The brief
Proposal of locations with strong flight links to ensure delegates from multiple international offices can attend easily.
Venue and logistics management for a 3 day event – bringing together senior level employees from Skype and Microsoft.
Full Audio Visual production for presentations throughout the conference, along with branding of the venue and employee networking activities.
Production of an accompanying social programme to encourage networking in an informal but engaging environment.
Our solution
We presented three European cities with hub airports (London, Paris and Copenhagen) and a selection of brand appropriate venues within each city for consideration.
Advising the internal communications team on best available dates for each destination we settled on London and negotiated great rates for exclusive hire of the Wyndham Grand Hotel in Chelsea.
Exclusive hire allows greater flexibility with branding throughout the hotel; our team produced light-touch branding such as pillar wraps, specific conference furniture and logo lift buttons indicating the correct floor for different elements of the event.
Over 100 international delegates worked with one direct contact from our team to confirm travel logistics, accommodation needs and dietary requirements resulting in a smooth arrival and comfortable stay for each and every guest.
In line with the ethos of the communications brand, we used interactive registration screens inviting delegates to provide a ‘guilty pleasure’ song which was used as part of the welcome night DJ playlist. Doing registration in this way allowed us to produce an employee wall with photos and details of each participant: a useful tool as the event was a rare opportunity for delegates to connect with other senior employees from across the globe.
The interactive element was brought through to break times with the use of YrWall technology – a digital graffiti wall that allowed delegates to take a mental break from the conference and have some fun creating their own t-shirt designs. Each t-shirt was printed with brand logos as a memento of the event – many even made extras for their families, which is a great way to further promote the brands.
An important part of the programme is always the social evenings, many delegates have never met before and this is a rare opportunity to network with their peers and to learn more about the vision for the future from their CEO and Directors.
We organised one evening aboard the Silver Sturgeon – a modern yacht offering a great opportunity for groups up to 200 to cruise the river Thames in style. The second evening we took deleagtes to Kensington Roof Gardens for a ‘family-dinner’ encorporating some of the company’s key marketing messages.
Our AV team produced a full width LED screen which was a successful way of engaging the audience with crisp quality visuals and easy to read presentation points.
The conference days consisted of departmental sessions, customer engagement activites, executive meetings and motivational speakers.
After another thought-provoking week of presentations and inter-departmental networking, the delegates left London invigorated for the year ahead.
Photographer: Hannah Smiles
