15th Anniversary Conference and Away Day

The Brief

Our client, a global tech company required full event management and consultancy to design, organise and produce their 15th anniversary conference and away day.

The Challenges

Finding a suitable venue large enough to accommodate the event
Coordinating the event to make sure delegates from Edinburgh and London offices were transported to the venue on time
Managing and running the team building activity that was not compulsory but still recorded results and a produced winning team
Turning around the results from the team building activity in just 20 minutes, ready for their rewards and recognition
Filming and editing a full highlights video of the day to present to delegates at the end of their rewards and recognition

Scale

370 delegates

Location

Beaumont Estate, Old Windsor

The Solution

After searching multiple venue locations near to London and close to Heathrow airport, our clients settled on Beaumont hotel, Windsor to accommodate all 370 delegates for their 15th anniversary conference and away day. They had large enough grounds for outdoor team building and enough bedrooms for the 150 overnight delegates from Edinburgh.

We arranged flights with our preferred group travel agent and organised coaches to  meet the Edinburgh delegates from the airports and also the London delegates to and from their offices. A registration desk was setup for delegates arrival where name badges were handed out.

The running order for this day included arrival, lunch, annual conference with introductory videos and speeches, a special “15 years in the life of…” section, a team building activity around funfair activities, followed by an awards ceremony and BBQ with entertainment.

The production for the conference included all Audio Visual and staging and included a full on-site tech team to run and oversee the mix of video and PowerPoint content for the conference. The content was a mixture of communication, announcements and celebration. Video stings and animated visuals produced by us prior to the event, ensured delegates were engaged throughout the presentation.

A funfair team building activity idea was suggested by our client, and we were tasked to develop this idea into a working solution that encouraged – but did not force – delegates to participate. We set up a small card system which rewarded delegates for taking part in each activity and also bonus points were up for grabs for winning each activity. The funfair included dodgems, traditional side stalls such as a coconut shy, hoop the duck, ring the bull, mini crazy golf, 5-a-side-football, rodeo bulls, strongest man, darts in cards and more!

Event services provided

Venue finding
Delegate registration
Full event management
Event production
Event design
Event consultancy
Content management
Sound, lighting and audio visual, and set design/build
All provision of entertainment, photography and videography

Result

“I just wanted to say another great big thank you for making Monday such an amazing day! The feedback here and in Edinburgh has been absolutely fantastic, everyone had such a great time and I have yet to hear a single negative comment.”

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