XXVIII Congress of the European Academy of Allergy and Clinical Immunology

XXVIII Congress of the European Academy of Allergy and Clinical Immunology
Case study

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PROJECT type

International Congress

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Venue

Palace of Culture and Science in Warsaw

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AUDIENCE

6000 pax

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CHALLENGE

Client’s request was to organize international congress for 6000 pax in capital of Poland. The special request was about the venue that should be located in the centre of Warsaw close to the airport, train station and to other hotels plus has a space to organize event for such a big number of people.

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SOLUTION

Mazurkas Travel DMC Poland offered such congress services as:

1. Venue – Mazurkas Travel offered the Palace of Culture and Science (PKiN) as a venue. It is located in a center of Warsaw, walking distance to the hotels and shopping area, and very close to the Old Town and only 20 minutes drive from the airport. It is a

2. Catering – Mazurkas Travel organized welcome cocktail, provided coffee breaks and lunches for delegates and staff. We organized two dinners for all together 3500 pax.

3. Venue management – handling of all the conference rooms at three levels of PKiN and technique equipment; organizing the exhibition space, building a tent outside of PKiN as an extra exhibitors’ area.

4. Staffing – Hosts and hostesses, event coordinators, security and cleaning staff recruiting and training

5. Transport and logistic – Mazurkas Travel provided transportation services during all social events and for the participants of tourist program.

6. Social events – We organized Congress Dinner in Arkady Kubickiego for 3000 pax and Presidential Dinner at The Warsaw Technical University for 500 pax.

7. Tourist program – Mazurkas Travel prepared an attractive tourist program (6 different tours in and out of Warsaw) for participants and accompanying persons.

XXVIII Congress of the European Academy of Allergy and Clinical Immunology






















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TOOLS

Mazurkas Travel was able to arrange this conference based on a very good business relations with the Palace of Culture and Science administrators, all the local suppliers and subcontractors and a very well experienced staff in organizing congresses and conferences.

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RESULTS

Mazurkas Travel was appreciated for professional service before and during the EAACI congress. The congress was a great success. We received a lot of positive opinions both from participants and local organizing committee

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WHY MAZURKAS TRAVEL

Mazurkas Travel was chosen because of local knowledge, purchasing power and long term experience in DMC sector.

XXVIII Congress of the European Academy of Allergy and Clinical Immunology

  • Congress dinner for 3000 participants
  • Presidential dinner for 500 participants
  • Venue Management
  • Attractive tourist program

EUROSPINE Annual Meeting

EUROSPINE Annual Meeting
Case Study

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PROJECT type

Annual Congress of the Spine Society of Europe

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Venues

Palace of Culture and Science in Warsaw

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AUDIENCE

3000 pax

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Challenge

Client’s request was to organize annual congress in capital of Poland. The biggest challenge was to offer the venue that would have the capacity to comfortably accommodate such a big number of guests in large number of setups. As it was the only such a big meeting in between Spine Society everything needed to be done professionally.

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Solution

Mazurkas Travel PCO Poland offered such congress services as:

1. Venue – Mazurkas Travel due to good knowledge and long lasting cooperation with Palace of Culture was able to offer best setups suitable to client’s needs.

2. Acomodation – in order to accommodate such a big number of participant Mazurkas has contracted 15 hotels around the venue and created a special booking engine where guests were able to book their hotels according to their specific budget.

3. Catering – Mazurkas Travel provided lunches and coffee breaks for all delegates during the meeting. We organized a special Gala Dinner for selected 600 guests at Warsaw Technical University.

4. Conference materials – first announcement, second announcement, final program, conference bags etc.

5. PCO services:
a. Abstract and participant handling – Mazurkas Travel provided on - line registration of abstracts and participants. Our bureau was also responsible for arranging accommodation at 15 different hotels (form 5 star hotel to 2 star hotel). Moreover, we organized social program including tour to Cracow (historic and cultural capital of Poland), Gdańsk (city of hanza and solidarity) and panoramic sightseeing of Warsaw.
b. Budget and account management – Mazurkas Travel prepared the conference budget and updated it to control costs. Moreover, our bureau provided the Organisation Committee with list of payments, copies of the issued invoices, settlement of the amounts incoming to the sub-account and expenditures.
c. Venue management, conference materials, poster session – Mazurkas Travel was responsible for handling of conference rooms and technique equipment during the conference. We also arranged on-site registration stand for delegates.

