In 2026, Sunrise International organized an alumni reunion for a scholarship program at one of China’s top universities. At the time of the Reunion, the program’s alumni included 1,300+ exceptional rising leaders from around the world, united by the shared experience of studying in Beijing for an immersive year-long graduate program.
With a global alumni community spanning continents and industries, the program required delivering at scale. Sunrise led the end-to-end planning and execution for a week-long milestone celebration uniting 1,200+ participating alumni and 690+ distinguished guests in Beijing.
The host program’s vision was unprecedented. It aspired to be the first alumni Reunion hosted in China that fully funded the travel and accommodation for all alumni. It aimed to create a global village of alumni from 100+ countries housed in downtown Beijing. And it sought to span intellectual programming, structured reflection, networking, and curated time for connecting with faculty and alumni family members. Sunrise International was tasked with translating this vision into reality. Here is what we’ve delivered:
Logistics & Venue Management
- Managed end-to-end logistics across a diverse week-long program, spanning receptions, banquets, conferences, meetings, and private dinners.
- Sourced venues, arranged shuttle buses and private car transportation throughout Beijing, and coordinated multi-night accommodation of 1,890+ attendees across the full event week.
- Built a custom registration system to handle large-scale attendee check-in.
- Established a dedicated 24/7 emergency call support system, providing attendees with immediate logistical and medical assistance throughout the duration of the program.
Materials Design and Production
- Designed and produced promotional materials in line with the program's brand identity, including event landing page, signage, LED backdrops, lanyards and name tags.
- Developed and deployed an AR (Augmented Reality) wayfinding map specifically for the Guomao area, utilizing AR technology to help scholars navigate one of Beijing’s most expansive landmark districts with ease.
Vendor Coordination
- Managed all vendors across the full week, from daily catering and tea breaks to private dinner, alongside audio-visual production, seating, and décor.
- Coordinated on-site medical support through identifying and arranging the insurance coverage for all alumni throughout the event, ensuring attendee welfare at every stage.
On-Site Execution
- Maintained real-time oversight across all event areas for the entire week, covering security, crowd control, and live troubleshooting as needed.
- Health, safety, and local regulatory compliance were upheld at every stage to ensure a smooth and secure experience for all 1,890+ attendees.
- Managed the complex event reporting and permitting process with the host university and local authorities, ensuring all high-capacity gatherings were fully sanctioned and compliant with the university and municipal regulations.
- Liaised directly with traffic police to implement professional traffic control measures, ensuring prioritized movement for scholar convoys and minimal disruption to Beijing’s urban flow.