Barcelona, Spain
Event Management, Delegate Management, Event Production
200 Attendees
5 Performances
350+ Feathers
From the initial briefing through to the onsite support the team has been highly professional, thorough and a pleasure to work with
Objective
Our client, a global leader in innovative orthodontic solutions, operates across three geographic regions in Europe. Traditionally, each region runs its own annual sales and marketing kick-off event. However, 2025 was to be one event for all regions and held in a neutral country that would also offer plenty of sun. As well as communicating upcoming product launches and business developments, the event would be an effective way of knowledge sharing between the business hubs and forging stronger connections. The event needed to be engaging, motivating, inspirational and fun
The brief
Our brief wasn’t simply to plan, organise and deliver the event, we were even asked to find the perfect European destination in which to host the event. With 200 people travelling from different countries, it presented a huge logistical challenge.
What we did
Our search started in Tenerife and Mallorca, but flights proved to be a barrier each time. As an alternative, we turned our attention to mainland Spain and proposed the vibrant city of Barcelona. With several flights a day from the three hubs and a great choice of venues, our client was happy to accept our suggestion.
Destination agreed, our venue search led to Grand Hyatt Barcelona. A luxury hotel in a very smart part of the city, it set the right tone for the event, offered excellent conference facilities, beautiful rooms for guests and its location meant fast transfers to and from the airport so that we could make the most of available time over the three-day event.
The hotel boasts a wide variety of meeting rooms, which offered plenty of flexibility for the event. We used several large spaces for the conference, with smaller rooms available for breakout sessions. Having been carefully designed to feature excellent technology, we provided any additional equipment and our production team on site to ensure the conference would run smoothly, with presenters well supported. Our lighting scheme, which included stage wash with custom logo gobo and uplighters, added colour and atmosphere. And our crew made sure that there was an audio recording of each day’s presentations so that the event can provide ongoing value throughout the year.
On the first evening, dinner was held in Maymanta, located on the hotel’s rooftop terrace. Guests enjoyed wonderful views of Barcelona whilst savouring incredible Peruvian-inspired bowl food – a deliberately informal choice to allow guests to mingle more freely. And to keep everyone entertained, our roaming magician, whose skills extended to speaking multiple languages and ensured no language barriers to his audience, performed a dazzling array of close-up magic.
A formal gala dinner was then held the following night. Emphasising decadence and elegance, we took The Great Gatsby as our design theme, transforming the space with a colour palette of gold and black. Chandeliers, candles, huge displays of white feathers, gold pedestals, black and gold helium foil balloons all helped recreate the roaring twenties. Guests were greeted by two stilt walkers in shimmering silver 20s-style dresses, feather boas and feather fans, and there were plenty of photo opportunities. We also had a roaming photographer to capture images of the evening including a photo of all 200 attendees, which would be a very special souvenir of the event. During dinner itself there were five incredible performances by our singer and supporting dancers. There was also an awards ceremony, again with our production crew providing AV support, before everyone moved to Zuu, the hotel’s opulent nightclub, where David Guetta’s Titanium, an informal anthem for the company, saw everyone dancing and in high spirits.
Departures the following day were handled as efficiently as arrivals. With hosts on hand, and careful monitoring of flight delays due to winter weather, we provided a shuttle service to the airport.
The results
When a company brings together 200 sales professionals from all over Europe for an unprecedented business event, they need to feel confident that not only will it achieve all its strategic objectives, but it will also deliver an inspiring experience. Partnering with an experienced event management company with a proven ability to work closely and collaboratively with the client team is paramount to guaranteeing success.
Nothing was too much trouble
Kat, Megan and Jamie are an asset to the company and made my life so much easier as they delivered on their roles in the event planning every time.