EUROSPINE Annual Meeting






















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Tools

Mazurkas Travel was able to arrange this conference based on a very good business relations with Palace of Culture and Science, innovative on-line registration program and very well experienced staff in organizing congresses and conferences.

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Results

Mazurkas Travel was appreciated for professional and very fast service before and during the EUROSPINE congress. We received a lot of positive opinions not only about a meeting itself but as well on extraordinary Gala Dinner organization.

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Why Mazurkas Travel

We were chosen because of the knowledge and experience in PCO sector. As a result, it gave us opportunity to become better known in the spine medical sector branch.

EUROSPINE Annual Meeting

  • 3000 participants
  • Accommodation engine with 15 hotels selection
  • Venue management
  • Conference materials

International Symposium on Combustion

International Symposium on Combustion

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PROJECT type

International Symposium

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Venues

Warsaw Technical University

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AUDIENCE

1500 pax

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Challenge

Client’s request was to organize international conference for 1500 pax in Poland in the place which corresponded to the congress theme, ie. chemistry and physics industry.

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Solution

Mazurkas Travel PCO Poland offered such conference services as

1. Venue – Mazurkas Travel offered the venue which is a center of technical, chemical and physical education of young generations – Warsaw University of Technology. Technical support was

2. Accommodation –Mazurkas has contracted hotels around the venue and created a special booking engine where guests were able to book their hotels according to their specific budget. There was a shuttle buses in between the venue and hotels.

3. Gala Dinner – Mazurkas Travel organized Gala Dinner in the Arkady Kubickiego – an outstanding arcades that are the part of the Royal Castle located along the old river bed of the Vistula with the gardens situated on the escarpment. Menu was prepared and served by the Mazurkas Travel Catering. Every dish was carefully chosen to make this evening as much unforgettable as possible.

4. Folk style event - picnic in Wiecha Inn for all participants made it possible not only to familiarize participants with polish folklore culture but also integrate each other.

5. Conference materials – first announcement, second announcement, final program, conference bags etc.

International Symposium on Combustion






















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Tools

Mazurkas Travel is a leading PCO company in Poland with years of experience and excellent contacts. We were able to arrange this conference based on a very good business relations with the venue, innovative on-line registration program and very well experienced staff in organizing such meetings.

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Results

The conference was a great success. Participants were under huge impression about the professional and very fast service before and during the Combustion conference. Moreover, they were surprised by extraordinary side events organized.

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Why Mazurkas Travel

We were chosen because of the knowledge and experience in PCO sector. We know how to plan and carry out all the things which very often are not visible but impossible to forget about them. Therefore you may leave all the logistic details on our hand and focus on scientific part of the conference.

International Symposium on Combustion

  • 1500 participants
  • Comprehensive congress service
  • Gala dinner at Arkady Kubickiego
  • Folk picnic organization

John Deer Product Launch

John Deer Product Launch

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PROJECT type

Product launch

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Venues

Largest exposition center in Warsaw - Expo XXI and the field area of50 ha in the suburbs of Warsaw for “dancing machines” open air show.

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AUDIENCE

Dealers from all over the world – 3600 people plus press. About 4000 people in total.

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Challenge

Our client’s request was to organize a large scale event where new products (agricultural machines) would be introduced to the dealer in attractive way. The task was also to motivate people to increase sales and also to thank them for all hard work and loyalty. Company celebrated 50th anniversary of operation on European market.

