In the world of logistics, where precision and timing are everything, there is something profoundly powerful about a shared moment, a handshake that transcends borders, and a conversation that leads to more than just the exchange of business cards. For more than 200 independent freight forwarders from all corners of the globe, these moments will unfold at the upcoming Annual Meeting of The Cooperative Logistics Network.
Set against the majestic backdrop of Abu Dhabi, from May 28 to May 30, 2025, this year’s meeting promises to be more than a mere business event—it’s a living testament to the values of collaboration, trust, and community. It’s an opportunity to do more than just build networks; it’s a chance to forge partnerships that shape not only the future of logistics but the future of the people who make it all happen.
What does the preparation for the Annual Meeting look like for The Coop team?
For Antonio Torres, the Founder and President of The Cooperative Logistics Network, this Annual Meeting is the culmination of a vision—a vision of a world where small and medium-sized logistics companies, often left out of the larger global conversations, can come together, learn from each other, and thrive in a space where every voice matters.
“Our Annual Meeting is about creating opportunities for our members to collaborate directly, explore new projects, and build a cohesive network,” says Torres, his words carrying the weight of years spent building this global community. “It’s not just about discussions; it’s about forming real, tangible connections that benefit every member’s business.”
But behind every handshake and every conversation, there are stories that paint a deeper picture. “For us, organizing the Annual Meeting is not just a task; it’s a passion. We start with a vision, a sense of purpose, and a commitment to bringing together over 200 logistics professionals from all around the world. Every decision we make is about ensuring that this gathering is more than just a business event—it’s an opportunity for our members to connect, collaborate, and grow. And, in order to achieve this, we work hard to provide the best atmosphere, the best venue, and every detail necessary to turn a simple handshake into new business and, ultimately, long-term friendships”, continues Antonio.
This report takes an inside look at the planning and benefits of The Cooperative Logistics Network’s Annual Meeting and how it sets the stage for business growth and operational synergy.
First step: How to choose the location
Choosing the location for The Cooperative Logistics Network’s Annual Meeting is no small feat. As Maria Serrano, PR & Event Coordinator, explains, “We have members from all over the world, and accessibility is a major consideration. Not all countries are equally accessible in terms of visa requirements, so we need to ensure that members from all regions can join with minimal barriers.”
This makes the process of selecting the ideal location more complex than it might seem. With so many factors at play, the team works tirelessly to find a country that is as open as possible in terms of visa policies, and where applying for a visa is straightforward for most attendees.
“Once we find a country that meets these criteria, the next step is choosing the venue itself. We need to ensure the hotels offer the right combination of quality, elegance, and functionality,” Maria continues. For the Annual Meeting, a five-star venue is non-negotiable. The hotel must offer not just luxury and comfort but also ample space for meetings and social events. This includes a large ballroom for the main sessions, smaller rooms for one-on-one meetings, and outdoor spaces for the Gala Dinner and cocktail receptions.
But even after finding the right hotel, the work is far from over. “We then start the process of negotiation,” Maria explains. “It can take months to finalize the details, but it’s worth it when you see everything come together.” For instance, the 2025 venue in Abu Dhabi is a result of months of deliberation and careful planning. What might seem like a simple decision—a beautiful location in a thriving global city—is actually the result of a process that requires precision and patience.
Strategic Location: Abu Dhabi as the Meeting Point for Independent Freight Forwarders
Choosing Abu Dhabi as the location for the Annual Meeting is a strategic decision that aligns with The Coop’s global vision. As a rapidly developing logistics hub in the Middle East, Abu Dhabi offers a dynamic backdrop for discussions about logistics and global trade. Its location connects Asia, Europe, and Africa, making it accessible to members worldwide. Furthermore, Abu Dhabi’s world-class infrastructure, modern venues, and commitment to fostering international business make it the ideal setting for such an event.
Maria Serrano, PR and Event Coordinator of The Cooperative Logistics Network highlights the importance of location in the Annual Meeting’s success: “Abu Dhabi’s centrality and booming logistics industry make it an inspiring venue for our members. It’s a place that represents our network’s global outlook and aspirations.”
