When Vestey Holdings approached us to deliver their annual overseas conference, we were thrilled, and even more so when they trusted us to take the reins completely for their first partnership with KIN London. What followed was one of our most logistically ambitious projects to date: a multi-day international event in the heart of coastal Spain.

Set against the beautiful backdrop of Tarragona just outside of Barcelona, the conference brought together over 100 delegates from across the globe – senior management and directors from multiple different Vestey Holdings businesses. We managed the full end-to-end delivery, including flights, transfers, accommodation, meetings, dinners, and off-site activities. With two hotels, multiple suppliers, and guests on varying schedules, this was an exercise in high-level coordination and detail.

The Challenge

From pre-dawn starts to post-midnight wrap-ups, the agenda was packed. We oversaw:

-International flight bookings and airport logistics

-100+ airport and hotel transfers

-Two hotels with staggered check-in/out requirements

-A multi-stream meeting schedule with breakouts and plenary sessions – with different delegates invited to different sessions

-Meals with a different table plan and guest list each time

-Cultural and language nuances across local suppliers

-A network of new partners and venues

– All while ensuring every touchpoint, from coffee breaks to keynote sessions, ran seamlessly – and the guests always knew where to go and what to do!

The Highlight

The standout moment of the week was the off-site gala dinner at the spectacular Castillo de Tamarit. This historic clifftop castle became the setting for a truly unforgettable evening: team-building in the courtyard, a cocktail reception by the pool featuring local food suppliers showcasing their products to the delegates in their networking event, a gourmet three-course dinner (up to the standard of the global food business itself!), and a mesmerising flamenco performance to close. We even loved seeing some of the guests irresistibly get involved!

The Result

After a year of every day meticulous planning, seeing the event come together so smoothly was incredibly rewarding. Our clients were a joy to work with, and it was a privilege to deliver their vision whilst of course having lots of fun in the process – especially at the site visit to Barcelona back in October! Despite the lack of any sleep or breaks during the week, the KIN positivity and spirit kept us dancing through. 

And of course, gracias to Le Méridien Ra Beach Hotel & Spa and our trusted local partners for making this one to remember.

Where to next? We’re already dreaming up ideas for next year…