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Solution

Mazurkas Travel DMC Poland offered such program:

1. Special “Welcome Coctail” was arranged in EXPO XXI in the middle of exhibition of new machines. To make guests feel special we arranged the red carpet entrance. We hired people who acted as paparazzi. They welcomed arriving guests with applause and made them feel like movie stars. Additionally there was a dynamic dancing performance with the flags representing all countries that guests came from.

2.Gala dinner was also special and one of the kind. We organized trully spectacular culinary show instead of typical standard dinner. trully spectacular culinary show instead of typical standard dinner. We belive that catering is an art. Each move of catering service was carefully planned and practiced. Waiters and also chefs appeared in the room in choreographic routines. The beauty of dishes, ceremonial way of bringing them in and placing on the tables was just like a staged spectacle. Artistically decorated dishes and illumination of each entering waiter added splendor to the dinner. There was a recital of violin duo during that evening. Two ladies performed classical pieces arranged in modern way. They were sitting on the revolving stage in the middle of the room.

3. Very important aspect of this project was a practical presentation of the machines. Client wished to show how machines work outdoors, in reality. We arranged this presentation in the rural area, outside of Warsaw. The 50 ha field was well prepared for such project. We arranged parking lots, car washes, fuel stations etc. Guests took coffee breaks in the tents where they could see a multimedial presentation.

 John Deer Product Launch






















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Tools

Large scale event like this one requires strategic planning, excellent communication, logistics and cooperation with partners. Mazurkas Travel operates its own transportation and catering which were substantial in this project.

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Results

This event was a big success. Mazurkas Travel fully operated this large scale event. Our demanding client was very satisfied with entire production appreciating perfect logistics, excellent catering and all the details that made this event extra special.

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Why Mazurkas Travel

Mazurkas Travel was chosen because of our experience in MICE sector. We offered complete project management service and provided full range of event production. We understood the importance of this particular event for the client. We understood our responsibility. Client’s full satisfaction was the best reward.

John Deer Product Launch

  • 4000 participants
  • Product Launch
  • Companies 50th anniversary
  • Presentation of top class product

Annual Picnic for Cosmetic Company

Annual Picnic for Cosmetic Company

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PROJECT type

Picnic for company’s business representatives

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Venues

Wroclaw – Szymanow Airclub

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AUDIENCE

2500 pax.

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Challenge

Client’s request was to adapt the suggested place to fit 2500 people and a big catering tent. Mazurkas was to figure out the interesting scenario integrating all the people, with a superstar participation and big unforgettable fireworks show at the end of the event.

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Solution

Mazurkas Travel PCO Poland answering this request offered:

1. Venue Management – Mazurkas Travel dealt with the Wroclaw Airclub rental and prepared the plan of the picnic ground showing the space for the catering, entertainment, teambuilding sections etc. We provided all the back up needed for this kind of event as medical service, security, insurance, cleaning service etc. Our task was to manage the logistic of all subcontractors and stick to the schedule before, during and after the event.

2. Scenario – We prepared a special scenario based on two different worlds: Heaven and Hell. All the area was filled with the heaven’s and hell’s creatures which were in the constant state of war. The real actors played small scenes and interacted with the guests. Angels dressed with white costumes with big feathered wings sprinkled the people with the stardust. The devils jumping on the powerizers were very dynamic group accosting the guests with the pitchforks and searching for the victims to be boiled in the big steaming cauldrons.

3. Entertainment – our team presented a range of stars propositions which were highlights of the whole picnic programme. To amuse the guests from the very beginning there were different artists hired. The fire show, the fairies, the drummers, the blacksmith working in the Lucifer forge – all this to take the people to a different world. To satisfy the active group of guests there were some team building activities enabling to carry out the competitions. For winners – unforgettable experience – glider flight.

4.Catering – We organized the catering areas, provided the picnic menu (rich with grilled dishes, salads and all kinds of additives) and built the life cooking stations that attracted people. A big catering tent (over 3.500 sqm) was constructed and the picnic tables were put to seat all the guests. The tent was divided into two sections serving the culinary delicacies of Heaven’s and Hell’s Kitchens. There were two big bars with fronts covered with white and black feathers. One of them serving drinks and the other serving vodka. The walls of tents were covered with feathers and partially with big format printouts depicting heaven&hell. All waiters and cooks dressed with the accents referring to the whole scenario.

