2011-12-27

Client: Reed Travel Exhibitions
Event: EIBTM: Europe’s premier annual MICE (Meeting, Incentive, Conference and Events) industry trade fair (Barcelona, Spain)
The Objective: Organized by Reed Travel Exhibitions, EIBTM is the leading global event for the meetings and events industry, held in Barcelona since 2004. The trade fair delivers three days of focused access to a dynamic business environment, thought provoking professional education and business networks for exhibitors, Hosted Buyers and trade visitors.

The EIBTM provides exhibitors with a unique opportunity to conduct face-2-face business with professionals from the international conference, events and business travel and meetings industry. As a partner of Reed Travel Exhibitions, official organizer of the EIBTM, Pacific World (formerly Ultramar Event Management) was tasked with full management of all the logistical and technical aspects of the event, ensuring operational excellence for six consecutive years.

The Challenge:
Successful management of accommodation, transportation and event management services for the most demanding clients in the market: CEOs, industry leaders and delegates from the global MICE industry.
Effective management of accommodation, transportation, staff, logistics and signage during an exhibition consisting of more than 15.000 participants and 3.295 exhibitors. Efficient coordination of private t

ransportation, event and meeting management services to Destination Management Companies, Event Management Companies, Convention Bureaus and multiple suppliers related with the MICE industry.
Meeting the expectations and needs of private VIP transport organized for the most important CEOs of the MICE industry. Organizing and ensuring the success of VIP events organized with Reed Travel Exhibition (Ex: Association Dinner, CEO Summit Dinner, etc.)

Pacific World’s solution:
Pacific World selected a dedicated professional team with long-lasting experience in the Congresses and Conferences area. Working as a team with Reed Travel Exhibition and using advanced technological tools, we established an effective working method to manage multiple services, tackling all logistical challenges through effective management and excellent teamwork.

The Result:
The Pacific World team has organized and operated this event successfully for 6 years.
Official Accommodation Agency for the EIBTM –> Pacific World managed more than 50 hotels specially negotiated and contracted for the EIBTM hosted buyers and visitors. Official transportation services for Hosted Buyers and visitors attending to the EIBTM. Over 200 daily transfers coordinated by nearly 100 members of staff. Effective private transportation services for CEOs and VIPs, covering all their demands and needs. Events and services hosted for exhibitors celebrated off Trade Fair during the EIBTM. VIP events and related services hosted by Reed Travel Exhibitions for CEOs.
A close working relationship with Reed Travel Exhibitions.

Data:
City: Barcelona
Date: December (annual)
Attendee profiles: MICE sector decision makers, MICE companies.

# Participants: 15.000
# Exhibitors: 3.295

M2 of exhibition space: 11.000m2

2011-12-25

Client: Eurofred Groupokay

Event:  Launch of Eurofred’s new product:  “Be the first to see the latest”

The Objective: Eurofed, leaders in the domestic and industrial air conditioning market, wanted to organize a spectacular road show to launch the Turboline and Logica Close Control ranges by the Spanish firm.

In order to position Eurofred in the customer’s mind as a leading-edge company in innovation and technology, Pacific World (formally Ultramar Event Management) came up with a creative concept which was expressed in the slogan “Be the first to see the latest.”  The concept, based on the novelty of the products being presented and the impression of exclusiveness to be expressed to those invited, was implemented using 3D technology.

The Challenge:

The main challenge was to create a buzz that would attract attention and guarantee maximum attendance of the 1.700 guests invited to the 5 different events held in Seville, Valencia, Barcelona, Madrid and Palma de Mallorca. Instead of attending the air conditioning fair held in Madrid in March, the Eurofred group held a series of presentations before the fair. The challenge was to make 70% of those invited attend. The target group was male, aged 30-60, technology enthusiasts and experts unwilling to leave their place of work to attend product launches.

To position Eurofred in the customer’s mind as a leading-edge company in innovation and technology and create an attractive event in order to make an impact in the trade press. To create and coordinate the publicity and organisation of the events efficiently: 5 events at 5 different destinations in two weeks.

Pacific World Solution:

Creative idea: As well as presenting the company’s new products, the idea was to position Eurofred as a leading-edge brand in terms of technology. To do this a decision was taken to opt for 3D as a basic format for communication. The slogan created for the event, “Be the first to see the latest,” effectively expressed the concept.

The presence of a celebrity helped to create expectations. We thought of Paula Vázquez, a feminine figure with a youthful image, able to attract the attention of a largely male audience. She was the one to personally welcome attendees at a photocall specially set up for each of the five Spanish destinations.

Invitation: To create anticipation and encourage attendance, an unusual invitation was created, in line with the concept. Those invited had to use special glasses to read the message in 3D. A digital invitation was also created, in keeping with the concept. Presentation: To give continuity to the creative concept, those invited also had to wear special glasses during the event to be able to enjoy the presentation in 3D.

Setting up the event and the venue: venues were chosen which would help to express the creative concept, and which would also be easy to theme and adapt to the corporate image.

The aim was to surprise the audience with the audio-visual and lighting set-up. To do this a big screen was set up together with six smaller supporting screens to project the company logos and highlight the image of the product. The large central screen served to project the presentation in 3D and specific videos of the products being presented. All material was prepared by Pacific World. In terms of lighting, the hall was themed in the company’s corporate colours: blue and black.

