Two-day International training event in the Netherlands for a global consultancy firm with only a four-week lead time.

Eventify’s bespoke project management services were engaged with only four weeks of lead time.

? Venue sourcing, management and liaison

? Project planning and management

? Supplier sourcing and management

? Speaker sourcing and management

? Delegate travel management

? Onsite event management

Event Brief

Our client’s team is London-based with colleagues in Germany and Romania. As a result, these logistical factors were instrumental in the venue choice, project planning, conference calls and site visits.

Sustainability is central to BearingPoint’s CSR objectives. For this reason, we were tasked with identifying a destination accessible by train to reduce air travel by delegates travelling from across mainland Europe, the UK, and Ireland.

Furthermore, we needed a self-contained venue to accommodate all 150 + delegates to stay onsite for two full days of training, host an evening party in an alternative, quirky location, plus offer additional team building space.

The brief was precise, the clock was ticking, and the Eventify team love nothing more than a good challenge!

Event Solution

We begin by searching for a suitable destination and venue. Using our extensive network of contacts and expert venue-finding skills we narrowed the options down to London, Belgium, Germany and the Netherlands. We identified several suitable venues for inclusion in our detailed cost proposal within each area.

After careful consideration and completion of an accompanied client site visit, the chosen venue was secured. The five-star Grand Hotel Huis Ter Duin holds a superior position on the beautiful Netherlands coastline. Close to Amsterdam, boasting excellent train links within mainland Europe and by Eurostar from the UK. The hotel, located in Noordwijk aan Zee, is on the beach giving plenty of opportunity for outdoor team building. It also has a separate beach house restaurant, perfect for the evening party.

Due to the event’s international nature, several factors were central to our project management. For instance, we implemented robust contingencies for international travel and potential disruptions affecting the delegates, speakers and suppliers. Our local travel partner was a huge help in arranging coach transfers from major travel hubs. In addition, we researched local import restrictions, covid implications, language differences, currency conversions, cultural expectations, and social etiquette.

Our contacts at the venue proved invaluable in recommending local suppliers for AV, lighting, team building and entertainment. We were keen to use their local knowledge and prior experience working at the venue. Working closely with the venue and the clients, hotel rooming lists required careful planning and attention to detail to accommodate every delegate correctly to meet their needs.

We designed an interactive event agenda, prioritising engagement with company training, team building, and plenty of socialising. We sourced the keynote speaker through our trusted suppliers at Speakers Corner who are always extremely professional and bring important energy to the sessions.

Event Delivery

We were asked to source fun team building activities, ideally using the beautiful beach location and outdoor space. And what could be more iconically Dutch than Windmill Building! Hosted on the magnificent sand dunes, using an A-frame with one person standing inside, the remaining team members had to transport the frame (and the person!) from one point to another. As you can imagine, it was as challenging as it was hilarious! We also developed two further beach-based team building exercises, including a blindfolded assault course.

On the evening of the first event day, we hosted an exclusive party at the beautiful onsite Breakers Beach House. With a female MC/DJ accompanied by a saxophonist, we created a chilled beach club vibe perfect for the younger, professional delegation. Fresh cocktails were served, and a chef cooked a selection of food on an open-coal BBQ. A fantastic close-up magician added a fun element to the evening.

Client Feedback

Feedback from the clients and delegates was unanimously positive! The agenda perfectly balanced work-related activities with fun and team bonding. The beachfront location was a big winner and easily accessible by all delegates across Europe and the UK. We are delighted to be working with BearingPoint on their next event in Paris, as well as several new projects throughout the rest of the year.

“Wow, what a fabulous event to add to Eventify’s international events portfolio! On a personal note, I loved working with the clients, venue and suppliers. They were all an absolute joy. The pressure was certainly on our team to turn the event around in a matter of weeks with all hands to the pump. However, this extra boost made it exciting and all the more special. Being onsite at such a stunning location for the three days with a brilliant team was an experience I will cherish.”

Samantha Burton, Eventify Director

Need help planning your next event?

Thinking of planning an international event? It doesn’t have to be daunting – Eventify are here to help! Before you start planning, please give Eventify a call, we’d love to help save you time, money and stress with your next event.

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