Second step: The Careful Process of Choosing Dates – A Global Puzzle
Another crucial part of the planning process is selecting the right dates for the event. “It’s a bit like solving a global puzzle,” says Maria with a smile. “We need to avoid major global festivities such as Christmas, Ramadan, Chinese New Year, or other public holidays that might limit attendance.”
Given the diversity of the membership base, with members spanning continents, each with their own national holidays and cultural celebrations, finding a time that suits everyone is a nearly impossible task. “Public holidays are a daily reality in at least one country, so while we try to be mindful of these dates, we know there will always be some overlap with holidays,” Maria says. Still, the team works hard to pick dates that are most likely to be convenient for the majority.
Moreover, the team also aims to avoid major logistics industry events—“We try to steer clear of the big exhibitions and trade shows, such as Intermodal Brazil,” Maria adds. These events draw large crowds and can pull attention away from smaller, but equally important gatherings like The Coop’s Annual Meeting. Balancing these considerations requires a great deal of foresight and flexibility.
Once the dates are chosen, and the location and venue are secured, the team shifts their focus to finalizing the event program, preparing the social and networking activities, and ensuring that every detail is in place. While the work behind the scenes is often invisible to attendees, it is this careful and deliberate planning that ensures the Annual Meeting remains an event that will make a lasting impact on everyone involved.
Strategic Dates: May 2025
For all these reasons, May seemed the perfect month to host the Annual Meeting, even though this year brought an added challenge. “With so many events occupying most of the months, we knew that May would be a popular choice for other networks as well,” says Maria. “We are sure that even with these challenges, members will be happy to join and it will be a successful event.”
Once the dates are chosen, and the location and venue are secured, the team shifts their focus to finalizing the event program, preparing the social and networking activities, and ensuring that every detail is in place. While the work behind the scenes is often invisible to attendees, it is this careful and deliberate planning that ensures the Annual Meeting remains an event that will make a lasting impact on everyone involved.
Third step: Deciding what will be in the agenda
Deciding what will be on the agenda for the Annual Meeting is a critical step in ensuring the event’s success and maximizing value for our attendees. “We carefully try to design an agenda that strikes the perfect balance between business-focused sessions and relaxed social activities. This year, the heart of the event will be two days packed with one-to-one meetings, offering a focused, structured opportunity to connect directly with reliable freight forwarding professionals. These meetings, scheduled in advance through our easy-to-use online scheduler, are aimed at maximizing networking potential and helping members forge valuable partnerships”.
But the agenda doesn’t just focus on formal business. While they crucial, The Coop’s Annual Meeting is equally about building relationships. A range of social activities are always included to further nurture connections in a more informal, relaxed environment. Such bonds are essential in an industry where collaboration and reliability are paramount, allowing members to work together seamlessly on cross-border projects.
“Whether it’s bonding over a day trip to explore Abu Dhabi, enjoying a cocktail or lunch, sipping coffee between meetings, or celebrating the evening at our Gala Dinner, there will be countless opportunities to engage, build relationships, and do business. At The Coop, we believe that personal relationships are the foundation of successful business relationships,” says Torres. “Our social events provide a space for members to connect beyond business, creating bonds that strengthen our network.”.
Each activity is thoughtfully planned to ensure that our members have the best possible chance to connect and leave the event with both professional and personal relationships that will last long after the meeting ends.
Fourth step: Choosing the best suppliers
Organizing a successful event requires collaboration with a variety of suppliers—each playing a key role in bringing the Annual Meeting to life. From audiovisual teams to event decorators, catering services to transportation providers, selecting the right partners is crucial to ensuring everything runs smoothly.
As Maria Serrano, PR & Event Coordinator, explains: “We need suppliers who understand the unique nature of our event and can help create a seamless, memorable experience for our members.” The team works with a variety of key partners to ensure every detail is covered. For example, with a day trip agency to offer guided excursions, allowing attendees to experience the culture of Abu Dhabi outside the conference.
A promotional gifts company is also engaged to provide branded gifts that attendees can take home as a reminder of the event. A photographer and videographer is normally hired to capture the key moments, creating a visual record of the meeting for both attendees and future promotions. To add a special touch to the Gala Dinner, a band is brought in to provide entertainment, enhancing the atmosphere of the evening. Finally, a stage builder is enlisted to create the perfect set-up for the much-anticipated group photo, ensuring that the moment is captured beautifully.
