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Astellas Pharma China, Inc. Annual Clients Meeting · 15-17 December 2011

 

Astellas Annual clients meeting, 15-17 December 2011

100 pax

What we have done:

-Arranged airport and train station pick-up and see-off for all guests individually

-Made the entire production including main meeting backdrop, welcome sign, roll-up banner, directional sign.

- Set up the entire Audio and Video system set up for both meeting and dinner in the same hotel

- Responsible for hotel communication. The client only needed to contact with Hi-light staff for any issues about hotel, and then we helped to communicate with hotel. During the process we offered professional suggestions for both sides.

Challenge:

Since there were more local Chinese guests, arrival and departure sites includes the airport as well as Beijing Train Station, South Train Station, West Train Station. One hundred individuals arrived within half day and from all three different airport terminals and three train stations. After half day all the people left in the next morning after meeting.

A lot of last-minute changes for transportation and room arrangement happened without advance notice.    

Hi-light Solution:

We suggested using Hospitality Desk Package that included not only professional receptionist vyt also office equipment such as laptop and printer. While doing meeting registration, our receptionist checked if there were any changes for guests’ departure time. If someone cannot confirm the information at that moment, we asked Astellas’ sales manager to double check according to a printed list over dinner. All the drivers were informed the final information on the night and staff were assigned to standby on the next morning at hotel lobby for dispatching cars and communication with hotel’s front desk.

With our suggestions for room number control, not a single room was wasted and no extra penalty expense was cost.