Premium reception for international top management in Lviv
7
Guests
3
days
Context and the task
Organizing a visit of the highest management of an international company is always a challenge, but the stakes become twice as high when it is their first visit to Ukraine.
Our client (the Ukrainian branch of the company) entrusted us with the full organization cycle of a three-day business meeting between the foreign delegation and the local management team. The task was to ensure a flawless level of comfort, privacy for negotiations, and introduce guests to the culture of the city.
What needed to be done:
- Find two hotels: a premium one for international guests and an excellent business-class option for local executives.
- Rent a conference hall for 2 days of business meetings.
- Fully organize gastronomic support: from coffee breaks to high-level dinners at the best venues in the city.
- Provide an English-speaking cultural program.
How we implemented the project
Our team developed 5 detailed accommodation and logistics concepts, from which the client selected the optimal option.
- Accommodation and business location: International guests stayed at the «Leopolis» hotel, where we also arranged a conference hall for two-day meetings. The Ukrainian part of the team was comfortably accommodated at «Optima Collection Medieval».
- Gastronomy: We developed menus and arranged reservations for all lunches and dinners, including evening visits to the panoramic restaurant «Panorama» and the legendary «Bachevskyi Restaurant».
- Cultural diplomacy: On the final day, after the official program was completed, we organized an exclusive sightseeing tour of Lviv with a professional English-speaking guide.
Flexibility in force majeure situations
The true level of an agency is tested when plans change unexpectedly. On one of the days, the group was supposed to split up for parallel meetings, so we booked lunches at two different restaurants.
At the last minute, the external meetings were cancelled, and the entire group needed to have lunch together. Our actions: We immediately arranged additional portions at the hotel restaurant and completely cancelled the reservation at the second venue. Thanks to our partner agreements, the restaurant cancelled the booking “same day” without any penalties for our client.
The Result
The visit was completed flawlessly. For the international top management team, their first experience in Ukraine turned out to be as comfortable, safe, and welcoming as possible. The client successfully conducted all planned business meetings at the highest level and also optimized the budget thanks to our professional handling of unexpected schedule changes.
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