XFest 2025 – Case Study

When Business Meets Festival Fun: XFest 2025

Imagine combining a productive business day with a spectacular summer festival, all wrapped up with competitive sports day fun and ending with a silent disco under the stars. Sounds amazing, right? Well, that’s exactly what we pulled off for XFest 2025!

In this case study, we’re taking you behind the scenes of XFest 2025—a unique hybrid event that perfectly balanced work, team building, and celebration. With 200 guests, randomly selected sports teams, multiple food vendors, and entertainment that kept everyone buzzing from morning till night, this was event magic in the making!

Eventify: Your Event Dream Team

Who are we? We’re Eventify—a team of event enthusiasts who turn complex logistics into seamless experiences! This was our third year hosting XFest, and our client trusted us to take their signature event to the next level. They wanted something fresh, exciting, and different from previous years—oh, and it needed to deliver real business value, not just be a party. Challenge accepted!

Brief: Work Hard, Play Harder!

Here’s what our client envisioned for XFest 2025:

• A brand-new venue that felt fresh and exciting
• Morning co-working space (so the team didn’t need a full day away from the office)
• Team-building activities that would get people mingling with colleagues they’d never met
• All the festival vibes and entertainment of previous years
• On-site accommodation for all 200 guests (because who wants to worry about getting home?)

The mission? Create an event that was part business, part team building, and totally unforgettable!

The Challenge: A Race Against Time!

We love a good challenge at Eventify, and this one had a few exciting twists:

Tight Turnaround Time

This year, we had less time than ever to pull everything together. Quick decisions, rapid supplier coordination, and keeping quality sky-high? That’s what we do best!

Mixing Business with Pleasure

Previous XFests were all about celebration, but this year needed a business angle too. We had to create productive co-working spaces without losing that festival atmosphere everyone loved. It’s all about balance!

Juggling Multiple Suppliers

Talk about a coordination challenge! We were managing:

• Four food vendors (Italian, Mediterranean, Korean street food, plus a waffle airstream)
• A sports day activity company
• Silent disco specialists
• A wandering band
• DJ services
• 360 photo booth
• Light-up letters for that Instagram-worthy touch

Each supplier needed to work seamlessly with the venue and each other. Timing, setup, and coordination had to be absolutely spot-on!

Keeping Energy High All Day Long

We needed to create an itinerary that kept everyone engaged from morning coffee to silent disco. No dull moments allowed! Transitioning smoothly from work mode to sports competition to party time required careful planning and perfect pacing.

The Solution: Sports Day Meets Summer Festival!

The Winning Concept

Here’s where the magic happened. We created a sports day theme with randomly selected teams—getting people to work with colleagues they’d never met before. But we didn’t stop there! We added multiple competition categories to really get everyone invested:

• Best dressed team
• Best team name
• Best team chant
• Overall sports day champions

This brilliant setup meant teams started bonding before the event even began! They were planning outfits, brainstorming team names, and perfecting their chants. The competitive spirit was building, and the buzz was real!

Planning Perfection

We held multiple planning sessions and discovery calls with our client to nail down the concept quickly and confirm all suppliers. Then we created a detailed itinerary that flowed beautifully—co-working time melted into team building, which ramped up into evening entertainment. No awkward gaps, no downtime, just seamless transitions keeping energy levels consistently high!

We worked closely with the De Vere Beaumont Estate team and all our external suppliers to ensure every element—from food station placement to AV setup—aligned perfectly with our sports day and festival vision.

The Perfect Venue

De Vere Beaumont Estate was absolutely ideal! With 200 gorgeous bedrooms on-site and expansive outdoor space, it was perfect for both the sports day activities and the festival-style party. Plus, they had great indoor backup options in case the British weather decided to be unpredictable (spoiler: we were ready for anything!).

Event Day: Let the Games Begin!

“XFest is always one of my favourite events of the year, and this one has honestly taken the winning spot. Seeing a complex event come together in such a short period of time is honestly the most rewarding part of our job at Eventify. All guests were complimentary and had the best time, we cannot wait to start working on 2026!”

