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:: CASE STUDIES ::
1. EVENT PLANNING
2. EQUITY RESEARCH CONFERENCES
3. EQUITY RESEARCH CONFERENCES
4. INCENTIVE AND REGOGNITION TRIPS
5. TRANSPORTATION
6. ROAD SHOWS
7. EVENT TICKETS
EVENT PLANNING
Client – Barclays Capital
Event – In office Event Planning
Duration – 3 months, 6 months and a year
Location – New York, NY
Requirements – Experienced event planner to join Event Marketing Department to plan events and support other events.
Service Provided
York Street Management screened a group of event planners to determine who had the appropriate experience and skill set to work effectively in a short term situation that required the planners to contribute to the team immediately. The top candidates were submitted to Barclays. Barclays interviewed the candidates and decided who they wanted to contract. York Street Management processed the weekly payroll for each consultant.
EQUITY RESEARCH CONFERENCES
Client – J.P. Morgan
Event – Equity Research Conference
Duration – 4 days
Location – New York, NY
Requirements – 26 Travel Directors to manage: registration, one on ones, food & beverage, printed material management, microphone running and conference set-up.
Service Provided
York Street Management provided 25 Travel Directors plus 1 team leader to manage different aspects of an equity research conference for J.P. Morgan at a New York City hotel. Our staff managed guest registration, distributing and inventorying printed materials, 1 on 1 meeting rooms, food and beverage, microphone running, room monitoring, signage and post event packing and shipping. York Street’s team worked closely with J.P. Morgan and the local vendors to ensure the execution of the event was efficient, professional and met the planner’s expectations. Our staff kept detailed records to assist with the final billing reconciliation of the conference.
INCENTIVE AND RECOGNITION TRIPS
Client – Sprint
Event – Sales Incentive Trip
Duration – 8 days
Location – Honolulu, HI
Requirements – 8 Travel Directors for transportation, registration, food & beverage, VIPs, gift deliveries, activities
Service Provided
York Street Management provided 7 Travel Directors plus 1 team leader to manage different aspect of a sales incentive trip for Sprint at a hotel in Honolulu Hawaii. Our staff managed guest registration, amenity inventory and assembly, gift delivery, food and beverage, guest activities, transportation and VIP handling. York Street’s team worked closely with Sprint and the local vendors to ensure the execution of the event was efficient, professional and inline with the planner’s expectations. Our staff kept detailed records to assist with the final billing of the conference.
TRANSPORTATION
(Case Study #1)
Client – Pharmaceutical Company
Event – Corporate Training
Duration – 6 weeks
Location – New York, NY
Requirements – Airport transfers to training facility in Westchester, NY and VIP transfers to New York City.
Service Provided
York Street Management provided Travel Directors to act as airport greeters and dispatchers at multiple locations in the New York area. Our transportation staff worked with the limousine company to produce the schedule for each day. 100 guests would arrive on Wednesday and Sunday and depart on Friday and Tuesday. Upon arrival guests were taken to either a hotel in Manhattan or a hotel in Westchester. York Street’s greeters meet the guests at the airport, directed them to their transportation and managed any luggage problems. Our dispatchers scheduled the vehicles, monitored flights and weather, and were the onsite dispatchers for each transfer. For the guests staying in Westchester, a shuttle system was set up using full size motor coaches and mini coaches. The guests staying in Manhattan were VIPs so individual transfer in town cars or luxury SUVs were provided.
(Case Study #2)
Client – National Media Conglomerate
Event – Super Bowl Hospitality Program
Duration – 1 week
Location – Miami
Requirements – Charter flight management at Newark Airport and coach transfers to the Super Bowl.
Service Provided
York Street Management provided airport greeters, luggage handlers and a lead Charter Coordinator to work at Newark Airport with Continental Airlines to facilitate 3 separate charter flights to Miami. The Charter Coordinator established the luggage and check-in procedures at Newark with the representative from Continental. The day of the flights the Charter Coordinator and the team of Greeters and Luggage Handlers assisted the guests as they arrived for their flights. The Charter Coordinator also worked with the airport representatives in Miami to set up arrival procedures so the guests could bypass the terminal and exit the plane on the tarmac to board their transportation.
On game day, York Street Management developed a procedure to load the guests onto 20 motor coaches in a confined space in South Beach. After the guests were on the coaches, the coaches departed for a nearby waiting area. Once all 20 coaches had assembled in the waiting area a police escort led the coaches to the stadium. After the game, our staff dispatched the coaches back to South Beach.
ROAD SHOWS
Client – Citi
Event – Investor Road Show
Duration – 2 weeks
Location – Tokyo and Hong Kong
Requirements – Airport transfers for clients in two cities and in-town transportation for clients, staff and corporate sponsors.
Service Provided
York Street Management worked with local limousine companies in Tokyo and Hong Kong to schedule sedan transfers for all of the clients attending the Road Show. Our staff advanced and managed the arrival and departure operations in Tokyo and Hong Kong.
In each location, our staff scheduled the transportation to dinners and entertainment for the group of 150 invited guests. The staff also managed the execution of the group movements.
EVENT TICKETS
Client – Deutsche Bank
Event – Deutsche Bank Championship – Ticket Management
Duration – 5 weeks
Location – New York, NY and Norton, MA
Requirements – 2 Travel Directors to manage ticket inventory, allocation and distribution.
Service Provided
York Street Management provided 2 Travel Directors to inventory and distribute tickets and parking passes for the Deutsche Bank Championship. Our team created a database to track ticket allocations and set up a system to distribute tickets to clients and internal groups. The inventory of tickets was strictly controlled by our team and they worked closely with Deutsche Bank’s management to determine how to allocate the tickets to maximize the return on investment.
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