Name Of Event: Navitas Global Business Partners Conference
Organiser: The Events Authority
Client: Navitas Ltd
Venue: Shangri-La Hotel, Kuala Lumpur, Malaysia
Date: November 17-20, 2012
The 6th Annual Navitas Business Partners Conference was held for the second time in Kuala Lumpur, providing major networking opportunities for approximately 90 key Business Partners and the wider Navitas marketing team, and also allowing the companies’ some 30 business units to showcase their full range of programmes.
The theme “Success through Diversity” was a spin-off from the AGM and annual report, and was carried across all aspects of the conference, from marketing and promotional collateral to the websites, speakers and on-site activities.
Why KL? Kuala Lumpur was chosen as the conference destination due to its strategic location, price and suitability for the guests. Global air access was one of the first factors considered, and Malaysia Airlines had a great networking across the globe servicing Navitas’ key ports – Australia, China, UK and the US. Compared to other Asian cities, the team felt KL was very affordable without having to compromise on service or quality. The team at the Malaysia Convention and Exhibition Bureau was very flexible and accommodating, in addition to support provided such as video footage, photos and promotional materials on the destination.
The Events Authority (TEA) worked with a number of local suppliers for the event. Audio-visual technology was arranged by AV Solutions, while Amatara Tours provided local transportation in the form of coaches and mini-vans.
The hotel The Shangri-La Hotel was selected as the venue because it fit Navitas’ conferencing requirements; conference floors were easily accessible across two floors, which worked out well logistically. Service across all levels of the hotel was exceptional, and Navitas’ decision to return to the hotel in 2012 was testament to the hotel and the entire team.
The organising committee The organising committee was made up of two full-time staff at TEA and six Navitas employees, representing different areas of the business and globe. Weekly teleconferencing meetings were scheduled to maintain
The content The event comprised a combination of formats – workshop sessions, anexpo and interactive presentations including International keynote speakers Dan Gregory and Kieran Flanagan (Directors of the The Impossible Institute who between them have a 20-year history of collaborating on some of Australia’s most successful product launches). Both leaders in the advertising and marketing fields, they have won various awards for their creativity and work. Dan is also a regular on the ABC’s TC series ‘The Gruen Transfer’.
Team-building One of the highlights of the conference was a movie-making event named “A World of Difference”. A team-building element is always included in Navitas’ events to get agents and staff to network due to the group’s cultural diversity. Guests were split into pre-allocated teams of five or six, and tasked to create five-minute videos based on the theme in half a day. An editor was on-site to edit the top 10 films, and a judging panel selected the winners, who were then announced during a mini Oscars/Gangnam-style ceremony that evening.
Technology With the conference theme being all about diversity, the working party thought that this would be a good time to move from a printed conference brochure to an app with all the information on there and available at everyone’s fingertips. The app included all details of the conference such as floor plans, itinerary, photo galleries, interactive Q&A for speaker sessions and a feedback form, as well as alert features to highlight information that required urgency.
CHALLENGES AND TRIUMPHS
All flights were booked and handled through The Events Authority Parent Company – The Travel Authority Group. A website and registration site was set up for the conference to capture all data required. A fully-integrated system allowed TEA to provide all guests with confirmation of all relevant flight, accommodation and conference details.
A conference logo was produced and carried across the stage design and on-site registration areas. The design was produced by Navitas’ in-house design team. All the stage and set designs were printed in KL because it was a much more cost-effective option. Suppliers were selected in conjunction with the hotel recommendations.
One of the main challenges TEA faced during the printing of all stage and registration collateral was the lack of understanding over e-mail correspondence and trying to explain expectations over the phone, resulting in delays. TEA also tried to source a green carpet for the stage, which again was a challenge getting samples of the carpet. However the Shangri-La assisted and followed up on TEA’s behalf, explaining in detail to the suppliers what TEA needed.
Social events One of the two social events was off-site at the trendy Sultan Lounge in the neighbouring Mandarin Oriental, chosen because there are limited venues that can seat 200 guests in KL. Despite logistical challenges due to the venue’s long and narrow space, guests were able to mingle and dance the night away with a good mix of both sitting and standing options. The second social event was the formal awards dinner held at Shangri-La, where the room was styled with colour schemes and branding requirements.
The event saw 222 guests in attendance, comprising 90 Business Partners, over 100 Navitas employees and 18 university partners. Navitas Limited group general manager of marketing and sales Tony Cullen said that The Events Authority once again exceeded expectations for their attention to detail, service and professionalism, having worked with them for the third time. “Shelly and her team are a pleasure to work with and always feel like an extension to the Navitas team. I would have no hesitation recommending The Events Authority to anyone and would very much hope to use them again for our large-scale corporate events,”
Navitas is a leading global education provider that offers an extensive range of educational services through three major Divisions to students and professionals including university programmes, creative media education, professional education, English language training and settlement services.
Further details about Navitas are available at www.navitas.com
Flawless event management by an award-winning team: The Events Authority, a specialist division of The Travel Authority Group, creates unique world-class events, conferences, incentive travel programmes and meeting experiences. The team offers knowledge, initiative and expertise – and a stunning result.