamless experience for all winners, whilst Active's contribution to the project was noted with thanks from the agency and client.
This project was run in partnership with an agency.