Case Study - Awards Ceremony
Client
A leading global aircraft manufacturer.
Brief
To provide full delegate and event management for two Award Ceremonies that recognises the learning achievements of our client’s staff. Both were to be UK based, the first for 400 guests and the second for 200 guests. The events needed to include pre-dinner drinks, an awards ceremony, three course dinner and post-meal entertainment.
Objectives
To successfully manage and deliver two Awards Ceremonies for staff of the client.
Solution
Delegate Management included managing the nomination process, invitation process, confirmation process as well as collating all guest details.
Project Management included the search and selection of venues, devising a detailed project plan and deadlines, managing the budget, liaising with the venues and attendees, co-ordinating the running order and table plans, producing event collateral and co-ordinating trophies.
On-site management included the event set up of both venues, ensuring smooth running of both events, ensuring all timings were adhered to and liaison with the client, speakers, suppliers and support staff.
Operation
Several venues were considered for each event. The Chester Racecourse and the Bristol Grand Thistle Hotel were chosen due to the flexibility of the conference facilities available, location and the favourable costs.
A detailed project plan, deadlines and proposed budget were agreed with the client and weekly update meetings were set up to ensure regular contact and that all of the objectives were met.
A running order was devised with realistic timings to ensure that appropriate time was allocated to each aspect of the ceremony, so that the events would not over run. Table plans were co-ordinated to ensure that VIP’s and award winners were grouped together appropriately.
To manage the delegate management aspects of the events, Five Hats created a bespoke web based database interface which was merged with a secure online delegate management system. The client’s senior managers were encouraged to nominate members of their team for recognition. The invitation and response were both managed electronically though the delegate management system. Once a list of invitees was produced and approved, invitations to register were sent to all of the approved proposed nominations. Data such as address, qualifications, guest name and dietary requirements were collated. A hard copy confirmation was then sent to all guests.
The on-site management was provided by Five Hats’ expert team, who ensured the smooth running of the event and made sure the client’s team were able to fully concentrate on their content, delivery and networking opportunities.
Evaluation
The events were a huge success with both the client and delegates event objectives met. The client had been able to ensure all staff members were recognised appropriately for their achievements. The client was impressed that both events ran so smoothly and that all attendees had a fantastic evening.
