Location: Midlands UK
Number of delegates: 350
“Conference Care are fantastic to be honest, it’s such an important service for us as we do a lot of events so I need suppliers and partners I can rely to do a great job and ultimately allow me to focus on developing the business. It’s a testament to Conference Care that employ people with such a passion and customer focus and a real caring demeanour.”
When it comes to planning annual events, you would imagine that the general concept and structure of the events might be similar each year- not with this client. We are thrilled to have the opportunity each spring and autumn to take on two events that are most definitely unique.
These two complex residential events welcome 350 delegates for 3 days of plenary sessions, departmental agendas and breakout sessions across 15 rooms, group activities, private drinks receptions, offsite group dinners and a large themed dinner with entertainment to end the event- this really puts our event management skills to the test!
We thrive off the challenge of managing the full event logistics for these events including the pre-event liaison with all suppliers such as the venue AV partner, managing the delegate registration and bringing all elements together with onsite event delivery.
We treat every event as a new event and never assume anything. We understand that each event has its own objectives and have regular comprehensive meetings and calls with our clients to ensure we are working towards the same goal.
We designed a registration system that utilised attendee categories enabling delegates to register online for the elements relevant to them.
Due to the complexity of the agenda, for this event we introduced the use of an event app giving bespoke agendas to each attendee type, using the information gathered during event registration. Not only was this more sustainable replacing printed agendas, but it also encouraged engagement amongst delegates and was a great communication channel during the event.
We don’t just work behind the scenes, we use all those crucial details from the planning process and use them to get stuck in on the day. This event required five Event Managers to deliver the event onsite, each of them managing their own stream within the agenda. With detailed agendas came complicated logistics including multiple room changes, layouts and AV.
With any annual event we are challenged to make sure each event feels different. With much of the audience remaining the same, we are tasked to ensure that they are motivated to attend and wanting to participate in all activities. Whether we have daytime outdoor physical activities followed by a Hawaiian themed dinner in the spring changing to indoor puzzles and mental activities with a Great Gatsby themed dinner in the Autumn, we have lots of surprises up our sleeves leaving your delegates wanting to come back for more. We aim to make each event better than the last and will continue to work with our extensive list of suppliers to keep ideas fresh and exciting.