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450 Delegate Conference and exhibition

case study

The Brief

When two leading employee benefits providers, Vivup and Perkbox, merged into one entity, it was essential to bring together employees from both sides for the first time. The newly formed company sought to align their teams, foster collaboration, and create a sense of unity among their 450 delegates. The event needed to be engaging, relaxed, and focused on fun and networking, all while addressing the concerns and goals following the merger. Additionally, the event featured an exhibition to showcase products and services from their partners.

  • 360 Event Management
  • Production and AV
  • Exhibition Coordination
  • Video Production
  • Photography
  • Content Creation
  • Decor and Design
  • Branding
  • On-Site Management
  • Event Technology
  • Venue Selection and Coordination
  • Entertainment
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The Solution

To meet these objectives, we organised a comprehensive conference followed by an evening reception at the Atrium Hotel in Heathrow, chosen for its convenient transport links for remote, London-based, and international employees.

  1. Conference Setup and Technology:
    • Provided full AV support, including stage, branding, screens, sound, lighting, and a dedicated AV team.
    • An experienced compere specialising in employee wellness hosted the event, facilitating discussions and panel Q&As.
  2. Interactive Networking:
    • Implemented the ‘Enboarder’ app, which transformed networking into a gamified experience. Attendees used lanyards with QR codes to learn about their colleagues and answer mystery questions, earning points and prizes for interactions.
  3. Engaging Conference Agenda:
    • The morning featured leadership presentations on business strategies.
    • The afternoon included a panel and Q&A session with the CEOs, moderated by the compere.
    • A graduation ceremony and prize draw for the Enboarder game winners added excitement.
  4. Exhibition Area:
    • Hosted 10 exhibitors, including partners like Curry’s, John Lewis, and Tusker, with interactive displays such as electric cars and racing simulators.
  5. Capturing the Event:
    • Employed two photographers and a video team to capture highlights and record sessions.
    • Conducted a PR photoshoot for updated leadership team headshots.
  6. Evening Reception:
    • Featured a welcome drink reception, buffet dinner, branded photobooth, and additional room dressing.
    • Entertainment by a 6-piece party band with diverse instrumentation and a DJ ensured a lively atmosphere.
  7. Additional Services:
    • Provided event branding and digital signage throughout the venue.

case study

Result

The conference and evening reception were resounding successes, achieving the goal of uniting the newly merged company’s employees. The strategic use of technology and engaging activities fostered meaningful connections and broke down the ‘us and them’ mentality. Employees left feeling aligned, motivated, and celebrated, with a clear understanding of the company’s future direction. The exhibition allowed partners to showcase their offerings effectively, adding value for attendees. Overall, the event not only met but exceeded expectations, laying a strong foundation for the merged company’s collaborative and unified future.