Manage sourcing and logistics for major entertainment event within 5 months of award
Develop social program for largest watched music event in 2022
1,400 attendees, 40 countries
10,400+ room nights
“Your work has been flawless and perfect from start to finish.”
“Fantastic job as this year the circumstances were not always easy.”
Brief
CWT Meetings & Events was invited to respond to competitive RFP from Eurovision host broadcaster, Rai Italia, with two-week turnaround time
The event was awarded to CWT Meetings & Events in November 2021 for operation in May 2022
CWT Meetings & Events was selected due to their demonstrated expertise operating similar events and their competitive financial offer
Awarded services: venue sourcing, negotiating, contracting and payment processing and accommodation management
New proprietary technology was used to manage unique large-scale events, such as 2021 FIS Ski Championships and Volleyball Nations League consolidated payment strategy to optimize cash flow, drive efficiencies and integrate data
Solution
Team of 14 CWT staff with specific expertise ranging from meeting planners to senior leaders
After initial award of hotel program, selected to manage logistics/transportation plan and social program
Developed comprehensive hotel strategy and negotiation to secure room blocks and affordable rates as rooms were not pre-blocked at official host hotels and event success depended on confirmed bookings
Created unique social programs to promote event as well as area activities, restaurants and historical sites
Managed COVID-19 health and safety rules using more transportation vehicles for additional space; due to evolving variant unknowns, transportation plan finalized night before first show
Result
Successfully managed more than 10,400 room nights encompassing more than 1,170 rooms for nearly 1,400 attendees from 40 countries over 2 months
Received consistent positive feedback on last minute contingencies and requests
Coordinated 800 bus shuttles and private cars on 52 different routes
Managed more than 100 social programs
Supported largest watched music event of 2022 with over 5.1M live streams to a 4.6 rating on a scale of 5
Received positive attendee feedback:
“Your work has been flawless and perfect from start to finish.”
“Fantastic job and this year the circumstances were not always easy.”