Large Group Logistics

Objective:

To seamlessly coordinate transportation and program logistics for 500 people.
The program was designed to celebrate the company's 75th anniversary in conjunction with their sales meeting. Logistics played a key role in ensuring the event's success, especially as the numbers rose from 250 to 500 guests.

Program Overview:

Two days of company plant tours and sales meetings were capped off with a special screening of their company's history at the Jane Pickens Theatre, a historic Newport landmark that has been restored to its original splendor. Before the showing, 500 guests were transferred to a neighboring park in historic Washington Square, which was used as a gathering spot for registration. Newport Hospitality worked with the transportation company and our on-site staff to manage the transfers while the client was able to focus on the presentation. Following the showing at the theatre, all guests traveled to Rosecliff mansion aboard classic Newport trolleys. An evening at Rosecliff was the grand finale for the company's celebration.

Behind the Scenes...

Our client's main concern was the timely transportation of all guests from point A to point B. A negative experience with a previous transportation company left them nervous about this program running smoothly. Newport Hospitality worked with experienced local vendors to secure appropriate vehicles, knowledgeable drivers, and highly trained on-site management, ensuring that everything went according to plan. Newport Hospitality's President also attended a city council meeting to obtain the approval, permits, and police detail needed to host registration in this public park. The final piece of the program at Rosecliff was heavily involved in logistics: a floor plan was designed to account for the seating of 500 attendees, many food stations were arranged, and additional tenting accommodated the flow of guests.

Results:

Newport Hospitality hosted the group of 500 with much success, alleviating our client's concerns while allowing for an enjoyable day of celebrating company history.