Case Study 1: Full-Service Logistics Management for London Tech Week 2023

Client: Confidential Tech Innovation Consortium
Event Type: Multi-day B2B Conference & Expo
Location: Tobacco Dock, London
Date: June 2023
Attendees: 3,200+

Challenge

London Tech Week 2023 brought together thousands of tech professionals, VCs, and thought leaders from across Europe. With over 80 sessions, 4 exhibition halls, and simultaneous workshops, the client needed a logistics partner capable of executing a high-volume, high-precision event without disrupting the tight program flow.

Key logistical challenges included:

• Coordinating over 50 speakers with separate green room demands
• Managing real-time exhibitor setups and breakdowns
• Ensuring smooth attendee traffic and registration across multiple access points
• Maintaining digital and physical contingency plans for tech disruptions

Solution

GERX was contracted to provide full-scale logistics management, including:

• Comprehensive Pre-Event Mapping: Venue schematics, speaker run sheets, and crowd movement forecasts
• Vendor Liaison & Scheduling: Coordinated 30+ tech vendors, AV teams, and furniture rental companies to deliver just-in-time setups
• Badge Technology Integration: RFID-enabled smart badges for real-time attendee tracking and access control
• Backstage Coordination: Speaker concierge service, timed transitions, and multilingual liaisons
• Live Troubleshooting Unit: On-site rapid-response desk for technical and physical glitches

Result

• 96% on-time session starts
• 40-minute reduction in exhibitor load-in times compared to previous years
• Zero queue congestion at registration after Day 1
• Client survey rated logistics performance 9.8/10
• Successfully executed over 140 scheduled movements over 4 days without delays

Client Feedback

“This was the smoothest iteration of London Tech Week we’ve had in years. GERX’s precision and calm under pressure was unmatched.”
— Event Director, Tech Consortium