Case Studies

Customer Service Awards

Corporate Road Show Challenge

city-scape

The Scenario: Hospitals in 13 cities around the country were recipients of Company and National Customer Service Awards. Each week (for 13 weeks) a different hospital from the following cities received recognition: New York, Philadelphia, Seattle, Orlando, Baltimore, Detroit, Chicago, Boston, Cincinnati, Cleveland, Phoenix, Denver, and Dallas.

The Result: An enormously successful recognition event, at which, the company was able to recognize team members consistently in every market. Booking guest speaker Dan Jansen, this event further enhanced the brand and provided event consistency for attending executives. Our Team successfully delivered a first class event that conveyed the client’s message and appreciation to the winners while continuing to market and support the Brand.

Event Process

Pre-Event:

  • Organizing pre-event equipment, labor and logistics
  • Booking of entertainment
  • Booking of guest speaker: Dan Jansen
  • Menu planning
  • Registration and on-line pre-event services
  • Creation and mailing of invitations
  • Pre-Event press and community awareness
  • Follow-up phone calls to invitees
  • Assistance in design of presentations
  • Ordering of awards and coordination of delivery of awards

Event:

  • On-Site Registration and check-in
  • AV/Internet and Full Technical Support Logistics
  • Set-up and tear down and transportation to next city
  • Entertainment Coordination and Rider Coordination
  • Guest Speaker logistics: Dan Jansen and Erik Weihenmayer coordination

Post-Event:

  • Tear down, packaging and transportation to next city
  • Post evaluations, thank-you’s, final accounting, and costing reconciliation
  • Safe shipment of materials to the next city

Healthcare Product Launch

Healthcare Product Launch

healthcare

The Scenario: A Healthcare Company based in Tennessee wanted CEO’s & CFO’s & CNO’s to take part in a company wide new product launch. This was to take place over 2 weeks with attendees traveling to 6 cities with approximately 1900 attendees to experience this new corporate initiative.

The Result: The Team was responsible for coordinating all VIP travel to depart and arrive in a pattern as to allow Executives as little down time as possible. When one show closed, the next city attendees were arriving at the rollout of the following show. Our goal was to create a continued arrival/departure pattern with ground transportation and air coordination for all attendees and VIP’s. In addition we were also responsible for. We helped this company launch a national campaign of customer satisfaction that is still in place today. The Team assisted in various markets with “hospital specific” rollouts of the program after the basic program rollout.

 

Event Process

Pre-Event:

  • Registration material
  • Online communication
  • Full graphic support
  • Menu planning
  • Meeting rooms coordination
  • Registration database
  • Sleeping room coordination, rooming list, etc.
  • Audio/Visual and presentation logistics
  • Coordination of all printed collateral

Event:

  • On-site registration
  • Audio/Visual coordination
  • On-Site Registration and check-in
  • AV/internet and full technical support /logistics
  • Staging and speaker logistics

Post-Event:

  • Post evaluations, thank-you’s, final accounting, and costing reconciliation
  • CD’s were sent out with the product launch materials and collateral to roll out in market

Customer Appreciation

Full Buyout of Universal Studios Orlando

universal-studios-banner

The Scenario: A large public company decided to have an Awards Function for 2600 people in Orlando, Florida. Our Team, after an extensive search, secured Universal Studios for a private function.

The Result: Guests were introduced to a once in a lifetime private experience that highlighted the award recipients while recognizing the hard work of all of the other staff/participants. This event gave our guests the opportunity to reenact their youth and enjoy a theme park minus the lines and fast food.

 

Event Process

Event:

  • Full Buyout of Universal Studios Orlando: Guests were treated to a private evening in Universal Orlando.
  • Food stations for a full dinner were set in “New York” Area
  • PE Staff were provided throughout Park to support guests needs
  • 6 stations of entertainment- including a 9 piece band were placed throughout Universal
  • EMT was secured for “just-in-case”
  • Credentials were created for all guests
  • Pre-event announcements, invitations and registration was provided
  • RSVP services and confirmations were handled
  • Transportation and Parking was provided
  • We designed a theatrical opening that included key executives to “Kick-Off” the event

SunLife Stadium Tampa

Leadership Gala with 3600 attendees (previously known as Thunder Dome)

thunderdome

The Scenario: A Leadership Gala for a Healthcare company was being held in Tampa, Florida. The Thunderdome, an event arena, was secured for the 3600 person event. This event was an appreciation event for healthcare professionals, physicians, and medical community members. This event included Pucci scarves for the ladies and designer ties for the men. A farewell gift included bagels and cream cheese and the Sunday paper (early issue) for approximately 1800 cars!

The Result: An opportunity to share the company’s mission and vision with the medical community.

 

Event Process

Event:

  • Mail, manage, and oversee invitations and RSVPs
  • Coordinate removal of the ice rink in the Dome
  • Set room for a 3600 person International Buffet
  • Install a 60’s movie theme party that included a “Laugh in” Wall and a production stage
  • Set up golf carts for food delivery
  • Handle all placecards and seat assignments
  • Coordinate bands and entertainment for 5 platforms throughout event
  • Manage credentials, transportation and parking
  • Write menus, work with chefs and culinary team on menu designs and delivery at event
  • Design dance production numbers for evening events

Governor’s Summit on Healthcare for the Uninsured

Helping The Uninsured

governors-summit

The Scenario: For 2 days, elected officials, healthcare providers and government employees in Florida met in Miami, Florida to discuss the best ways to solve the healthcare problems and various issues related to the uninsured in Florida. In attendance were many researchers, physicians and professionals attending to express their ideas on the solutions to the problems about general health, therapies and administration in the insurance programs. The event had a total of 750 attendees.

