Team Building & Summer Event

Scope of our Role →

The Solution →

Hendon Hall was selected as the venue, providing a perfect setting with beautiful grounds and function space inside in case of inclement weather!

• A fun retro themed sports day was the chosen team building activity as it could be delivered on a small budget and had a minimal carbon footprint.
• Activities were inclusive – sack race, hula hoop competition, egg & spoon plus whole office tug of war
• Additional entertainment was provided by a steel band.

Roadshow

Family Fun Day

Scope of our Role →

• Site inspections & supplier meetings.
• Site Survey, topographical and CAD drawings.
• Delegate management and communication.
• Supplier liaison and negotiation on costs.
• Selection & delivery of activities.
• Entertainment selection.
• Marquee, gazebo and furniture supply.
• Awards and prizes.
• First Aid staffing.
• Onsite staffing.
• Food and beverage functions.
• Budgetary control and full reconciliation.
• On-site management.
• Fixed cost pricing.
• Risk assessments.

Key Objectives →

Working as an extension of the client’s team, the key objectives they set for this event were:

• Deliver a fun and inclusive event for all.
• Deliver on a fixed budget and make savings wherever possible.
• Ensure the factory site was safe and necessary precautions were taken to deliver the event without issue.
• Deliver activities to suit all ages from 6 months to 88 years throughout the day.

The Solution →

We kept things simple and traditional!

• A hog roast kicked off the food offering at lunchtime, followed by a barbecue in the afternoon.
• An open bar was available all day, with a broad selection of local ales and ciders as well as soft drinks.
• The site survey allowed us to plan locations for the key activities taking into account health and safety at every step, and movement of people, especially children.
• Activities included falconry, ferret racing, bucking bronco, bouncy castles, a ball pit, face painting and a crafts table.
• Two selected bands provided the music for the evening.

Experiential

Key Objectives →

The key objectives set for this event were:

• The crew represented Network Rail staff and were always professional, kind and considerate to all passengers.
• It was imperative that all crew worked to Network Rail’s objective of “Passenger First”.
• The crew went above and beyond for the passengers where possible to ease the stress caused by the line closures.

The Solution →

Working to a strict schedule, we provided 50 local crew at 29 different stations at various times over the 10-day period.

We engaged with over 50,000 commuters during the campaign, ensuring questions were answered and passengers were well informed.

Our crew handed out over 33,000 giveaways and leaflets to commuters. Managed by various local event managers, these were distributed to the crew, ensuring enough stock for each shift.

We provided daily feedback as well as an end-of-campaign debrief report including frequently asked passenger questions, commuter feedback, crew feedback, Autograph Events recommendations and a social media report.

Annual Incentive Programme

Scope of our Role →

• Destination evaluation & selection.
• Venue finding & management.
• Accommodation management.
• Delegate management and communication.
• Menu selection & tastings.
• Full travel planning, including visas if necessary.
• Travel wallets, luggage labels and itineraries.
• Unique activities sourced and executed.
• Gala dinner.
• Onsite staffing.
• Video recording of the trip.
• Budgetary control and full reconciliation.
• On-site management.
• Fixed cost pricing.
• Risk assessments.

Key Objectives →

Working as an extension of the client’s team the key objectives they set for this event were:

• Select destinations for each tier with “wow” feeling in both location and activity.
• Create engagement and improve take up for following years programme.
• Provide delegates with a high-quality service and aim for all feedback in this area to be over 95% positive.

The Solution →

Tier 1 winners enjoyed:

• A Californian tour of San Diego and Los Angeles before driving through the desert to Las Vegas.
• A vintage car rally in open top vehicles was arranged, taking the guests into the mountains and then back along part of the Grand Prix route and finishing with a parade through Casino Square.
• Helicopter transfers to / from Nice airport added to the luxury feel of the weekend.
• San Diego allowed a couple of relaxed days for guests to acclimatise and have the option of visiting the client’s factory; Los Angeles provided shopping opportunities at the largest outlet in the state, followed by a reception at the global HQ.
• All suite accommodation was arranged at the Cosmopolitan Hotel in the heart of the Vegas Strip.
• The highlight of the trip was a fleet of private chartered helicopters taking off from the Strip and flying to the Grand Canyon. Taking in the Hoover Dam en route for photos, the helicopters landed in a private area at the bottom of the Canyon for a champagne brunch, they then landed at the top of the Canyon allowing those feeling brave to do the Skywalk and have some free time, before flying back into Vegas and along the strip at dusk.

Tier 2 winners enjoyed a long weekend in the luxury location of Monaco, staying at the contemporary Columbus Hotel.

Conference & Awards Dinner

Scope of our Role →

• Venue finding & management.
• Event microsite and online delegate registration.
• Accommodation management.
• Travel management including collection of flight requirements.
• Delegate management and communication.
• Supplier liaison and negotiation on costs.
• Food and beverage functions.
• Award sourcing & engraving.
• Photography and video filming.
• Audio visual management.
• Entertainment sourcing and management.
• Budgetary control and full reconciliation.
• On-site management including delegate badging and registration.
• Risk assessments.

