Challenge
For the second consecutive year, MCI The Netherlands and MCI UK were chosen as one of the core events agencies for the OYW Summit, delivering full event management services, from volunteer, transportation and exhibition management to fully producing the Summit programme. With the same MCI team from the 2018 edition being on board this year, prior experience helped boost the client, sponsor and exhibitor trust in the on-site team.
Solution
In the event’s industry, things need to work as close to clockwork as is possible. Especially for high-end events such as One Young World. And with something so large in scale, there’s plenty to manage.
The exhibition space grew, not only in terms of companies but also in square meters, with booths ranging from virtual reality to sustainable chocolate. 8 out of 16 companies exhibiting during this edition exhibited last year; thus, a connection had already been made. We developed an excellent working relationship with sponsors from different industries including Johnson & Johnson, BP, Finance Standard Chartered, Coca Cola and Jaguar Land Rover.
Next to managing the exhibition space, our team took care of the management of the QEII Summit Programme; which included the side stages, translating the content into a setting that worked. It was paramount that the team matched the technical requirements with the content to create a seamless experience. Alongside,
- Aligning with suppliers, sponsors and clients
- Making sure the aesthetic of the stages was of high quality
- Providing extra attention to high level and disabled speakers and
- Making sure each stage was equipped with all necessary AV equipment
Volunteers play a crucial role at the Summit, taking on the roles of VIP hosts, accessibility champions, stage assistants, directional support, registration helpers, opening ceremony flag assistants, press support, news writers and photographers. Our role was to attract, engage and retain volunteers. We strategically managed the entire volunteer piece from application selection through to meeting each volunteer in person and working alongside them onsite.
Our teams worked tirelessly to ensure that all volunteers were supported, committed and excited before attending. This required dedicated round-the-clock communications, meaningful interactions, and personalised engagement. They supported the Summit at every given touchpoint of the delegate’s journey from their rousing volunteer welcome upon arrival in the UK to hotel check-in.
Through impeccable time and stakeholder management and due to our exceptional expertise and experience, the challenges faced were met head on with flexibility and clear communication. It was an honour to facilitate conversations that drives change, and to showcase MCI’s collaborative spirit, creativity and world-class project management.
Testimonial
“You were absolutely amazing!” Kate Robertson, One Young World Co-Founder
