Case Studies

JTB Germany Successfully Planned and Managed Large-scale Symposium, First of its Kind in Europe

Client :Food Company

Industry :Food

Participants :165

Destination :Germany

Period :Late April 2024 (3 days)

# Case Studies
# Event Solution
# Pharmaceutical and Medical
# Europe

Summary

First time to organize an international symposium in Germany
Overcoming tight budget and absence of overall supervision
Providing support from consultation to negotiation including system development
Delivering strong leadership to lead project to success

Objectives

At the request of a Japanese food company with global operations, JTB planned, managed, set up, and provided travel support for an international symposium that brought together researchers and medical experts from around the world.

This symposium had previously been held in Japan and the United States. However, this was to be the first time it was held in Europe, and JTB Germany was assigned as the project leader for the planning and execution of this event. We were assigned to every aspect of the project from start to end: listening to the client's requests, coordinating with related companies, arranging hotels, setting up booths at the site, and managing the day’s operations and any problems that arose.

JTB USA during past editions and had a high level of trust in us. Therefore, when it was time to expand to Europe, they approached our team in Germany. We responded to the client's requirements and established a relationship, which enabled the project for a first international symposium in Europe to proceed quickly.

Challenges

The major challenge was to ensure smooth operations while managing the budget and fulfilling requests where possible. Budget constraints meant there was a limit to the number of programs that could be reflected in the event.

We were involved from the start of the project and actively worked with the client, managing the project, making proposals for the website, and introducing a payment system that could be completed online.

Another area of note was adapting to German business practices. In Germany, changes in roles or responsibilities usually lead to adjustments in the original agreement. We were aware of this aspect of German business culture before proceeding.

In addition, with many VIPs among the attendees, we had to be creative in providing a memorable sightseeing and stay experience when they visited Germany. The knowledge of our German team allowed us to offer greater satisfaction to this well-traveled group.

Key Points

Entered client's team to perform project management
Total production of events from planning to venue setup
Arrange quality hotels within tight budgets
Negotiation and goal setting with an understanding of German business practices

Solutions

Event management with strict budget control

Since the project started during the COVID-19 pandemic, the client wanted to expand the web payment capabilities for the event. However, tax issues and increased staffing requirements for processing were identified while implementing the payment methods. After our representative looked at what was required, we proposed narrowing down the functions to the company in charge of development. By acting as a coordinator in the project, we successfully developed the project within the budget that we had envisioned.

Hospitality tailored to German culture

The post-symposium party was designed with the culture of Germany in mind. Local beer and traditional sweets were served as souvenirs. The gifts were prepared and beautifully wrapped by our team, much to the great delight of the attendees.

Ability to respond to problems

As the project progressed, some tasks required additional support for our German team. We edited Background Music during set up at event in last minutes as it was too busy and could not have enogh time to sort out in advance. Plus Music to find wasn't easy. Spotify was planned to be used originally but found incovinient in last moments due to Addvertisement and copy rigtht issue. Colleague from JTB Netherlands provided her own several CDs and I listened them tracks and edited truck files and set in the venue audio in very limited time on site.

Project progression adapted to German business practices

It is common in Germany for contracts to be readjusted when an order is placed and then the assignment is changed from sales to operator. Such cases could lead to budget overruns, schedule delays, and other problems. To avoid this, records are kept with those in charge of venues, hotels, etc., and negotiations are conducted based on such records when there is a change in those in charge. In the end, the event ran smoothly per the schedule.

Conclusion

With JTB Germany in charge, the symposium, the first of its kind in Europe, was a success. The client's trust in us was further strengthened by our involvement in all aspects of the project: planning, building the web page, setting up the venue, entertaining the VIPs, etc.

We also received high praise for our “strong sense of security,” which led to new projects, including other gatherings and business travel arrangements. Sometimes assisted by other JTB Europe branches, our client-oriented approach guarantees highly-satisfying events within budget.

Project Lead

Yuuki Meisen

JTB Germany GmbH
Meeting & Event
Project Manager

Worked for international companies as Business Trips Consultant including VIP tours for 20 years and expanded carrier for Meeting & Event for 8 years