An Inspiring Three-day Media Event For An Influential Audience

Objective

The intention of this ambitious event was to immerse influential journalists in a memorable brand experience, introducing them to a leading technology company’s new developments and provide opportunities to explore new features and new technology. Achieving online and offline press coverage of our client’s products was the ultimate goal. But it was also important that guests enjoyed themselves and had fun whilst working.

The Brief

A first-time collaboration, we were asked to plan and organise this very special three-day media event for an invited audience of industry press. It represented a fantastic logistical challenge – clients that weren’t UK-based, more than 40 journalists jetting in from all over the world, a fun and engaging itinerary to plan and multiple venues to organise. With the UK having been chosen as the location to represent our client’s European roots, we needed to showcase the best of British every day. Naturally, we embrace such challenges and know how to deliver perfection.

What We Did

From the moment they arrived, the journalists enjoyed the very best hospitality. Having been collected from Heathrow and Bristol airports, they were transferred to a plush five-star hotel in Bristol where they would stay for the duration. Gifts were left in every guest’s room, including a Scottish cashmere scarf, traditional English tea and biscuits, branded drinks flask, cable organiser, notepad and pens, along with a printed itinerary. Dinner that evening was held at The Ivy Bath Brasserie & Garden, a quintessentially English restaurant brand. Guests dined in The Baldwin Room, a lovely space with wonderful Art Deco features. Sophisticated bowl food was served so that journalists and our client’s team could easily mingle and get to know each other throughout the evening.

Day two and it was down to business and a short trip to the Harbour Hotel in Bristol. Previously home to two banks in the 19th century, the venue’s architecture provides an immediate wow factor that only increases once inside. The stunning Sansovino Hall, with its Venetian-inspired interior, was a suitably impressive setting for our client’s conference. Set out classroom style, the journalists had plenty of space to use their devices – we also made sure multiple charging points were available.

We pulled out all the usual stops to ensure the day would run smoothly, from building a stage set to branding the space and ensuring high production values throughout, including sound, lighting and all the tech and support necessary for presenters to deliver polished performances. At the rear of the hall we created a demo area, incorporating a large screen, which was used to showcase a variety of our client’s products. Several smaller rooms were utilised as breakout spaces, perfect for further discussion about the conference content and for press interviews with company representatives.

To keep energy levels high and minds sharp, we worked closely with the venue to provide the best quality food and refreshments throughout the day – from tasty breakfast bites and freshly made smoothies to a delicious array of lunch dishes.

At the end of conference, the hotel’s spa facilities were made available so that guests could freshen up and get changed for the evening. Just a short journey away, we transported everyone to Aerospace Bristol where a gala dinner was waiting – beneath the wings of the very last Concorde to ever fly. Allowing this iconic aeroplane to effortlessly deliver a huge wow factor, we took a minimal approach to décor with simple and stylish table settings, finished off with a Concorde pin badge at every place setting as a memento of the evening, and our lighting scheme added a real sense of atmosphere in the hangar. Greeted with champagne and a beautiful musical performance by a string trio, guests were able to explore Concorde itself before taking their seats for a delicious and refined three-course dinner. A roaming magician entertained with perplexing close-up magic tricks, mind-reading and pickpocketing. And we installed an AI photo booth that neatly linked to the innovation built into our client’s product.

After such a long and intense day, the next day was a deliberately lazy start before setting out on a chauffeur-driven tour. First stop was a classic British pub lunch before stepping back into prehistory to discover the mysteries of Stonehenge, one of the UK’s most iconic monuments. Returning to Bristol, guests then had time to relax and prepare for that evening’s dinner, which was held at the world-famous Roman Baths in Bath. Guests enjoyed an exclusive drinks reception and canapés held beside the baths themselves before making their way to the Terrace Room for a sumptuous and decadent dinner. On the final day guests could choose to join a fun cocktail-making masterclass or explore Bath’s history and culture on an exclusive walking tour before being returned to their respective airports for flights home.

Ensuring a successful event and an unforgettable experience for participants required a huge amount of planning and work behind the scenes. From planning the itinerary and searching for no less than five suitable venues to arranging all flights and transfers, we took care of every detail. We created a bespoke registration website to gather all necessary personal information to book and manage flights, and we worked with our client to plan pre-event comms that would build excitement. At very short notice, we even organised rehearsal space for the client team to prepare for the conference. And throughout the event, we had a large team to support in any and every way required to make sure everything ran smoothly.

The Results

Our client was delighted with the press coverage that followed the event. At least one article by each of the 47 journalists was published, which put our client and their products firmly in the media spotlight. And coverage during the event itself was a first for the company. A feedback survey showed that all the journalists would be happy to attend again and 90% scored the event 10 out of 10. All in all, an excellent measure of return on investment.