4,000 guests. One flawless experience.

Bringing 4,000+ attendees together across five days, hundreds of sessions, and dozens of vendors – this was logistics at scale.

Read more about how we kept everything moving without missing a beat. 

The Challenge

Unite every member of a nationwide internal team – across therapeutic areas, functions, and geographies – for the first time under a new enterprise identity. The goal? Inspire, connect, and activate teams to take on the year ahead.

Key objectives included:

• Deliver a unified, inspiring experience under one enterprise vision
• Seamlessly manage logistics for over 4,000 attendees
• Ensure smooth registration, housing, ground transport, and agenda planning
• Create space for connection, training, and celebration
• Execute on tight timelines, with high expectations

The Solution

We delivered an end-to-end event management operation built to handle scale, precision, and people-first experience design. 

This five-day program featured:

• 3,900 attendees + 360 vendors and agency partners
• 14 therapeutic teams, 4 cross-functional teams, 200+ workshops
• 17,083 room nights and a $7M+ F&B program
• Full management of registration, housing, ground transportation, and personal agendas
• 13 simultaneous awards dinners and 8 concurrent general sessions
• HCP & patient engagements woven into the program
• Digital enhancements including app management and captioning options
• VIP and C-suite coordination for 50+ senior leaders

From the moment attendees arrived to the final farewell, we focused on delivering a seamless experience across every touchpoint. Our team managed every detail — from budget and vendor oversight to onsite support with 83 staff on the ground. With enhanced accessibility options, clear communication, and flawless execution, we helped make the client’s largest-ever internal meeting feel effortless, welcoming, and entirely first-class.

The Value Created

The event exceeded all expectations, both logistically and emotionally. Attendees walked in with concerns about the scale but left feeling energized, inspired, and connected.

Thanks to our team’s precision in coordinating everything from registration and transportation to session management and dietary needs, we delivered an experience that felt personalized for each individual. The careful attention to detail resulted in significant cost savings. The logistical success was complemented by high levels of satisfaction, with feedback showing that attendees appreciated how smooth everything felt, from check-in to the final wrap-up.

The entire field force left feeling more united, motivated, and inspired, ready to take on the year ahead with a stronger sense of purpose and connection.

This event didn’t just mark a milestone in terms of scale, it reinforced the importance of seamless execution to provide a first-class experience that leaves a lasting impression.

You all managed your workstreams flawlessly… your dedication and hard work truly made a difference. Thank you for being such an incredible team and for making this experience so memorable.

– Key Client – Director, Engagement Planning Operations