Precision Planning For a High-flying Leadership Conference

Objective

This annual conference, held by one of the UK’s busiest airports, was intended as a way of bringing together representatives from all departments and airlines to share important updates, developments and long-term plans.

The brief

Following the success of a similar event, we were once again asked to plan, organise and manage the conference. We also needed to ensure there would be plenty of networking opportunities and, held in December, our client wanted a festive feel. 

What we did

Our extensive venue search focused on finding the perfect London location for breakfast, a full day conference and evening drinks reception for 60 guests. OXO2, on the second floor of the iconic OXO Tower stood out – fabulous space and facilities, panoramic views of the Thames – and, following a specially organised food-tasting session, our client was in absolute agreement. The venue couldn’t have been more accommodating of our plans, but our one challenge was time. With access to the space from 7am on the morning of the event, and guests arriving from 8.30am, we had to be meticulous in our planning and all crew carefully briefed for a fast and flawless set up.

In less than 90 minutes we pulled off the seemingly impossible, completely transforming two rooms. In one we set up a branded registration desk and installed navy velvet sofas and armchairs along with mirror-top coffee tables and poseur tables, which created a welcoming and comfortable space in which guests could relax and chat. Photo opportunities are a great way of bringing people together, so we set up a themed area complete with airplane seats, drinks trolley, luggage trolley and a giant passport. The bar was given a branded makeover and we installed additional lighting, including moving LED lights, to add atmosphere. Specially created gobos allowed our client’s brand logo to be projected.

The other room was where the conference would take place. We installed 85 black chivari chairs, abundant floral displays added a sophisticated feel to the space and a display of luggage on an airport trolley helped establish the conference theme. Complimenting the in-house lighting effects, we added moving LED lighting mounted on truss towers, stage wash and, as in the East Room, incorporated branded gobos. The venue provided an excellent AV package, which ensured all speakers delivered confident presentations.

We tied the whole event together with lots of careful attention to detail – from branded welcome signage and menus to vinyl graphics applied to the main entrance door and a curved wall wrap that added interest to the corridor linking the two rooms.

On arrival, guests were greeted at the registration desk where they received their name badges and lanyards. A selection of hot and cold breakfast bites was served along with tea and coffee, before taking their seats for the conference. A working lunch, presented as a hot fork buffet, made for a relaxed and informal atmosphere and gave everyone chance to network. Mid-morning and afternoon breaks kept guests hydrated and boosted energy levels. And when the conference ended champagne and canapés were served, with beer, wine and soft drinks freely available for the entire evening reception. The perfect end to a busy day, guests were able to relax and swap notes with colleagues.

The results

The conference represented a hiatus from a busy and frenetic environment. The audience of key senior leaders and external stakeholders were immersed in an intensive and engaging day of long-term strategy and development. Within a relaxed setting, the event provided space in which to absorb information and discuss with colleagues.