Key Objectives →

Working as an extension of the client’s team the key objectives they set for this event were:

• Ensure easy access for delegates attending from across Britain with short travelling time from airports for those travelling from Scotland.
• Accommodation should be available for all on the night of the event, with some accommodation available for the night prior for those with a longer travel time of 2 hours.
• Maximum attendance should be achieved – invitation process should be seamless and easy for delegates to register their attendance.
• Deliver an inclusive event for all attendees – allowing them time to bond and network.
• The venue should have plenty of breakout space for delegates.
• Reward high performers with an awards dinner with entertainment.

The Solution →

With such a short lead time and fixed date, venue options were limited but we worked with the venues to provide an option with negotiated rates and added value items.

• By selecting a venue in the Midlands, it was easily accessible by most delegates whilst also allowing a flight option into Birmingham Airport.
• A secure, branded website and mobile friendly registration portal was built to capture delegate requirements including dietary & access needs, accommodation and travel requests. An approval system was setup for those that lived over 2 hours drive away from the venue to request an additional night. Email confirmations were sent to confirm attendance and joining instructions were distributed the week before the event.
• As we got closer to the event, more colleagues joined the business which pushed the invite list to 200 delegates. With only 179 bedrooms available at the hotel, we had to source a hotel nearby to accommodate extra delegates. We provided transport to and from the overspill hotel.
• More breakout sessions than initially required were planned, so we had to find suitable space in the hotel to allow for these sessions. A public area of the hotel was used for one breakout session which worked well as it gave more space for activities. As we had taken all conference space and bedrooms in the hotel, there were no other companies or guests in the hotel so we weren’t disturbed and essentially had exclusive use.
• One of the main logistical challenges of the event was moving the delegates around their breakout sessions in a timely and efficient manner. To ensure all delegates knew where they were meant to be and when, we equally split the delegates into groups just a couple of days before the event and printed their group numbers and times on the back of name badges. Our badges are printed in-house, enabling us to make any last minute changes and even on the day of the event in case of new registrations.  As the breakout rooms were so close together and space limited, we had to ensure that all groups finished at the same time but were moving around freely so as not to cause any congestion in the hotel corridors. Breakout sessions were given 5 minute warnings and held in areas until their next session had finished. The schedule for the day was extremely tight but all sessions ran to time.
• During the planning process, we were tasked with finding various items to help theme the event. The client is the official gaming partner for The Voice UK and wanted to incorporate the theme into the conference. We sourced chairs that had a resemblance to the famous red Voice chairs which were placed on stage during the breakout feedback sessions to recreate the turning of chairs – the feature was a real talking point and made a big impact on the stage set.
• As the awards dinner was to be held in the same room that the conference had been in, we wanted to make the room feel different and we achieved this with extra lighting, haze machines and room dressing including table centres and chair covers.
• We sourced glass awards for the 12 winners who were decided internally just a week before the event took place so we had a very short turnaround time to get the awards engraved. We worked with our local supplier to ensure these were ready for the day.
• As soon as the award ceremony began, we coordinated room drops for the winners which included a chocolate hamper, champagne & a prize voucher along with a card signed by the Exec Team; a nice surprise to return to after an evening of celebrations!
• Entertainment ideas were discussed and it was decided that the client would use this time to launch their new interactive Bingo night – ‘Bada Bingo’ which was to be launched across several of the clubs in the coming weeks. Our AV team worked with the client on their requirements including extra lighting, haze, confetti cannons and dry spark machines which transformed the event from day to night. Delegates got to participate in the concept so they could experience it before any of their customers did!

Global Conference

Scope of our Role →

• Destination evaluation & selection
• Venue finding & management
• Accommodation management
• Travel management including flights and transfers
• Delegate management and communication
• Team building selection and management
• Supplier liaison and negotiation on costs
• Sourcing local staff with linguistic abilities
• Food and beverage functions
• Photography and Video filming
• Budgetary control and full reconciliation
• On-site management
• Fixed cost pricing
• Risk assessments

Key Objectives →

Working as an extension of the client’s team the key objectives they set for this event were:

• Ensure easy access for delegates attending from Asia, America, Europe and UK, and by doing so reduce any additional spend on accommodation pre/post event.
• Select a venue that showcases Amsterdam enabling first time visitors a chance to explore and experience the city but also includes all standard hotel amenities recognised by a global audience.
• Deliver an inclusive event for all attendees – allowing them time to bond and network.
• Provide an engaging and memorable team building activity for all delegates to network, work as a team and most of all, enjoy it!
• To reward high performers and those who hit their sales targets as well as those who did well in the team building activity.

The Solution →

By selecting Amsterdam as the destination, flights were easily coordinated allowing delegates to share transfers, therefore reducing the cost.

• Canal bike treasure hunt was selected as a team building activity. This split delegates into teams each on a mission to complete various challenges whilst discovering the city at the same time.
• Restaurants in the city were chosen, the first very informal and traditional Dutch cuisine allowing for people to “get to know” one another.
• The second night was more formal and hosted in a private room, this allowed for the photos and videos taken during the spy rally to be shown.