EUROPE

CASE STUDY #155

A Major Enterprise Successfully Hosts its First Five-Day International Business Conference with 15,000+ Participants from 100 Countries

Challenge

When the leaders of this large consumer products enterprise decided to convene an all-hands meeting in a European capital for the first time in its history, its Chief Security Officer (CSO) began considering the logistical challenges. In addition to the entire board and senior management team, the attendee list for the organization's inaugural five-day international event included 15,000+ employees and key stakeholders representing their strategic business partners and key vendors and suppliers. The event's agenda featured plenary and breakout sessions on the convention floor, individual workshops, receptions, and a final night extravaganza.

Recognizing the critical business and security implications, the CSO sought strategic guidance and support from The Baghera Group (TBG), a trusted and familiar team with extensive experience in corporate security, crisis management, and major event planning.

Action

As an advisory extension of the CSO’s office, TBG concentrated on strategic matters such as event risk management, planning oversight, multi-party coordination, communication integration and effectiveness, and ensuring the many teams involved in security, safety, and crisis management were prepared to adapt quickly if circumstances changed. This involved meeting with the company’s stakeholders, local planners, and vendors, and reviewing all prospective event locations including primary and secondary venues, hotels, restaurants, airports, hospitals and transit routes to and from all locations. It also included collaborating across teams to identify key risks, including extreme weather; civil unrest and terrorism; theft of belongings, company assets or intellectual property; competitive espionage; active assailants and vehicular attacks; and attacks targeting the company’s board and senior leadership team. TBG provided oversight on the team’s liaison with local security and first responder agencies and both curated and authored security policies and protocols governing the event.

Impact

The collaboration between The Baghera Group and the CSO's in-house security team played a crucial role in the event’s success. Working closely together, the integrated team delivered a seamless event without any significant security incidents or operational disruptions. This accomplishment was recognized and appreciated by the company’s board and management team. With senior-level domain experience and an independent perspective, TBG contributed to the overall security strategy and its on-the-ground execution in many ways that will help the company plan and carry out similar events in the future safely and securely.