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Global HVAC case study

Global Event Portfolio Procurement for a Leading HVAC Company

How PSG Events connected sourcing, contract strategy, regional scheduling, and operational dependencies across more than 20 annual events to protect flexibility and create measurable value.

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Conference stage representing a global corporate event portfolio

Portfolio-level decisions create leverage that individual event transactions cannot.

01 · Savings optimization
$3.4M+
02 · Annual portfolio
20+ events
03 · Regional sourcing
4 regions

(01) The challenge

A complex meeting portfolio was being managed as a series of disconnected transactions.

The organization produced sales kickoffs, product roadshows, internal programs, and customer incentive events across multiple regions. Consecutive weekly schedules and physical deliveries created operational dependencies, while inconsistent hotel brands reduced consolidated buying power.

01

Fragmented buying power

Individual hotel decisions limited the organization's ability to negotiate from the strength of its full annual portfolio.

02

Contract exposure

Standard cancellation and attrition language created avoidable financial risk across multiple programs.

03

Connected logistics

Event timing, hotel selection, and delivery movement had to work together across four regions and consecutive weeks.

04

Future uncertainty

The company needed stronger immediate terms without sacrificing flexibility or leverage for future meetings.

(02) The PSG Events approach

We evaluated sourcing, contracts, timing, and logistics as one operating system.

Instead of treating each program as an isolated RFP, PSG Events applied an Event Forensics™ lens to the portfolio. This revealed where consolidated strategy could improve commercial terms, protect operations, and preserve future choices.

01

Portfolio analysis

Programs were reviewed together to identify repeat patterns, total spend, supplier concentration, and negotiation leverage.

02

Regional sequencing

Hotel sourcing was aligned with the movement of materials, personnel, and operational dependencies across four regions.

03

Stronger contracts

Cancellation and attrition provisions were challenged and revised to better protect the organization.

04

Multi-year leverage

The sourcing strategy balanced current value with the flexibility required for future dates, locations, and supplier decisions.

(03) Measurable results

Commercial protection improved without limiting future operating choices.

$3.4M+Total savings optimization

Year-to-date savings generated across the engagement.

ProtectedHotel contract terms

Revised cancellation and attrition provisions reduced exposure in worst-case scenarios.

RepeatablePortfolio strategy

A reusable model connected future sourcing, scheduling, supplier selection, and negotiation.

(04) Business impact

The result was more than a successful sourcing cycle. It was a stronger way to govern the portfolio.

  1. 01

    Executive visibility

    Leadership gained a clearer view of meeting spend, commercial exposure, and the decisions shaping total event cost.

  2. 02

    Reduced exposure

    Contract obligations and risk scenarios became easier to understand, compare, and actively manage.

  3. 03

    Stronger leverage

    The company could negotiate as a portfolio while retaining the flexibility needed for changing business priorities.

  4. 04

    Repeatable decisions

    Future programs could begin with better data, clearer standards, and a more defensible procurement strategy.

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02

Vibrant Longevity Summit

From a 60-day leadership gap to a scalable conference operating model.

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 03

Event Forensics™

Turn fragmented conference data into executive financial intelligence.

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(05) Start a conversation

Build more leverage into your next conference portfolio.

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