Jenny May of Destination Management Company, preparing for 1,000 delegates
It would be easy if the event took place in the 3,000-room Venetian Macao which offers a one-stop shop. If it is in Hong Kong, we have to split hotels and shuttle services, that require ample staffing. So set up a team with a project manager overseeing planning and implementation. We usually have one dedicated person organising all transport transfers, one handling off-site and another to take care of accounts.
Delegates will be arriving at various time slots, so a full-time representative greeting clients at the arrival hall makes for seamless ground-handling service.
Hong Kong Tourism Board has various incentives - depending on the size of your group and may arrange a lion dance performance at your welcoming cocktail, signage at airport and gifts.
Ask that individual delegates indicate dietary preferences when submitting their conference registration, including food allergies. Get other requests such as feather pillows in guest rooms.