Premium conference management on short notice
Kick-off: 16 Events.
4,000 People.
1 Partner.
Objective
16 Cities.
One Experience.
Kick-Off
Shortly before Christmas, we received an urgent request from an international industrial group, a long-standing client of Allgäu Events: The internal annual kick-off was spontaneously to no longer be digital, but finally take place in person again – and bring together the more than 4,000 regionally dispersed employees as one team.
New products, strategic alignments, and changes were to be communicated clearly. At the same time, it was important to strengthen team cohesion and show appreciation to the employees.
The demands were high – and the time pressure enormous: A format was needed that would inform, motivate, and connect. 16 events in 16 cities within less than 14 days, with consistent premium quality and only a few weeks’ lead time.
Facts & Figures
Format: Group-wide kick-off event: 16 conferences with evening events
Occasion: Annual kick-off & presentation of strategic corporate goals & new products
Client & Industry: International industrial group
Participants: over 4,000 employees from across the DACH region
Location & Venue:16 cities in Germany, Austria, and Switzerland – hotels & event locations
Timeline: 7 weeks lead time until the first event, 16 events in 1.5 weeks
Objective: Information & motivation for the annual kick-off, personal encounters, appreciation, team bonding
Our Services: Participant management, location scouting & booking, coordination of over 80 service providers, event direction, technology, on-site support by two parallel event teams
Our Solution
Perfectly organized all around
Full-Service
To implement a project of this magnitude, we developed a precisely orchestrated event series just seven weeks before the first kick-off – demonstrating what true full-service means. We planned each of the 16 events from scratch and executed them with uncompromising premium quality. This includes:
Location Scouting & Booking: Suitable hotels and event locations in Germany, Austria, and Switzerland – reserved and prepared on time
Participant Management – Preparation: Specially programmed microsite for invitations and registrations, real-time evaluation of participant statistics
Participant Management – On-site: Admission control via QR code, helpdesk, distribution of over 4,000 branded hoodies and materials
Service Provider Coordination: Centralized management of over 80 service providers – ensuring no organizational effort for the client on-site
The content delivery of the conferences was entirely the client’s responsibility – we handled all interfaces, logistics, and processes so that those responsible could focus exclusively on their content.
Additional challenge: The 16 events took place in less than two weeks – some with two events in different cities on the same day. To make this possible, we operated with two event teams that independently managed different locations and covered a total of over 8,000 kilometers.
Result & Impact
Thanks to this meticulous planning and support, our two parallel event teams were able to execute each event with the highest quality.
The client was able to fully concentrate on the content delivery and personally reached their over 4,000 employees – despite remote work and geographical dispersion.
The events strengthened:
Understanding of new products, strategies, and changes
Emotional connection to the company
Team cohesion across locations
Perceived appreciation and motivation of employees
The central message of the annual kick-off was not just communicated, but experienced:
“As a company, we are moving into the future together.”
This project demonstrates how complex event series can be professionally implemented even under extreme time pressure – with a clear structure, well-coordinated teams, and a strong full-service partner in the background.
What we say about the event series
The Allgäu Events difference
"This project shows how an experienced full-service event team can achieve great things even under extreme time pressure. With full concentration, we consistently supported our client and enabled a perfectly organized series of conferences. I am proud of our team – and grateful for the trust placed in us."
Over 20 years of experience
Event consulting at the highest level
We listen, think creatively, and plan with expertise and commitment – until every detail is perfect. For 20 years, we have been organizing premium events that connect people and bring brands to life.
Take the next step too
FURTHER REFERENCES
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Incentive Travel
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More adventure, more motivation, more team spirit – tailor-made incentive trips worldwide as a reward for your team.