Challenge

• Recruit relevant personnel to attend the 2-day conference ‘Securing our Common Future', and conduct all aspects of delegate management for the event. The DFID needed to fill 400 delegate places. The audience included parliamentary members, the press, charities, food agencies, embassies, institutions and banks.

Solution

• Grass Roots managed the invitation process, substitutions and approvals, including:
  • Provision of a tailored registration website, linked from the government website
  • Provision of an invitation listing tool to upload data for the dispatch of invites
  • Dedicated project telephone line and email support
  • Issuance of confirmation emails
  • Coordination and issuance of joining instructions
  • Real-time, on-line reporting before the event
  • Printing of credit card style badges
  • On-site equipment and staffing
  • Post-event reporting.

Results

• The target number of attendees was achieved
• The project execution and delegate attendance fully met the client brief.