We identify, visit and vet venues in person, matching capacity, layout and budget to the brief before a contract is signed.
Terms, cancellation clauses and room blocks are negotiated directly with hotels and suppliers, so nothing is left to interpretation on-site.
Rooming lists, room allocation and travel logistics are managed end-to-end, including rebooking when plans change without notice.
AV, transport, florals and local DMC partners are briefed and managed as one coordinated team, not a chain of separate vendors.
From welcome desk to final departure, we run the room so the client never has to.
When an airline strike or a last-minute change hits mid-event, we solve it in real time — the programme doesn't notice.
Every service above, proven on three continents — Prague to the Gold Coast, the standard doesn't change.
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Two conference days at the Fairmont Golden Prague: accommodation pre-planning, meeting set-up with microphone and AV support, two offsite dinners with full transportation, welcome gifts and game prizes — plus flowers, local DMC coordination and office supplies. When an airline strike hit mid-event, we rebooked participants' flights overnight. The programme never noticed.
The Langham, Gold Coast & The Jewel Residences, Surfers Paradise. Welcome and gaming-themed gifts, accommodation, meeting set-up and flow, offsite dinner with full transportation logistics.
Held alongside the ESMO Congress, Equentora acted as the single point of contact between client and venue — coordinating event signage and menu selection, conducting site inspections, and sourcing external suppliers including audiovisual services, taxis and shuttle transfers for a seamless on-site experience.
Equentora sourced and secured venues for a pharmaceutical client's advisory board (~20 participants) and its corporate dinner (~25 participants) — negotiating venue contracts, managing accommodation, and coordinating catering, menu selection and dietary requirements remotely from first contact to final toast.
Equentora organised three venues for the congress — two welcome receptions (130 and 200 participants) plus a 40-participant meeting, coordinated end-to-end across the programme.
Equentora delivered four events around the ESMO Congress — three receptions and one advisory board — ranging from 30 to 200 participants.
References available on request.
Real events, real problem-solving, real results — references available on request.
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