Pacific World tasks:

-Development of the creative concept for the event

-Design and production of all graphical elements

-Hiring and fitting out venues with themed decor and state-of-the-art audio-visuals

-Hiring and coordinating the people involved (celebrity presenter, hostesses, coordinators and others)

-Gift for attendees

-Inviting attendees

-Press office

-Logistics

-Planning, coordination and execution of the project

The Results

Very attractive communication that succeeded in convincing those invited to come. 1.700 people invited with approximately 1.500 people attending (88% take-up). The product launch pre-empted the air conditioning fair. This gained the client greater media coverage, a good attendance rate and positioning as the pioneering company in the sector.

Successful image and slogan for the event: “Be the first to see the latest” thanks to the material implementation of the creative concept.

Eurofred positioned as a leading-edge company in innovation and technology, thanks to the audio-visuals at the event. Combination and fusion between the opening video in 3D and the material presented by Eurofred – globally innovative products. The presenter of the event, Paula Vázquez, guaranteed maximum attendance and livened up all the events.

Data:

City: Seville, Valencia, Barcelona, Madrid and Palma de Mallorca.

Date: Feb 15th – 25th 2011

Type of event: Product launch

Guests profile: Distributors

Attendees: 1.500 guests

2011-11-25

Client: BMW UK
Event: Top performance dealers Incentive Programme
The Objective:
BMW Group employs roughly 8,000 people in the UK motor industry, plus an additional 11,000 in its 148 strong UK dealer network, making it vital to the organizational health and financial well-being that BMW’s most valuable team members are recognized, rewarded and ultimately retained.

Because of this, the BMW UK Dealer Business Conference requires partners who understand their corporate vision and approach, and are willing to incorporate those objectives into the annual week-long event. The main tenants of the travel portion of the programme were to reward the UK’s 350 top performing dealers and staff by providing them with a high-quality experience, as well as foster an exchange of knowledge between the UK team and their selected destination counterparts.

Once BMW UK set its sights on China, their agency (Grassroots) sought a partner who could leverage their knowledge and relationships to deliver a complex program with a competent level of expertise and execution — they looked to Pacific World China.  The coordination and logistics of such a highly customized effort for a group this size in Beijing was massive in scope and expectation. It would demand a destination management company who was capable of organizing and leading all partners to work in concert to deliver a well-timed and well-run programme.

The Challenge:
In all, the programme used more than 20 off-site restaurants, three notable government venues, 20 plus performances, ten scenic spots, 60 professional tour guides, and at the Imperial Gala Dinner at the Forbidden City with 400 professional servers.

Adding to the level of complexity, the profile for an automotive company incentive participant tends to be a well-travelled individual. For that reason, planners needed to go to great lengths to ensure that everyone enjoyed a personalized experience.

BMW Dealers chose from numerous options of high-quality activities, tours and dining experiences using an online platform, even at the very last minute. In addition, special requests were always welcome and every guest was treated like he or she was the only one who mattered.

The Result:
Guests enjoyed gala dinners and lunches, complete with cultural performances at the Ancestral Temple of the Forbidden City, the Great Hall of People and the Great Wall of China.  Pacific World also worked to proactively ensure that security clearance issues wouldn’t arise on the day trip to Xian through coordinating with local authorities ahead of time; guests were able to pre-check and thus easily board their chartered flights — with meal packs prepared according to individual dietary preference

In the words of a BMW UK Event Manager:  “All the feedback we have received has been outstanding. We have never received so many letters of thanks and appreciation from dealers. Hard work, dedication, long hours and flexibility with all of our requirements was greatly appreciated and this made the event a huge success.”

Pacific World Solution:
In seeking the best experiences for the BMW programme, Pacific World drew on deep relationships with local authorities to obtain access to unique, historic and stunning venues that were nearly always off-limits to corporate events. Using these connections, the company overcame security, transportation, power supply, tent construction and set-up time restrictions.

While Beijing is rich in culture and history, there is nothing more recognizable then the Great Wall of China.  While most people had visited the Great Wall, a special preservation visit was arranged. This allowed programme participants the opportunity to help restore a dilapidated section of the wall. Each member of the BMW team that wished to support the project were given a brick to place on the broken wall, and with the help of a local operator, they were able to place it on one of the world’s greatest monuments. In return, each person received a certificate for his or her contribution. Although this may not seem like much, as the saying goes, “a journey of a thousand miles starts with a small step.”

Every aspect of the programme, from stunning historical venues and engaging cultural activities to gastronomic journeys and knowledge exchange with local counterparts, was specially and thoughtfully designed to engage and delight the BMW team. Through the efforts of Pacific World China, Grassroots and all the partners, the dealers travelled back to the UK with an expanded worldview and a desire to meet new BMW counterparts on journeys earned through future BMW motivational reward programmes.

Client: BMW UK
Program: BMW Dealer Business Conference
City: Various locations in China
Type of event: Incentive programme
Guest profile: Dealers and associates
Partners: Grassroots, Sofitel Wanda Beijing, JW Marriott Beijing,
Air Berlin, British Airways, Emirates, Lufthansa

#Attendees: 350 guests