A buzzing networking event case study for cybersecurity clients held at trendy London venue, Hoxton Hotel and their exclusive Apartment space.

A regular cybersecurity client approached us to provide event management services for an upcoming networking event. Starting from scratch, Exclusive Networks required us to manage the entire event from start to finish, including sourcing a suitably fabulous venue.

The event’s main aim was to reconnect vendors and partners in their first face-to-face gathering since Covid. Networking was a strong focus of the session, with pitches from sponsoring partners all hosted in a safe environment.

? Approx. 200-300 guests

? Networking drinks reception with short presentation pitches from sponsor vendors

? Open plan set-up for networking and standing space for informal presentations

? Beer, wine and soft drinks with canapes and bowl food

? PA system with stage area for speeches

? Easy access to Waterloo or Paddington stations

? Good branding opportunities

? Efficient guest arrival process with the facility to track attendance

Previously held in the evening at informal bar locations, our client was concerned this might make post-covid guests uncomfortable. Furthermore, delegates may not attend the networking event without an obvious business value. We suggested injecting the event with a prominent business focus instead of generic networking drinks to address their apprehension. In addition, we encouraged the introduction of an additional afternoon session and pre-bookable 1-2-1 meetings.

Following an in-depth venue search process, we recommended seven options in our initial proposal, with four shortlisted for site visits. After a full day of recces with the client, we whittled the possibilities down to two final choices.

The Hoxton in Holborn and exclusive hire of its unique Apartment space was the clear front runner. The buzzing venue is in the heart of London, a stone’s throw from the West End with Covent Garden, Oxford Street and the British Museum all within easy walking distance from the hotel. “The Apartment” is a special meeting and events space made up of seven creatively designed rooms, which can be hired separately for team away days and brainstorming sessions or combined as one for larger networking events. We knew from experience that the space with its relaxed seating, on-trend furnishings and mid-century modern vibe would be perfect for a welcoming ‘House Party’ style event to stimulate interaction and a seamless flow.

However, the costs for The Hoxton were slightly over budget. Cue Eventify’s expert negotiation skills! We brokered a deal with the venue to match our client’s expectations and secured the venue contract.

From this point onwards, our all-inclusive event management service was operational. We took complete responsibility for all logistical planning, leaving the client to focus on the delegates, content and networking.

We recommended and booked delegate arrival solutions and suggested and secured entertainment to create a dynamic shift from daytime to evening. Catering choices were thoroughly researched and coordinated to manage the final numbers.

Throughout the planning stages, we attended venue site visits with the client. These assisted our detailed scheduling shared with all stakeholders to ensure everyone understood the precise timing and movements on the day.

Before the event, guests were emailed a unique QR code with their joining instructions. On the day, they simply presented this to the arrivals team to gain seamless and speedy entry. Conference Badges provided the registration system.

In keeping with the ‘House Party’ theme, we suggested subtle branding elements were added throughout the Apartment space. Working alongside the client’s in-house branding team, these included fridge magnets and beer mats, book covers, and picture frames.

During the afternoon session, the pre-booked 1-2-1 meetings took place in the breakout rooms surrounding the main space. This session was punctuated with short vendor pitches from sponsors, who spoke from a small staging area with a screen and projector. Our onsite event manager kept all speakers fully briefed and on schedule and ensured the venue kept the food and drink flowing.

One of the main challenges of the event was to get the delegates to listen to the pitches. It was evident from the buzz in the room that everyone was delighted to be back to in-person networking after the covid hiatus.

With the lighting dimmed with coloured up-lighters, the mood and atmosphere of the event were altered to reflect the evening session. An acoustic trio, Wandering Hands, sourced via Sternberg Clarke, performed three musical sets throughout the evening. Providing entertaining background music and special requests to get everyone chatting and interacting.

Guests enjoyed nibbles throughout the afternoon, including black corn chips and guacamole. During the evening, more substantial canapes circulated, including beef sliders, arancini and spicy chicken skewers.

Samantha Burton, Eventify Director

 

“It was an absolute pleasure to help a longstanding client deliver their first post-covid face-to-face event. We fully appreciated this was a high-profile project requiring careful planning and exceptional attention to detail. The afternoon and evening sessions were both a great success for all involved. We definitely met our brief to ensure guests felt comfortable, relaxed, and happy to network. All in all, an outstanding project, and we’re looking forward to the next one in April 2022!”

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