Event Management Case Study: Corporate Event and ‘Store of the Year’ Awards Dinner
The Project
Internal corporate communication conference, exhibition and gala awards ceremony for 2000 retail managers and personnel.
The Brief
Following a hugely successful corporate event the previous year, MEDIAmaker were asked to design a bigger and better event involving 2000 delegates on one day. This event was to be a turning point in the way delegates shared & received information and were motivated. The event also had to include the very first ‘Store of the Year’ awards dinner, a prestigious event in its own right.
75 metre projection screen
The Solution
MEDIAmaker provided deliverable solutions within a fixed budget that addressed these requirements by working closely with both client and venue.
Before designing the event, the existing Winning Together theme was extended to include ‘Don’t Stop Us Now’ which represented a successful year on the High Street that we were keen to build on. This was integrated throughout the event and in all pre and post communication media.
With the theme in place, we then planned the use of space around the demands of the agenda, this included an auditorium for 2000, an exhibition area that showcased the latest products and offers, and finally a prestigious dinner venue for 2000 to stage the gala awards ceremony.
In the auditorium we built a 75 mtr wide projection screen using the latest technology to project full screen backgrounds, picture in picture presentation graphics, animations and live camera relay. The graphics system enabled us to programme over 100 wide screen backgrounds with 6 window inputs at any one time, allowing us to change the presentation format from one session to another bringing to life the key messages and action points for the audience to remember.
The exhibition hall included own brand product displays and demonstrations as well as proprietary brand exhibits. Larger than life images were used for impact and exhibition hosts had themed and branded areas from which to demonstrate the very latest in products and offers. Hospitality catering was also interspersed within this area for the welcome, lunch and afternoon breaks.
A separate hall was themed for the Store of the Year Gala Awards Dinner. Following the theme of ‘Gorgeous’, the rich colours of purple, red and gold were used to create a glamorous environment, ideal for the prestigious awards ceremony that included stilt walkers and fire dancers.
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The Event
The event was a one day event incorporating fun and themed presentations using the latest technology and the biggest screen ever used in the UK for projection.
A supporting exhibition provided a larger than life product experience.
The evening Store of the Year Awards Gala Dinner was preceded by a glitzy pre-dinner drinks reception. To be completely different to the daytime event in style and theme, the evening arena created the level of excitement and expectation the awards deserved.
Key features included screen reveals, live entertainment reveal, fire artists to welcome people into the room with peacocks on stilts to help people to their tables.
Communications & Logistics
Initial communication to the delegates was via intranet and email. The MEDIAmaker Delegate Management System (DMS) was used to collate rsvp’s and manage hotel accommodation, catering and transport.
All delegate communication was themed, including post event summary documents, cascade DVD’s and goody bags.
All event management & logistics on the day were managed by the MEDIAmaker delegate team.
Feedback
MEDIAmaker received incredible feedback on this event from the client, colleagues and within the event industry. The event was a huge success and everyone enjoyed being a part of it either as a member of the production & technical teams, or as a delegate or presenter. A celebration dinner was hosted by the client for those who created it and a short DVD of the production was produced as a souvenir for all. A further production has since been staged and future events are in progress.
If you have an upcoming event, our Events Management Team could create an event to remember – get in touch to discuss your ideas or remember to use MEDIAmaker as your next Event Management Company.