Attending the Fleet Summit for the first time as a media partner was a truly eye-opening experience. Held on 13th–14th November 2024 at the Radisson Hotel & Conference Centre London Heathrow, the event exceeded my expectations with its structured format, focused environment, and exceptional organisation.

At first, I was intrigued about the event format, which is very unique. Would the pre-scheduled meetings really lead to meaningful conversations? Could this intimate setting match the energy and engagement of larger trade shows? By the end of the two days, it was evident to me that the Fleet Summit did provide a unique and invaluable experience for both suppliers and decision-makers in the fleet industry.

What Was the Fleet Summit Format?

The Fleet Summit was designed to create a highly effective environment for decision-makers and suppliers in the fleet industry to connect, collaborate, and learn in a focused, no-nonsense setting.

Pre-Event Preparation – Before the event, buyers were asked to submit details about their fleet challenges, specific requirements, and areas of interest. This ensured that the event organisers could match them with relevant suppliers and seminars tailored to their needs. By gathering this information in advance, the event maximised productivity for all attendees.

Event Timeline – For those curious about the structure of the event, here’s a detailed breakdown of the schedule that took place over the two days.

Day 1

The first day began with registration and refreshments from 08:00 to 08:45, offering attendees a warm welcome and the chance to connect over a light breakfast before the event kicked off. The morning session featured an insightful opening presentation, followed by expert-led seminars discussing the latest trends in fleet management.

After the morning sessions, attendees engaged in one-on-one face-to-face meetings with key suppliers, tailored to their specific fleet needs. From 13:15 to 14:15, a networking lunch provided an opportunity for attendees to connect further with industry professionals in a relaxed atmosphere. The afternoon continued with more productive meetings and thought-provoking seminars, ensuring valuable insights and opportunities for all.

The day wrapped up with pre-dinner drinks and an informal networking dinner from 20:00 to 23:00, offering a perfect setting for attendees to strengthen connections and engage in deeper discussions. Adding to the evening’s entertainment were interactive games, including the classic ‘Roll-a-Ball’ game, a fast-paced reaction testing challenge with ‘Tap the Light’, and immersive racing simulators. These engaging activities not only added an element of fun but also made networking more enjoyable and approachable, helping attendees bond over shared experiences.

Day 2

The second day began with breakfast from 07:30 to 08:45, giving attendees a chance to regroup with fellow participants before the start of another busy day. The morning sessions featured additional seminars and more face-to-face meetings with suppliers, continuing the productive discussions from Day 1.

The event concluded with a final networking buffet lunch from 13:00 to 14:00, providing one last opportunity for attendees to engage with peers and suppliers before wrapping up the event.

This schedule enabled the event to provide a balance between pre-arranged meetings, valuable seminars, and plenty of networking opportunities in a well-planned, relaxed environment.

Topics Covered in Seminars

The seminars were another highlight, delivering actionable insights on pressing fleet issues:

• EV Charging Infrastructure – Theo Panayi of Arcadis discussed strategies for managing EV charging assets, focusing on lifecycle planning, funding options, and software integration.
• Creating a BEV-Based Car Policy – Paul Lippitt from Volkswagen Financial Services (VWFS) addressed the challenges of adopting electric vehicles, offering steps to streamline transitions and reduce costs.
• Managing EV Insurance Costs – James Pestell and Ric Baird of the Association of Fleet Professionals (AFP) shared strategies for mitigating insurance costs through risk management.
• Data-Driven Fleet Electrification – Michael Ayres of Flexible Power Systems (FPS) highlighted the importance of data and software in planning efficient EV rollouts.

Bespoke One-to-One Meetings

A key feature of the event was the bespoke meeting schedules. Using proprietary appointment-setting software, the Fleet Summit arranged one-to-one meetings between suppliers and buyers based on their unique needs. This ensured that every interaction was relevant, removing the uncertainty of cold introductions and guaranteeing that both parties could focus on building meaningful business relationships.

Relaxed Networking Opportunities

In addition to the scheduled meetings, the event allowed ample opportunity for informal networking. Attendees connected during pre-dinner drinks and the gala evening, further strengthening relationships in a more relaxed setting. The atmosphere was conducive to fostering genuine connections, which is something larger trade shows often struggle to achieve.

