We coordinated the travel itinerary (incl. booking of flights) for members of the press and the shuttles for all of the hotels, Jutlandic airports and MCH Vardevej, where we had to coordinate with the arrival and departure of all the foreign guests.
There were price negotiations and also the coordination of hotel rooms. They needed around 1,000 rooms a day for two days and around 300 for two days and preferably not more than 35-45 kilometres’ away.
Generally, throughout the process, there was close contact with the Agromek team, in the form of continuous status meetings, where current and future tasks were discussed, and the time schedule was updated.
We were responsible for the call centre, where we contacted the invited guests who had not yet accepted or declined their invitation.
We manned information desks every day of the fair (and also took phone calls), we were in charge of handing out nametags, tickets for the banquet for the international invited guests, and making sure that the shuttle buses were running at the correct times with the right guests.
In addition, there were also tasks like:
- Creating a table plan for the banquet (around 1,200 participants)
- Assistance for visa applications
- Seating of around 1,400 guests at the banquet
- Thorough evaluation with professional partners and Agromek after the event had ended