– Molly Spike, Event Coordinator at Eventify

Event Day: Let the Games Begin!

The day arrived, and it was absolutely electric! Here’s how it all unfolded:

Morning Co-Working

The day kicked off with productive co-working sessions. Teams had the space and resources to tackle important business matters without needing a full day away from the office. Coffee flowed, ideas sparked, and the business objectives were ticked off!

Sports Day Spectacular

Then the real fun began! The sports day competitions were absolutely brilliant. Teams arrived in spectacular outfits (seriously, some of these costumes were incredible!), team chants echoed across the estate, and the competitive spirit was off the charts. Everyone got stuck in, and the energy was infectious!

Festival Food Experience

As the afternoon rolled in, guests enjoyed an amazing variety of food from our three street food vendors. Italian, Mediterranean, or Korean—whatever your taste, we had you covered! And that waffle airstream? An absolute hit for anyone with a sweet tooth. The variety meant everyone found something they loved, and the festival vibe was in full swing.

Entertainment Extravaganza

As evening approached, the entertainment kicked into high gear:

• Our wandering band kept the energy flowing between activities
• The DJ had everyone dancing
• The silent disco was a massive hit—three channels meant everyone found their groove
• The 360 photo booth captured all the best moments
• Light-up letters provided those perfect Instagram shots

The beauty of having on-site accommodation? When the party finally wound down, everyone had just a short stroll back to their rooms. No taxi stress, no rush to leave—just pure convenience!

Behind the Scenes: Keeping It All Running Smoothly

Of course, coordinating an event this complex isn’t without its challenges! Managing multiple suppliers, each with their own setup requirements and timelines, required military-level precision. We established crystal-clear communication channels and stayed in constant contact with everyone involved.

Getting four food vendors to work alongside all our entertainment suppliers while respecting the venue’s operations? That took some serious planning! We created detailed site plans and timelines to ensure smooth transitions between activities and prevent any bottlenecks at food stations. The result? Everything flowed beautifully, and guests didn’t see any of the complex coordination happening behind the scenes!

The Results: An Event to Remember!

Let’s talk results, because this event absolutely delivered!

Guest Experience

The feedback was overwhelmingly positive! Guests loved every element—from the competitive sports day to the relaxed festival atmosphere to the brilliant entertainment. The random team selection worked perfectly, with people genuinely connecting with colleagues they’d never worked with before. Mission accomplished on the networking front!

Those Team Outfits Though!

Can we just take a moment to appreciate the effort teams put into their costumes? From themed outfits to coordinated colours to full-on fancy dress, everyone brought their A-game. The pre-event bonding clearly worked—you could feel the team spirit radiating throughout the day!

Food That Wowed

The variety of food offerings was a real highlight. Guests loved having choices, and the quality from all our vendors was top-notch. Whether you were in the mood for Italian pasta, Mediterranean mezze, Korean BBQ, or sweet waffles, there was something delicious waiting for you!

Entertainment That Kept On Giving

From the first sports day whistle to the last silent disco track, the entertainment kept energy levels soaring. The variety meant there was something for everyone—whether you wanted to dance, chat, take photos, or just soak in the atmosphere.

Business Objectives: Achieved!

And here’s the best part—we successfully balanced all those business requirements with the fun! The morning co-working sessions were productive, team building happened naturally throughout the sports day, and the networking opportunities were woven seamlessly into the entire event. Our client got exactly what they wanted: an event that delivered business value while being absolutely unforgettable.

“Thank you so so much for helping put on such an amazing day yesterday, we have had so many great comments from people and everyone has said it was the best XFest yet!”

– Client (XFest)

Ready to Create Your own Unforgettable Event?

Whether you’re planning a team-building day, a summer celebration, or a complex hybrid event that needs to balance business with fun, Eventify is here to make it happen! We thrive on challenges, love creative solutions, and excel at turning ambitious visions into seamless reality.

Dreaming of an event that will energise and inspire your team but not sure where to start? Let’s chat! Get in touch today for a free consultation, and let’s bring your vision to life. Trust us—we’ve got this!