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NYS Corporate event management team has over 20 years experience making us the perfect choice to handle the organisations and logistics of your event.

NYS Corporate will consolidate your business travel expenditure providing you transparency, variety and a quality service through a tailored solution.

As a conference and meetings specialist we strive to achieve a quality service and cost reduction with a creative flare

NYS Corporate is a specialist Events, Conference and Corporate Travel management company

Sales Kick-Off Event

Overview

Unify is the newest member of the Atos family, combining Atos’ knowledge and reputation in the IT services market with Unify’s expertise in communications and collaboration.  Unify provide integrated communications solutions for approximately 75% of the Fortune Global 500.

NYS Corporate have worked alongside Unify as a preferred supplier of Venue Finding and Event Logistics since 2014.  The purpose of the “Sales Kick-Off” event was for Unify’s Sales Teams from all over Europe to get together and reflect on the sales results for the year-to-date and also set targets for the future. There would also be an Awards Ceremony for the top performers and the launch of the Sales Incentive trip.  NYS Events were appointed to manage venue finding, pre-event logistics, an efficient delegate registration process and on-site support to ensure the smooth running of the event on the day.

The Brief

Requirements included:

  • Venue suitable for two-day event
  • Accommodation for up to 500 delegates
  • Logistical support for delegates travelling from all over the UK and Europe
  • Gala dinner
  • Fun evening entertainment
  • NYS Events to create Unify branded delegate registration websites in English and German
  • Translation software for the multi-language event
  • NYS Events to send out regular emails to all invited delegates to ensure they are informed on the details of the event and are reminded of how to register their attendance at the event
  • NYS Events to provide on-site support on the day of the event

Thank you so much for everything over the last days and weeks – you have made our lives so much easier! As always it was an absolute pleasure dealing with Jade and the team. I love knowing that the event is in safe hands whilst I 'manage' my presenters and content, thanks again.

Event Manager, Unify

Result

The event was a huge success, with great feedback from the delegates and NYS Corporate are already working on further events for Unify.  Due to the cost saving and avoidance measures employed throughout the process, a total saving of £43,000 was achieved.

NYS Events achieved this through the following processes…

The Venue

NYS Events shortlisted venues in the Heathrow area, negotiating very competitive rates and cancellation terms at each venue.  Following site visits, the Sofitel Hotel was selected.  Negotiations with the selected venue continued throughout the event planning process. We negotiated rates for every element of the event, including cut-off dates for bedrooms and extra shoulder nights’ accommodation.

Pre-Event Logistics

NYS Events met regularly with Unify to discuss the content of the delegate registration website and ensure that we were working within all of Unify’s marketing guidelines.  We worked in partnership with Unify’s Head Officers in the UK and Germany to ensure that the text was correct in both English and German.

NYS Events acted as Project Managers for the Meeting Owner from Unify, dealing with all delegate queries and last minute details, working weekends where needed to ensure we were always available in the lead up to the event.

On-Site Support 

On the day of the event, the team conducted a final planning meeting with department heads from every area of the hotel, from housekeeping to the kitchen.  We went through the Running Order to ensure all departments understood what was expected of them and when it was needed.

When the delegates arrived, NYS Events used specialized software to check-in the majority of the 500 delegates on iPads, therefore minimizing waiting time for delegates and offering a seamless experience.  We also managed the simultaneous translation software used throughout the conference.

Once the conference started, NYS Events acted as the point of contact between the venue and Unify, keeping the venue informed of changes to the schedule for refreshment breaks and allowing the Unify team to concentrate on the content of the meeting.  We oversaw the changeover of the main room from Theatre Style to Dinner in the evening, allowing the organisers to relax with their colleagues, and ran the operations team to ensure service was prompt and efficient throughout.

Once the conference had ended, we assisted in fast response to get 450 pieces of luggage back to the delegates within set timescales, allowing a speedy departure for all concerned.

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