CASE STUDY
Luxperience 2024
The Event
Established in 2012, Luxperience is the only event of its kind in Australia, connecting luxury travel specialists with high-end travel providers. Unlike traditional expos, this annual event focuses on creating meaningful business relationships through pre-scheduled meetings, networking & sightseeing add-ons, a gala dinner & awards night, hosted familiarisation trips (famils), and a thought leadership panel talk. Held at the International Convention Centre Sydney (ICC Sydney) and Sofitel Sydney Darling Harbour, the 2024 event attracted a curated attendee list of luxury travel suppliers, boutique vendors, and cultural tour operators from all corners of the globe.
Goals & Objectives
Create a serene, welcoming, and luxurious atmosphere.
Facilitate connection between buyers and partners through structured appointments.
Take the stress out of registration, event logistics and travel requirements.
Provide sightseeing opportunities for international attendees.
Keep supplier booths on a level playing field so every conversation feels like the main event.
Lead with sustainability and leverage tech to streamline processes.
Use iconic Australian venues to showcase a world-class experience.
Integrate pre- and post-event familiarisation experiences.
Celebrate industry brilliance through a themed gala dinner and awards night.
Approach
With over 12-months of planning, FCM Meetings & Events managed the event’s full scope by:
Building a dedicated website and app to support registrations, appointment times, travel details, itineraries, and communication, also helping us keep sustainability front and centre by replacing the need for paper handouts.
Designing the event layout and theming for a relaxed, modern Mediterranean tone, including uniformed booth setups and sustainable furniture. While each supplier had creative freedom of their backdrops, the standardised booth design gave every conversation equal weight.
Juggling event vendors, logistics, and communication. Including catering, tech, and AV support, keeping every element running on time and delivering a flawless attendee experience.
Keeping the expo floor buzzing with a flow so smooth, even the busiest schedule felt effortless.
Managing the Thought Leaders Forum at Sofitel Sydney Darling Harbour, where 320+ attendees explored industry trends about redefining luxury, sustainability, and the next chapter of luxury travel.
Throwing a show-stopping masquerade gala dinner and Luxperience Awards, complete with acrobats, roving performers, and gourmet canapes.
Blending business with leisure at scenic breakfasts, long lunches, and tours. Attendees experienced Sydney Harbour cruises, guided morning walks, and networking with postcard-perfect views.
Handling group travel from start to finish by booking flights, transfers, and 5-star accommodation for international and domestic attendees.
Rolling out destination and supplier focused famils across Fiji, Tasmania, New Zealand’s North and South Islands, the Hunter Valley, and Sydney.
Challenges
Budget fluctuations and shifting ideas led to last-minute changes. The FCM Meetings & Events team had to adapt plans quickly and keep everything on track without compromising attendee experience.
Partner cancellations created gaps in some meeting schedules, requiring the team to rework meeting slots to ensure no attendees time was wasted.
Coordinating multiple venues and managing logistics across ICC Sydney, Sofitel Sydney Darling Harbour, and other off-site locations added complexity. Still, FCM Meeting & Events kept everything running smoothly with open communication, dedicated planning, and pre-organised transfers.
Managing sustainability, luxury, and budget meant careful vendor selection and event planning, while still meeting high expectations.
A tight event schedule meant every minute counted. The on-the-ground FCM M&E team managed transitions between meetings, event sessions, and sightseeing moments, all key to a seamless experience.
Outcomes
Luxperience 2025 planning is already in full swing, a nod to the event’s success.
Attendees were thrilled by the chance to build personal relationships with industry peers.
With 140+ international attendees, participation expanded networking opportunities and created new relationships across the globe.
Suppliers and buyers had access to 42+ appointment slots, ensuring opportunity for valuable conversations with both local and global luxury travel players.
40 products (33%) that are set to launch in 2025 were previewed by attendees, and 75 of the suppliers in attendance (60%) joined for the first time.
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