Conferences & Meetings Case Study

Conferences & Meetings

Mission

Our client required full conference management for 600pax in the Greater London area. The event was a 2 day off-site in which a main hall for all guests, plus various plenary rooms and break out areas were required; as well as a welcome and registration desk. The guests were coming from a variety of destinations and were being fully hosted by the organisers, so an appealing venue and offering was paramount. As well as the venue itself, the budget needed to include full staging and AV production in the focal presentation hall, clear branding throughout the venue, delegate packs and registration area plus regular shuttle buses at key points in the day to the attendees' allocated accommodation.

Accomplished

We secured a large and prominent venue in northern Greater London that was close to major transport links, making it easily accessible to delegates coming from further afield. By selecting a venue that offered in-house catering we were able to negotiate on both food and beverage costs as well as venue hire, resulting in a reduction of cost per head for the former and all plenary spaces being included complimentary in the latter. We combined requirements for branding and lighting by projecting company logos and colours in all communal areas and presentation halls and kept delegate packs simple by providing branded hard back notebooks, therefore merging promotional gift items and information - the first few pages contained itineraries and general information of the event and the rest was free note paper. We used a local trusted supplier for staging and AV who was able to offer our client competitive costs due to it being a combined and low travel job, and the registration system was provided by our own team who never fail to provide service with a smile at unbeatable costs and doubled as hosts to escort delegates to the regular shuttle services.