INTRODUCTION

Following the SARS breakout, an international finance company based in Hong Kong asked us to be part of their team organising a Global Conference for 100 delegates, that had to be relocated from Hong Kong to four worldwide destination with a lead in time of just 6 weeks.   The conference was to utilise breakthrough technology allowing presenters to be ‘teleported’ to the respective sites.  Our remit was to locate suitable venues in London and New York, provide all the logistical support as well as ensure that the sites could accommodate from an IT perspective the technology that was being introduced as well as provide full on-site support..  

Both London and New York required:

ˇ          3 Conference rooms with back projection for 100 in each.

ˇ          An IT suite to accommodate five workstations

ˇ          A hospitality suite manned throughout the conference

ˇ          Full set build and construct for all conference rooms

ˇ          Dealing with technology called teleportation that had never been used as a Worldwide tool before, therefore covering new territory in all spectrums of IT

ˇ          Full Logistical support in London & New York

ˇ          Fully networked 24hrs throughout the 9 transmitting sites and 4 receiving sites  

ˇ          2 x social events

ANSWERING THE BRIEF

Given the short time frame finding the right venue was the most challenging aspect of this project. Over 100 venues were contacted in both cities and eventually the brief was met with venues themselves juggling existing events to accommodate the event.

A quick and clear understanding of the technology  being used was imperative to ensure that not only a global network but also local networks and back up ISDN lines could be put in place to accommodate the technology being used.

TheMillennium Mayfair Hotel was selected in London, and the Ritz Carlton in New York. Both of these hotels fit the criteria and had the space for this conference.  They were both centrally located and therefore offered good access to the delegates attending the conference.

As well as providing the local network infrastructure within the hotels,  full audio visual equipment including sound and lighting was provided for the conference rooms.  All IT equipment was provided, installed and maintained throughout for the IT suite, registration areas and conference rooms.

Martlet were also responsible for the social programme in both cities. In London, a small cocktail reception was held on the first evening was held at Patara – a renowned Thai restaurant in central London. The Hempel Hotel was the setting for the second evening providing a minimalist and chic venue to refresh the guests following an intense days of meetings.  The theme was ‘Japan’ and a variety of canapés and cocktails were created to accompany waitresses in kimonos and sumo wrestlers greeting guests!

In New York, the first night saw ‘Asian style’ cocktails served at the roof top bar of the hotel, which was taken exclusively for the event.  Guests enjoyed unsurpassed views across the Hudson to the Statue of Liberty prior to attending the preview of the film Matrix  Reloaded.

Keeping in line with the ‘Japanese’ theme running through all four worldwide sites, a private yacht was chartered for the group on the wonderful Hudson River.  As the sun set over the New York skyline guests were served sake and champagne by waitresses in kimonos and enjoyed an Asian style buffet.  Sumo suits and wigs were provided for all guests and great fun was had dressing up and dancing to the sounds of one of New York’s premier D.J’s.