LOCATION: Windsor
CLIENT: Healthcare
NUMBER OF DELEGATES: 1,500
Setting the Stage: A Unified Vision for Success
In February, a leading healthcare client brought their European in-field team together for their highly anticipated Annual Kick-Off event. This year’s conference was a milestone, as it marked the first time the new General Manager (GM) addressed the entire European team in a unified session. Traditionally, each office conducted separate meetings, but the GM’s vision was to present the year’s objectives collectively, fostering a stronger sense of cohesion and alignment across the organisation.
The event spanned three days in Windsor for 500 in-person attendees and included a one-day virtual session for an additional 1,000 participants across Europe. With an ambitious agenda that combined strategic objectives, brand-specific workshops, and vibrant social engagements, the event was a true showcase of seamless hybrid execution.
Delivering Comprehensive Support
Conference Care has been a trusted partner for this client since 2013, delivering tailored event solutions year after year. To meet the unique demands of this kick-off, we provided a suite of services, including:
• Venue & Supplier Sourcing
• Full Event Management
• Digital Solutions
• AV Support
• Creative Services
Our commitment to excellence meant handling every aspect of the event, from supplier liaison and logistics to crafting digital solutions like a custom delegate registration system, a virtual platform, and a dynamic event app. A dedicated team of 11 professionals managed on-site operations and pre-event administration, ensuring a smooth & engaging experience for all attendees.
Collaborative Planning and Execution
With a client-organised conference committee of eight, led by one main event lead, collaboration was key. We implemented a comprehensive onboarding process that streamlined communication and reduced email traffic, ensuring clarity and efficiency throughout the planning stages.
Given the complexity of the event, detailed planning was essential. The agenda included a main plenary session, 28 breakout spaces, and a hybrid component. Weekly planning calls kept all stakeholders aligned, while critical timelines & milestones were documented in a technical running order—the event “bible”.
A Leap into Hybrid Events
This event marked the client’s first foray into hybrid delivery, requiring innovative technological enhancements to bridge the in-person and virtual experiences. A state-of-the-art virtual platform was introduced, featuring live polling, Q&A sessions, and interactive discussion forums to facilitate two-way engagement between the in-room and remote audiences.
Our AV partner ensured flawless connectivity, enabling the GM’s address and other key sessions to be broadcast seamlessly to the virtual attendees. The result was a unified, high-quality experience that engaged participants across multiple locations.
Energising Entertainment and Engagement
Understanding the importance of creating a vibrant atmosphere, we curated entertainment elements that encouraged networking and engagement. The informal street-food-inspired evening featured arcade games and themed decor, while the client’s in-house band—formed during lockdown—delivered a memorable performance. All equipment and soundchecks were arranged with precision by our AV supplier.
The awards night, a highlight of the conference, included a silent disco, a DJ with a live saxophonist, a 360-degree photobooth, and bespoke creative cocktails. These touches ensured the evening was not only celebratory but also unforgettable.
A Testament to Partnership and Success
The success of this event was underpinned by our unwavering commitment to understanding the client’s vision and maintaining open communication. Regular meetings and a thorough post-event debrief allowed us to gather feedback and identify opportunities for continuous improvement.
By blending technology, creativity, and meticulous planning, Conference Care delivered an engaging and impactful experience, achieving the client’s objective of unifying their European team. This event stands as a testament to the power of collaboration and innovation in creating memorable and meaningful moments.
Planning a digital or hybrid event and need some extra support and advice? Get in touch to see how we can make your vision come to life: sales@conferencecare.com
TL;DR
In February, Conference Care supported a European healthcare client with their Annual Kick-Off event in Windsor, attended by 500 in-person participants and 1,000 virtual attendees. This milestone event marked the first time the new GM addressed the entire European team together.
Conference Care provided comprehensive event management, including venue sourcing, digital solutions, AV support, and creative services. We also introduced the client’s first hybrid conference experience, featuring a virtual platform with live polling, Q&A, and interactive forums to engage both in-person and remote attendees.
The event’s entertainment included a street-food-inspired evening with arcade games, a performance by the client’s in-house band, and an awards night with a silent disco, live DJ, and creative cocktails. With meticulous planning and collaboration, the event successfully unified the client’s European team and achieved their goal of fostering a cohesive and aligned workforce.