A small conference for a big business
Clever use of venue space for a busy agenda….
“Thank you so much for your help. You are very easy to work with, and it felt like you were part of my team. I really liked the way you spoke to our director as well as it helped me out while I was doing other things. The Eventify team are very creative, organised and professional. From sourcing venues through to managing the event on the day, the team provided a seamless experience for our team and their guests. I’d highly recommend them to help with any event needs!”
Lizzie Crabtree, Marketing Manager
An existing client was faced with a challenge and turned to Eventify for our help. A one-day event attended by two different sets of delegates, on the same day and within one London venue. Furthermore, the internal conference was for a select group of senior managers with high expectations. As the financial services team of a global business management organisation, the day needed to be well-coordinated and a meaningful use of their time out of the office. The pressure was on!
Our brief was to source a suitably high-quality venue to meet the logistical requirements. We also fulfilled all event management preparations, including supplier sourcing and liaison, agenda management, speaker liaison, and onsite delivery of the event. We worked in total coordination with our very busy client.
Our priority was to research and confirm the venue. Using our extensive insider knowledge of London properties, we narrowed the search to five options. As you would expect of Eventify, we produced a comprehensive comparison report containing availability, prices, layout options, menu choices, location and travel considerations. Also, we included our professional thoughts and recommendations to help guide our clients to make an informed decision. After discussions, the winner was clear, the stunning Museum of London.
Next, solving the tricky conundrum of logistical management of two sets of delegates, one attending in the morning and the other in the afternoon with a crossover lunch. The solution was simple, and all in a days work for Eventify. The answer, a well-coordinated agenda using three adjacent event spaces – two meeting spaces and one garden terrace for breakouts.
The morning session for 50 guests started with breakfast on arrival at 8.30 am in the Garden Room where delegates feasted on a healthy buffet selection. On offer, coffee and a variety of Clipper teas, freshly squeezed fruit juice, in-house baked miniature pastries, and yoghurt with granola and seasonal compote. Once fully charged there was a full morning of plenary presentations and table discussions. By chance it a warm sunny day. And so, at short notice, the decision was made to use the beautiful outdoor garden area for comfort breaks. Delegates networked in the fresh air and enjoyed their well-earned refreshments of tea, coffee and biscuits. Had the weather not been as favourable, the intended Terrace Room would have been a suitably relaxing breakout area.
While delegates worked away, the Eventify team were busy setting up the exhibition in the Terrace Room. Taking full responsibility for this integral part of the day meant our client was able to participate in the event entirely without interruption. The exhibition showcased new software with stations dedicated to different technologies all tested out by delegates during the working lunch session.
Speaking of lunch, this was the critical point in the day attended by both the morning and afternoon delegations. And it was also another culinary delight. Served buffet style in the Garden Room, guests networked and dined on mini beef sliders, coriander and lime chicken skewers, mini fish and chips, pine nut and pesto arancini and spinach and ricotta rolls. The conversations were in full flow and the food was delicious.
As the morning guests departed, and the afternoon delegates arrived, seamless planning and execution of clear messaging avoided any confusion. With the meeting rooms cleared and set-up, ready for action again, the afternoon session began without delay.
The 40 afternoon delegates partook in another packed schedule of cabaret table discussions, presentations and networking. The finale to the day was a relaxing one-hour drinks reception from 6 pm – 7 pm once again held in the sunny garden area. Complimentary beer, wine and soft drinks were on hand to quench thirsty guests, all complemented by butter cheese straws and savoury mixed nuts.
With tired yet engaged guests departed and clients delighted with the successes of the day, our final task was to pack away the exhibition and ensure nothing was left behind.
As you would expect, the Eventify team were the first to arrive and last to leave. It is what we do and love. We definitely wouldn’t have it any other way!
Read more case studies of our favourite and most recent events. Our case studies show the diverse expertise of the Eventify team, we pride ourselves on managing many types of events, from charity dinners to a Shrek themed brunch and even a corporate away-day on a wartime battleship. Nothing phases us at Eventify, and every event is special.