First-time global leadership meeting for a fast-growing software company.
GoGather partnered with a global software development company to design and produce its first-ever leadership meeting, bringing senior leaders together in Portugal for four days of connection and strategy.
INDUSTRY
Technology
QUICK SUMMARY
A rapidly scaling, globally distributed software company needed support planning its first leadership meeting. With leaders spread across the globe (and no internal events team), they turned to GoGather for full-service logistics and guidance from start to finish.
RESULTS
GoGather led destination strategy, venue sourcing, vendor coordination, event logistics, and on-site execution. The meeting came in under budget and left leaders energized and already asking about the next year.
ABOUT THE CLIENT
This global software development company builds tools used by teams around the world. With leadership distributed internationally, they value collaboration and purposeful time together. This event marked the first time many senior leaders met in person, making the experience especially meaningful.
The client’s goals and how GoGather brought them to life.
Goal #1: Supporting the development of the leadership team.
This event was designed as a working leadership meeting. GoGather partnered closely with the client to shape an agenda that balanced structured strategy sessions with hands-on workshops and informal conversations. This gave leaders dedicated time to brainstorm and plan for the company’s next phase of growth, while building trust face-to-face for the first time through fun activities.
Because strong leadership development also depends on feeling recognized and invested in, the experience extended beyond the meeting room. To reinforce that sense of appreciation, GoGather curated thoughtful, high-quality touches throughout the program.
- From professional headshots to premium swag, every detail was designed to make leaders feel valued.
- Giveaway items were chosen intentionally (useful, well-made, and genuinely exciting to take home), helping build energy and pride around the event experience.
Goal #2: Improving cross-functional connection and collaboration.
One of the client’s top priorities was helping leaders form relationships beyond their direct teams.
GoGather intentionally designed moments that encouraged cross-functional interaction, starting with assigned dinner seating that mixed departments each night. Groups rotated throughout the program, creating natural opportunities for new conversations and stronger collaboration across roles and regions.
Connection also came to life outside the meeting room.
- GoGather partnered with Strayboots to design a customized off-site experience, transforming a Jeep tour through a Portuguese UNESCO World Heritage site into a competitive scavenger hunt.
- The gamified format tapped into the group’s teamwork and friendly competition, creating shared moments that sparked connection and camaraderie.
Goal #3: Delivering a high-value experience within budget.
Destination and venue selection played a big role in the event’s success. With leaders traveling from various locations around the world, GoGather recommended Portugal as a warm, easy-to-reach option that made sense for a December meeting. The team landed on Penha Longa Resort, a Ritz-Carlton property, for an elevated experience that stayed within budget.
Throughout the planning process, GoGather worked closely with the client through multiple budget iterations, helping them decide where to invest their dollars for the biggest impact. By prioritizing the experiences that mattered most to the leadership team, the program stayed under budget without sacrificing quality.
Goal #4: Staying on track through strong planning and communication.
Planning a first-time global meeting came with challenges, from time zones and cultural differences to international travel disruptions.
GoGather served as the liaison between the client, venue, and international vendors, maintaining consistent communication through recurring calls and proactive follow-up to keep the event on track and top of mind.
When multiple flights were canceled the day before arrival, GoGather and Worldwide Transportation worked overnight to reroute attendees at no extra cost.
Behind the scenes, GoGather and its trusted partners also managed unexpected challenges with international shipping and on-site equipment, resolving issues swiftly so the experience remained seamless for attendees.
A detailed registration site and “know before you go” communications helped build excitement in advance and ensured attendees arrived ready to engage.
Momentum that carried beyond the meeting.
By the end of the 4-day leadership meeting, attendees weren’t ready to disconnect. After-hours lounges stayed busy with conversations that continued late into the night, and the buzz carried well beyond the final day.
This proved that bringing people together with intention can drive both connection and clarity, even across continents.