Annual Picnic for Cosmetic Company






















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Tools

Mazurkas Travel having own Event & Catering Departments can adapt very easily to the Clients needs and a smooth cooperation between these two sections can bring very often simpler, faster and cheaper solutions.

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Results

People had a great fun and that was visible at first glance. Happy faces, palates teased with delicious food and vigorous dances with fantastic music performed by Boney M.

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Why Mazurkas Travel

Our company has an experience with such kind of events. We know how to plan and carry out all the things which very often are not visible but impossible to forget about them. Therefore you may leave all the logistic details on our hand and focus on business talks and fun with you clients.

Annual Picnic for Cosmetic Company

  • 2500 participants
  • Venue management at Szymanow Airclub
  • Special scenario based on two different worlds
  • Wide entertainment - stars, fire show

International and Local Hospitality Programme during UEFA EURO 2012™

International and Local Hospitality Programme during UEFA EURO 2012™

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PROJECT type

Special Event

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Participants

1500 pax.

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Challenge

Among several sponsors of the EURO 2012™ the main challenge was for our client to stand out from the crowd. The client needed a creation of once in a lifetime atmosphere for their guests coming from all over the world.

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Solution

Mazurkas Travel undertook organization of a series of 9 pre-match and post-match hospitality events for the guests of Coca-Cola in Warsaw, Gdansk, Wroclaw and Poznan. In order to meet properly the Clients conditions Mazurkas Travel undertook the following steps to:

1. Venue liaison – Mazurkas Travel dealt with the venue rentals and prepared the plan of the floor plan or ground showing the space for the catering, entertainment, teambuilding sections etc. Our task was to manage the logistic of all subcontractors and stick to the schedule before, during and after the event.

2. Entertainment – our team presented a wide range of entertainment propositions which were highlights of the whole pre-match or post-match programme. To amuse the guests from the very beginning there were different artists hired. The fire shows, the drummers, the bartender shows, cover groups, Let’s Get Crazy dancing group, football jugglers, face painting, cartoonist, fotocabin, shooting goal, competitions with prices and many more. All these to introduce all the guests into the Let’s Get Crazy football mood.

3. Staff Recruitment – we carried out a three-day recruitment of students willing to work during the event. We wanted to check the applicants’ sills to cope with large group of people, their commitment to work and their English language command. The general appearance and impression was also quite important issue for us. Out of 250 interviews in Warsaw, Gdansk and Wroclaw we choose the best LET’S GET CRAZY team of 80 hostesses and hosts.

4. Transport and logistics – Mazurkas Travel provided transportation services during all social events, airport shuttles and transportation to and from the stadium. In order to keep the guests in the sponsors mood client products precooled to 4C and fresh were served on the buses by hostesses.

5. Catering – Mazurkas Travel organized catering in the restaurant or venues during pre- or postmatches.

International and Local Hospitality Programme during UEFA EURO 2012™






















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Results

People had a great fun and that was visible at first glance. Not only happy football fans but also overjoyed Coca-Cola fans had a fantastic time in Poland.

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Why Mazurkas Travel

Our company has an experience with such kind of events. We know how to plan and carry out all the things which very often are not visible but impossible to forget about them. Therefore you may leave all the logistic details on our hand and focus on business talks and fun with you clients.

International and Local Hospitality Programme during UEFA EURO 2012™

  • 1500 participants
  • 9 pre-match and post-match events
  • Wide range of entertainment
  • Professional recruitment process

Innowacyjna_Gospodarka_Mazurkas_UE_web

Projekt współfinansowany ze środków Europejskiego Funduszu Rozwoju Regionalnego w ramach Programu Operacyjnego Innowacyjna Gospodarka

„DOTACJE NA INNOWACJE – INWESTUJEMY W WASZĄ PRZYSZŁOŚĆ”