By choosing trusted suppliers and ensuring they meet the event’s high expectations, the team guarantees that each element of the Annual Meeting is executed flawlessly.
Fifth step: Preparing the Marketing Material
The next step in ensuring the event’s success is crafting effective and compelling marketing materials. These materials play a vital role in attracting attendees, generating excitement, and communicating the event’s value. From digital invites to event brochures, asocial media posts to the event app, each piece must be aligned with the overarching theme and message of the Annual Meeting.
“We start by identifying the key selling points of the event—what makes this year’s gathering unique and valuable to our members,” says Maria. These points are then translated into visually appealing materials that highlight the event’s networking opportunities, the high caliber of sessions, and the incredible location in Abu Dhabi. “We use clear, engaging messaging to convey not only the logistics of the event but also the personal and business growth opportunities that come with attending,” Maria adds.
One of the most exciting aspects of the marketing materials is the dedicated event website, where attendees can learn about the speakers, agenda, and special events, as well as register for the event. “We make sure the website is easy to navigate and provides all the information our members need to plan their trip,” says Maria. Additionally, social media is leveraged to create buzz in the weeks leading up to the meeting, with teaser content, countdowns, and highlights from past events.
Sixth Step: Contacting members
A key part of organizing the Annual Meeting is ensuring Coop members have all the information they need to prepare for a smooth experience. “We reach out through their Members Area, where they can register for the event and soon book their room at The Intercontinental Abu Dhabi via a provided link. We also encourage members to book flights early, especially if they plan to join the optional group tour or attend the Welcome Cocktail Reception. Additionally, we remind them to ensure their passport is valid for at least 6 months beyond their arrival in Abu Dhabi and to check their visa requirements”
The hallmark of The Coop’s Annual Meeting is its dedicated one-on-one meeting format, where members can schedule private one-to-one meeting to discuss business prospects in detail. This format allows each attendee to focus on their specific operational needs and explore mutually beneficial partnerships. The structured schedule ensures that every member has the chance to meet relevant partners, discuss pending projects, and identify new business opportunities.
These one-on-one meetings are instrumental for members to gain deeper insights into each other’s strengths, service offerings, and regional expertise. For many, these sessions are the highlight of the event, providing clarity and direction on how to optimize their business strategies within the network.
“To help with networking, members can schedule One-to-One Meetings starting on April 24th via our online scheduler. This tool allows members to easily book meetings with companies they’d like to connect with. Many delegates have praised the user-friendly interface, making it simple to arrange valuable one-on-one sessions.”
The Coop’s team goal is to make sure every member is well-informed, understands the benefits of attending, and feels supported throughout the process. “We want them to feel confident and ready to make the most of the event”.
Ensuring the Success of The Cooperative Logistics Network
The Annual Meeting plays a vital role in ensuring the growth and sustainability of The Cooperative Logistics Network itself. As members strengthen their bonds, form partnerships, and expand their business through the network, The Coop continues to grow as a cohesive, collaborative community of professionals dedicated to raising the standard of independent freight forwarding.
By fostering these relationships and providing a platform for collaboration, The Coop’s Annual Meeting contributes to a unified network that is better equipped to face industry challenges and pursue new opportunities. “Our Annual Meeting is the glue that holds our network together,” says Torres. “It’s a space where our members feel connected, supported, and ready to thrive together.”
Conclusion
The Coop’s Annual Meeting is a cornerstone event that fosters partnership, collaboration, and growth for its members. By providing a structured platform for targeted meetings, insightful workshops, and networking opportunities, the Annual Meeting enables logistics companies to strengthen their operations and build a competitive edge in the global market. As Torres emphasizes, “The Coop’s Annual Meeting is more than just a gathering. It’s a catalyst for growth, innovation, and unity within our network.”
With the 2025 meeting in Abu Dhabi just around the corner, The Cooperative Logistics Network is once again poised to bring together logistics professionals from around the world to create new business opportunities, enhance their expertise, and reinforce the cooperative spirit that defines the network.