Pharma Conference, Munich & Vienna

The challenge

A Fortune 500 pharmaceutical brand booked their European product launch across Munich and Vienna. Two cities, 340 delegates from 18 countries, four days. Flights landed across a 48-hour window. Venue shuttles ran at the same time between hotels, conference centers and a gala dinner venue on the Danube. One missed pickup would set off a chain reaction: late delegates, empty sessions, and a real reputational risk for the client.

Our solution

We committed 10 coaches plus 2 backup vehicles. Each driver got a printed briefing sheet with flight numbers, passenger lists in their native languages, and venue entry protocols. One account manager watched every flight live and re-routed coaches as arrivals shifted. For the gala night, the fleet was in position 90 minutes early and the drivers wore black tie.

The result

Zero late arrivals across all four days. Every delegate reached every session on time. The client rebooked us for three subsequent regional launches the same year.

How we ran it

1. 1

   Fleet held for four days

   Ten coaches on the schedule plus two backup vehicles kept free, so a breakdown never became the client's problem.

2. 2

   Driver briefing packs

   Each driver received a printed sheet with flight numbers, passenger lists in the delegates' own languages and the venue entry protocol.

3. 3

   Live flight watch

   One account manager followed every inbound flight and re-routed coaches as landing times moved across the 48-hour window.

4. 4

   Gala night

   The fleet was in position 90 minutes before the first guest left the hotel, drivers in black tie.