With five months until the program, the team learned that the hotel with the largest room block would not be done with renovations in time for the event. By working with Discover Puerto Rico, the team was able to source seven additional hotels to find two replacements, resulting in five total participant hotels.
Event locations had to be unique, budget friendly, and central to all participant hotels. Two award ceremonies, four hotel receptions, two town halls, individual excursions, and a final night celebration were executed. The team used problem solving and testing of transportation to ensure attendees arrived at group events on time.
Puerto Rico is considered an international location in shipping terms, and the team ensured that all materials, merchandise, and production equipment made it through customs to the location on time.
With the use of a mobile app, the team created a completely digital event. The app housed individual itineraries, travel information, activity confirmations, awards night information, maps and seating charts. It also included an activity feed to post photos and interact with fellow attendees during the event.
“…I was worried about logistics and all kinds of things outside of our control but you pulled it all off so seamlessly. Thanks for your leadership of our outside and internal teams and I can’t wait for the next event…” —Client feedback, President and COO