BSBF2024 DOSSIER EN

Big Science Business Forum 2024 – Trieste, Italy 105 Big Science Business Forum 2024 – Trieste, Italy 104 6.4.2. Freight Forwarder 6.4.4. Transfers 6.4.3. Partner Hotels Based on prior experience in managing international events similar to BSBF 2024, FERCAM was appointed as the sole official freight forwarder, with the objective of centralizing and simplifying shipping for exhibiting companies and sponsors. This choice made it possible to efficiently coordinate the shipment of materials for the event, preventing logistical fragmentation and easing communication among all parties involved. FERCAM set up a strategic warehouse in Trieste, receiving shipments prior to transporting them to the conference center. It then handled punctual distribution of materials to the assigned exhibit spaces, ensuring a streamlined, trouble-free process. At the conclusion of the event, FERCAM alsomanaged the return of materials, delivering comprehensive service from initial dispatch to final return. Having a single freight forwarder added value particularly for international shipping, given the high number of foreign exhibitors. Beyond on-site logistics, FERCAM played a key role in handling customs procedures, taking care of clearing inbound shipments and resolving potential bureaucratic issues. This approach relieved participating companies from complex logistical concerns, allowing them to focus solely on their presence at the event. To assist BSBF 2024 participants with reaching the venue, a free transfer service from Trieste Airport and Venice Marco Polo Airport was arranged, featuring dedicated welcome desks and an online booking system. To streamline planning, information on transfers was shared only with already-registered participants between late July and early August , aiming for more reliable bookings closer to the event. Despite this strategy, actual uptake did not match the initial requests , resulting in low usage of the available vehicles. Simultaneously, local public transport was enhanced to better serve travel needs during the event, especially since the conference center was located away from the city center where most hotels are concentrated. Trieste Trasporti launched additional bus services every 10minutes in peak hours, ensuring amore consistent and faster flow of attendees to the conference center. Clear , dedicated signage helped participants find the correct buses, further improving mobility. These measures offered an efficient alternative for reaching the venue. Despite these efforts, there was still high demand for taxis , indicating a need for further measures to simplify travel options. For accommodating participants of BSBF 2024, bothmajor and smaller-scale hotels in Trieste were brought in to offer a wide range of lodging options. Each hotel was invited to join a dedicated event agreement , providing discounted rates for participants. Although it was not possible to centralize bookings on a single portal, every hotel managed its own reservation system, interacting directly with interested guests. This arrangement offered flexibility, adapting to each hotel’s commercial policies and visitors’ specific needs. For authorities and invited press , the organizers reserved a limited number of rooms, ensuring suitable accommodations for these categories of guests. In keeping with BSBF tradition, no hospitality was extended to faculty members participating in the programme , who handled their own arrangements. This approach helped optimize logistical resources, focusing on a more tailored reception for institutional and media guests, without impacting the event’s overall budget. Supplies