An All-Inclusive, Fully Hosted Experience

The Fleet Summit took the hassle out of attending by offering a fully hosted experience. Qualified buyers enjoyed complimentary meals, refreshments, and overnight accommodation. This approach ensured that attendees could focus on the event and make the most of their time without worrying about logistics.

What Did Buyers Gain from the Fleet Summit?

For fleet decision-makers, the Fleet Summit provided a targeted environment where they could:

• Meet Relevant Suppliers: The tailored meeting schedules ensured that buyers connected only with suppliers offering solutions that were aligned with their fleet requirements.
• Access Industry-Leading Insights: The seminars offered valuable information on the latest trends in fleet management, with a focus on pressing topics like electric vehicles (EVs), insurance costs, and data-driven fleet electrification.
• Build Stronger Relationships: With the opportunity to meet suppliers one-on-one and network in a relaxed environment, buyers could engage in deeper conversations and build long-term professional relationships.
  

What Did Suppliers Gain from the Fleet Summit?

For suppliers, the Fleet Summit provided the ideal platform to:

• Engage with Qualified Decision-Makers: The pre-scheduled meetings ensured that suppliers met with fleet decision-makers who were genuinely interested in their products and services.
• Showcase Their Solutions: Suppliers had the chance to present their offerings in a focused setting, answering questions and addressing specific challenges that buyers were facing.
• Form Lasting Business Connections: The event created a space where suppliers could foster strong relationships with potential clients, often in a more meaningful way than at large, impersonal trade shows.

What was the Feedback for the Fleet Summit?

The feedback from attendees was overwhelmingly positive. Ground Transport Group was proud to be associated as a media partner for the event. Our team shared our thoughts:

“From the relaxed, professional atmosphere to the tailored approach to networking and seminars, we felt the Fleet Summit truly proved its worth. We were delighted to be involved and saw immense value in the connections made.”

Nick Stannard, Sales Manager at Forum Events, and organiser of Fleet Summit, said:

“On the 13th and 14th of November, we hosted our second Fleet Summit of the year. We love to see how our hard work can result in some great connections being made and people talking in a relaxed atmosphere and starting their working relationships at the Fleet Summit.”

Attendees praised the event’s format and execution. Nick continued: “Don’t take our word for it, please see some of the comments from our attendees.”

Testimonials

“Amazing experience and met great people, overall a beautiful atmosphere.”

“Happily surprised. Wasn’t too sure what to expect, and it was great. Nice spending time with suppliers in a more relaxed way than at NEC events. Organisation was well done!”

“Well organised and a good mix of businesses.”

“Overall really informative, well run, and good mix of suppliers.”

Jason Fitzgerald, Sales Director of Tranzaura summed it up perfectly: “An excellent in-person event connecting like-minded businesses and suppliers. A must-have for all fleet professionals!”

Steve Sommerfeld, Operations Manager at Belgraves of London gave a glowing review: “The Fleet Summit event at Heathrow this year was my first time visiting and experiencing this meeting and networking seminar. To be honest I went into the day expecting to be underwhelmed slightly, however I was way off the mark. From the very first organised ‘speed meet’ it was clear that there were really exciting and relevant connections to be made, and I left the event armed with lots of cutting-edge info and great connections. Off the back of some of the meetings, we have changed certain service providers overnight. I genuinely recommend this event to others in the same niche sector as ourselves. It was an eye opener!”

Final Thoughts… and the winner is!

The Fleet Summit offers something truly special: a focused, relaxed, and highly effective environment for fleet professionals to connect, learn, and grow. As a first-time attendee, I was impressed by the meticulous organisation, the personalised approach, and the quality of interactions.

As part of the event’s engaging atmosphere, Ground Transport Group also ran our sweetie jar competition. Attendees were invited to guess how many sweets were in the jar. There was a £250 cash prize for guessing the correct amount, alongside the closest guess winning a £100 prize.

Thanks to everyone who took part! The winner was Jenna Aston from Aptean, with a guess of 472 – just 8 away from the actual total of 464. Theo Panayi from Arcadis came in second with 451, and Mike Miles from Marshall Leasing was third with 500.

A huge thank you to the team at Forum Events for organising such an exceptional event. For anyone in the fleet industry, this is a must-attend gathering. And if you’re looking forward to the next opportunity, mark your calendar for the next Fleet Summit on 2nd & 3rd June 2025 at the Hilton Deansgate, Manchester. It promises to be another fantastic experience!