The Result: Due to Paragon Events’ attention to details, this event ran smoothly and delivered the message intended. We created an event that successfully established an environment for the discussions regarding the uninsured. This event highlighted the issues and supported the importance of programs and implement solutions for the ongoing problems.

 

Event Process

The Uninsured Education focused on 7 categories:

  • Children
  • Working uninsured
  • Nearly elderly
  • Person’s with disabilities
  • Racial and ethnic disparities
  • Mental health
  • Immigration

Pre-Event:

  • Guests’ contact information collected
  • Contacted guest speakers to prepare their presentations and facilitate other requests
  • Registration database managed and rooming list and guarantees provided
  • Discussion with the administrators about the details of the plan
  • Menu planning
  • Graphic design and support
  • Printing and sending of invitations and online design
  • Provided site selection and set up the meeting space, accommodations, business theatre and other services.
  • Online communication
  • Coordination of meeting rooms
  • Created and assisted with creation of presentation materials
  • Registration materials designed and displayed
  • Accommodation planning
  • Security planning
  • Facilitated ADA guests

Event:

  • On-Site Registration and check-in
  • Stage preparation
  • Equipment and business theatre set-up
  • Audio visual technical support
  • Guarantees, food and beverage coordination
  • Accommodation/ hotels services
  • Survey circulation
  • Transportation coordinated for guest speakers.

Post-Event:

  • Summarizing the evaluations
  • Provided evaluations for suggestions and comments to improve the event for the future
  • Strengths and weaknesses summary
  • Thank-you notes
  • Final accounting and costing reconciliation, review of hotel bill and audit of expenses
  • Creating ideas for the future events.

Continuing Medical Education (CME)

Medical Education Programs for Hospitals

medical-banner

 The Scenario: Worked in collaboration with the hospitals’ Medical Staff Symposium Planning Committees to coordinate and facilitate CME Symposiums. Paragon Events was asked to oversee the entire program design, development, implementation and execution of each of the 2 ½ day health care provider educational Symposiums.

The Result: Paragon Events has been successful in providing different venues with CME programs that have informed, educated and offered networking forums for physicians having different specialties in pleasant, comfortable environments that fostered ongoing dialogue between the speakers and participants. Responsibilities have been expanded to include researching, interviewing and securing all speakers and the development and submission of required documents for the programs. The symposiums have continued to provide many opportunities for audience-presenter interactions with speakers who are able to discuss the latest treatment strategies, state and national issues/ mandates including the overall impact to the health care community. Ultimately, the overall goal of the CME educational symposiums is to enhance the quality of patient care and improve health outcomes.

Event Process

Pre-Event Planning Activities:

  • Provided site selection and set up the meeting space, accommodations, business theatre and other services.
  • Registration materials designed and displayed
  • Processed registration fees
  • Registration database developed, managed and rooming list and guarantees provided to clients
  • Menu planning and coordination of meals, breaks, and entertainment
  • Creation and mailing of invitations
  • Graphic design and support — agenda book, program and logo signage and flyers, PowerPoint and audio-video presentations
  • Sign in sheets, name badges, attendee lists
  • Assistance in design of presentations
  • Coordination of meeting rooms

 

Pre-CME Program Activities:

  • Established Program Planning Advisory Committee which served as the “point of contact” between Paragon Events staff and the host organization.
  • Developed, distributed and analyzed needs assessment survey to targeted audience for educational programs. This document provided a road map to how, what and why the program topics and agenda were selected.
  • Developed specific educational objectives and goals for each educational session in the program
  • Secured presenters for programs – recruiting speakers (who are well-known and respected in their individual fields of expertise) and handled all speaker logistics and travel arrangements
  • Completed and submitted CME/CEU application which included at a minimum the development of the following information:
    • Detailed program narrative and targeted audience demographics
    • Individual program session learning objectives
    • Educational program budget
    • Individual session presentation outlines including teaching methods/learning modalities
    • CVs and brief bios of all presenters and Planning Committee Members
    • Signed presenter / sponsor Conflict of Interest forms

 

Event Activities:

  • On-site registration and check-in
  • Audio/visual coordination
  • AV/internet and full technical support /logistics
  • Staging and speaker logistics
  • Oversight of all dining and entertainment activities

 

Post-Event:

  • Post event evaluations, thank-you’s, final accounting, and costing reconciliation

 

Post-Event CME/CEU Program Activities:

  • Analysis of competed Symposium program evaluations – separate forms for each course session and speaker
  • Completion and submission of required CME budget and grant/sponsor reconciliation forms
  • Completed and distributed participant certificates and speaker honorariums
  • Composed and mailed speaker and sponsor “letters of appreciation”

 

Grant/Sponsor Funding:

Paragon Event staff worked with the host organizations to identify potential funding sources, wrote and submitted grant applications and worked with identified sponsors to secure their “in kind” or financial participation. Paragon Events completed all required financial forms and submitted documents to the accrediting and/or funding organization.

 

Diamond Tour

College Recruiting Baseball Tour

baseball-banner

The Scenario: 48 high school athletes were invited on a College Baseball Tour. The program included 5 cities/8 games at universities in front of college baseball scouts and recruiters. The objective of this program was to provide the opportunity for these young athletes to be considered for College Baseball Scholarships.

The Result: Several young men on this trip have been recruited for college scholarships.

 

Event Process

Event:

  • Research and secure hotel rooms
  • Research and secure motor coach transportation
  • Research and secure restaurants along the travel route and the event cities
  • Secure laundry facilities for uniform cleaning