Cover Stories
Process Management
The Making of the Annual Group Conference
A Peek Behind the Curtain
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Jun 2024
5 min
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A Peek Behind the Curtain
Months before the Annual Conference, the facilitators and event management teams were deep in discussions. Their goal was clear: to ensure everything would run smoothly and meticulously on the big day. Early visits to the Taj Bengal were crucial to finalise logistics and envision how the space would transform for the event.
Finding the right accommodations for everyone was a top priority, with participants coming from more than 28 locations across the world.
"Last-minute changes in travel plans were a challenge while blocking rooms for the participants. However, we made sure we had the participants' rooms close together, which would help in networking and bonding during the conference. Artisan chocolates, with the RPSG Group logo, were placed in the rooms. Housekeeping received special instructions to pay close attention to detail and add special touches while preparing the rooms."
- Parna Biswas, Group Corporate
The gifting team was busy picking out thoughtful presentsand ensuring the branded t-shirts captured the spirit of the event. They wantedevery detail to be memorable for the attendees.
"Choosing the right gifts can be tricky, but we really wanted to make everyone smile with something special. We picked cabin-sized Samsonite trolleys with a handy laptop compartment. Then, we sourced custom white shirts from Japan with our Group Logo on them—because everyone loves a crisp white shirt! And for the spouses and facilitators, we chose L'Occitane gift hampers with their top-selling products. We wanted each gift to bring a little joy and be something they'd be proud to use or wear."
- Dolly Ghosh, Group HR
"One of our critical tasks was ensuring the placement of autographed books in the gift hampers. These books held special significance as they were to be signed by the author, Jaspreet Bindra, who was also a speaker at the event. Even with tight time constraints, we managed to get all the books signed quickly and arranged them in the hampers. As we shared the personalised gift hampers at the conference's close, a deep sense of satisfaction washed over me. I couldn't help but exclaim, "Yes, we did it!"
- Tanya Seraphim, Group HR
Meanwhile, the graphic designer was busy crafting eye-catching designs for the stage backdrop and other event materials, aiming to set a visually stunning venue. The team tackled the complexities of all the branding at the venue and the video presentations, including the "Reinvent" video, which was set to be a key feature of the event.
“We had to nail the right balance between being innovativeand staying true to our brand. One big challenge was finding that 'Aha!' moment. We had to dive deep into a myriad of ideas, feeling frustrated one moment and inspired the next, until we finally hit upon the perfect concept. Seeing our branding come to life at the event was a huge moment of pride."
- Soutrik Sarkar, PCBL
As the event date approached, the team met with Taj Bengal’s banquet team to plan a menu that would offer a variety of cuisines and delight the guests.
“We were very particular that the food should be distinctive and well-thought-out to provide a diverse culinary experience throughout the day. For lunch, we completely eschewed Indian cuisine, opting instead for lighter Mediterranean, Chinese, and Thai dishes – different flavours that wouldn't put people to sleep! We wanted the participants to experience the incredible chaats of Kolkata during tea time. And for dinner, Indian cuisine came out in all its glory, featuring substantial Bengali delicacies.”
- Sunil Bhandari, Group Corporate
Spouses were warmly welcomed to participate alongside the attendees and joined in at the main function of the event in the evening.
"I was tasked with collecting spouse details for our event, ensuring there were no errors. However, two days before the event, the printer mismatched the photos of husbands and wives! That was a huge 'Oh no!' moment for me. Thanks to my fantastic team, we resolved the issues quickly, and it was a lesson in troubleshooting and teamwork!"
- Shubhra Sarkar, Group Investor Relations
To ensure the participants' spouses had a great time during the day, an art walk at RPSG House was organised. This outing was a big hit and also helped the spouses bond with each other.
“Generally, we do light-hearted activities like antakshari and talks on wellness, etc. This time, we wanted to do something different. Very few spouses have seen our corporate office, and as part of this tour, it would be great to introduce the wonderful art on all the floors. It became a unique discovery of the entire office. In fact, the spouses saw the offices more comprehensively, perhaps even more than their husbands who work there.”
- Sunil Bhandari, Group Corporate
"We arranged for two buses to transport them from Taj Bengal to our office, RPSG House, for the Art Walk. While one bus arrived without any issues, the longer bus couldn't manoeuvre the narrow pathway and had to be parked in front of the IMI building next door. The stranded participants jokingly protested that they had to walk in the hot sun! My colleague Parna and I kept the participants engaged with anecdotes about the IMI building, so they wouldn’t mind the trek. It felt almost like distracting children with something else! The incident was humorous and served as a charming reminder that the inner child never ages."
- Shubhra Sarkar, Group Investor Relations
The walk-through could have been logistically difficult if it weren't for the expert planning by the RPSG team and the rehearsals. On the day, the discussions turned out better than expected — although we had set fairly high expectations to begin with! The visitors participated with their individual perspectives, adding to our understanding of the artworks and, hopefully, went home with an enriching experience.
- Sujaan Mukherjee, Art Curator & Art-Walk Guide
“The art walk was amazing for me. The office is a visual treat, and I loved seeing the installations and paintings. In fact, I love art and would appreciate a chance to volunteer there at some point in time. With the number of participants we had, I thought it was very well curated.
- Jyotika Malik, Wife of Anuj Singh, Spencer’s
The Art Walk was a standout, offering a refreshing blend of creativity and innovation. It beautifully showcased how art intersects with business, inspiring us to think outside the box. Meeting the spouses of working professionals added a personal touch, highlighting the importance of work-life balance and support systems.
- Swarnima Jha, Wife of Shashwat Jha, Group Corporate
“It was indeed a memorable and interesting day. Guiding the visitors, sharing and receiving insights about the art pieces allowed us to delve deeper into the world of art. The enthusiastic responses from participants and their genuine curiosity made the journey quite fulfilling. It was a privilege to connect people with art and witness the moments of awe and inspiration that the tour sparked.”
- Payal Sarkar, Group Internal Audit
But sometimes, the best-laid plans go awry. A prime example was when the sound system collapsed suddenly during an interesting conversation on stage.
“This was while Boria Majumdar was talking to Abhinav Bindra, sharing great stories. We struggled for some time to see if we could get things back on. After that, we requested Boria and Abhinav to get off the stage, nearer to the audience, and continue the conversation. Both of them were very sporting and complied. With all the participants milling around the speakers, it became a nice adda.
In the meantime, we immediately put two plans into action. First, to get the spare parts from an outside location, but that would take time. Second, we contacted the hotel for a backup system. As it transpired, the banquet hall had its own PA system. Within the next 10-15 minutes, things were back on track. By the next session, we had all the audio systems in place.”
- Sabyasachi Bhattacharya, Group HR
“Despite all the careful planning, the event faced a hiccup when the sound system stopped working for a tense 15 minutes due to overheating, owing to the extremely hot weather. For that moment, it seemed like the event would be thrown off schedule, but the quick response from the Taj Bengal’s technical team saved the day, providing an interim solution. Withthe help of the event management team, the event was soon back on track!”
- Soutrik Sarkar, PCBL
“From the detailed planning to the final execution, the Annual Group Conference was an example of what teamwork and a dedication to excellence can achieve.”
- Sabyasachi Bhattacharya, Group HR
“The behind-the-scenes work might not always get noticed, but it is crucial to any successful event. The Annual Conference was no exception, proving that the real magic of a successful event lies in the details and the dedication of those who work tirelessly behind the scenes.”
- Ajaya Sahoo, Group HR
