Five Weeks.
One International Client.
Zero Room for Error.
CASE STUDY
THE
Challenge
Our automotive client needed to bring their dealer network to the U.S. for a high-stakes leadership meeting—fast. With just three to four weeks of lead time, multiple time zones, and international travel logistics in play, we were staring down a tight timeline that left no margin for delays, miscommunication, or missteps.
We needed hotels, meals, transportation, and a seamless multi-day agenda—coordinated across borders, brands, and cultures. And because the team was traveling to our client’s U.S. headquarters, expectations were high. Every detail needed to reflect the brand’s precision, care, and excellence.
In short: a global audience, a complex schedule, and a nearly impossible turnaround.
THE
Approach
Our team didn’t tiptoe in…we dove.
With the clock already ticking, the team built a rapid-response planning framework that allowed us to compress a six-to-eight-week process into less than half the time without sacrificing intention or quality.
We worked backward from the event dates [PLEASE CONFIRM MONTH] 14–19th, reverse-engineering every milestone. That meant:
A SAME-DAY SITE VISIT the moment the team arrived stateside—because there was simply no time for a return trip.
SIMULTANEOUS TRACKS for hotel contracting, meal planning, transportation coordination, and agenda development so no detail lagged behind.
CONSTANT COMMUNICATION with the client to ensure cultural considerations, brand expectations, and regional preferences were incorporated seamlessly.
CLEAR DECISION PATHWAYS that allowed the client to move quickly and confidently.
The goal wasn’t just meeting the deadline, it was elevating the experience because of the deadline.
THE
Solution
Hotel accommodations that balanced comfort, location, and brand alignment.
IN A MATTER OF WEEKS, THE THIRD AVENUE EVENT TEAM SECURED:
Curated meals and dining moments designed to keep guests energized, welcomed, and connected throughout each day.
A fully mapped schedule that supported the client’s business goals while giving international attendees a smooth, frictionless experience.
On-site management that ensured every attendee—from the CEO to first-time travelers—felt taken care of from arrival to departure.
Everything was built around one priority:
making an international audience feel at ease, informed, and valued (despite the accelerated timeline).
THE
Impact
The event unfolded with the ease of something planned months in advance, not weeks.
Attendees experienced a thoughtful, highly coordinated dealer meeting that showcased the client’s commitment to its partners. The Colombian team repeatedly shared how seamless the logistics felt, how supported they were, and how much our team’s presence allowed them to stay focused on their business goals.
The fast execution became part of the story: proof that when the stakes are high and the timeline is tight, our structure, instincts, and hospitality hold strong.
