Pharma Conference, Munich & Vienna

A pharmaceutical company needed seamless transport between two cities for a 4-day product launch. We deployed 10 coaches across airport arrivals, daily venue shuttles and a gala dinner transfer.

The challenge

A Fortune 500 pharmaceutical brand booked their European product launch across Munich and Vienna — two cities, 340 delegates from 18 countries, four days. Flights landed across a 48-hour window. Simultaneous venue shuttles ran between hotels, conference centers and a gala dinner venue on the Danube. A single missed pickup would cascade: late delegates, empty sessions, a reputational risk for the client.

Our solution

We dedicated 10 coaches plus 2 backup vehicles. Each driver received a printed briefing sheet with flight numbers, passenger lists in their native languages, and venue entry protocols. A single account manager monitored every flight status live and re-routed coaches in real time. For the gala night, fleet was staged 90 minutes early and drivers wore black tie.

The result

Zero late arrivals across all four days. Every delegate reached every session on time. The client rebooked us for three subsequent regional launches the same year.