Expert event management for family fun day success

Over the past 17 years, we’ve been our customer’s (an international logistics company) trusted partners in the provision of hotel, meetings and event management. In more recent years, we’ve helped deliver some of its new and large-scale events, including the Big Day Out which launched in 2014. The family fun day rewards our customer’s hard-working employees and their families. Since our winning pitch for full event management of the 2015 event, we have successfully delivered a ‘one-stop-shop’ approach.

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Objectives

On this occasion, we needed to find six suitable locations that could be hosted simultaneously across the UK for over 10,000 attendees in order to deliver an event that ensured the best possible experience for their employees.

To create a fun and engaging event which met our customer’s objectives, the following needed to happen:

• Source six UK event locations for over 10,000 attendees
• Find a supplier partner which could scale its services to meet the demand, while remaining efficient.
• Provide expert delegate registration support
• Deliver a full end-to-end event management solution.

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"We’ve seen a significant increase in registrations from previous years. This is down to the success and reputation the event now holds which is largely down to the team in delivering memorable experiences for our employees."  
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Event Lead, International Logistics company.

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Solution

Following each of our previous events, a full debrief was used to confirm successes and areas for development and further enhancement.

We delivered on all our customer’s objectives and significantly enhanced the registration solution. We sourced venues based on their size and scale, as well as their offering and proximity to their offices, including Drayton Manor, LEGOLAND, Alton Towers, Chessington World of Adventures, Flamingo Land and Tayto Park.

One of the most remarkable successes had been the implementation of our bespoke delegate management technology. This enabled our customer’s event organisers to communicate with their delegates before, during and after an event.

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"It’s such an exciting event for us to work on as we all appreciate the value of employee recognition. To work as part of a team that implements this within their own culture of their business brings its own rewards to us as a team and these values bring us together stronger as team."

Event Lead, International Logistics company.

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Results

The event was a huge success and a great way for the international logistics company to demonstrate their appreciation for its employees.  

Our team’s due diligence and years of experience, combined with our delegate registration technology, contributed dramatically to the success of the event. This can be highlighted by the fact that despite seeing the attendance rate rise by almost 40% in 2019 versus 2015 (the first year we did the event), we had 21 less Event Managers onsite in 2019.  

In 2015, 6,165 delegates registered and attended the fun day across six locations, supported by 49 event managers. This figure increased to over 10,000 delegates in 2019. Although the volume of guests the team dealt with was vast, only 28 event managers were required to work across the six sites as a direct result of the seamless registration process we delivered.

Combined with our expert knowledge and skills, our delegate registration technology contributed to the success of the event. The ease of registering delegates has improved year-on-year, resulting in huge enhancements to the speed and cost effectiveness.

This great achievement has reduced costs for our customer, while making sure the same seamless service takes place.

The pandemic has put this event on hold over the last couple of years, but we can’t wait to be back with a bang in 2022!

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