Making the most of a special occasion
Having only one opportunity every few years to come together from across the globe, the Diageo Consumer Planners were eager to thoroughly engage their team and make their 3 day event one to remember. Their key objectives were to encourage a teamwork culture by sharing best practice, tapping in on individual insights and unique knowledge, and celebrating success.
Quality time is of the essence
With only a short time to spend together, the group had to hit the ground running in terms of content and take-out. It was also the only opportunity to address the consumer planners as one team, informing them of what was happening within the business, including innovations and project updates.
Venue location was critical, needing to be within easy reach of Heathrow, where most of the delegates would be arriving on long haul flights. The hotel also had to reflect the status of the event, create an environment that facilitated intense working, and be within easy reach of â€˜the real Englandâ€™.
In delivering this event we addressed the brief in the following way:
- Creating a bespoke delegate registration website
- Finding creative and innovative ways to communicate messages and content
- Managing all technical, content and logistics
- Supplying the client with weekly updates and task lists
- Taking the lead on all evening activities
- Offering optional free-time activities to give the attendees a relaxed experience
- Cost effective management of the budget
- Managing delegate logistics including all airport transfers
Presentations held throughout the event
Stage Set design and production
Interview style presentations and Q&A
One of the many presentation
Signage / banner branding to give the event identity and direction
Speed Networking Paddles produced
Wedge board branding
Purpose built stage and lectern for presenters including power-point comfort monitors and autocue to support presenters of all styles.
People enjoying the speed networking activity
Welcome opening on the evening of arrival before speed dating. Delegates stood for his short opening speech.
One of the fun evening activities of whisky tasting
Optional sign up activities as a bit of light entertainment for the evening â€“ options where mixology, whisky tasting and shopping
Group photo which was printed within 24 hours onto a large board which all delegates signed at the gala and took back to their offices
How did we help Diageo get all of the information they needed from attendees with the minimum amount of hassle?
The creation of a bespoke delegate registration website allowed for the flexibility that the client required. The essential elements of the site contained user-friendly applications to gather information essential for the event, personal details, travel arrangements, dietary requirements etc.
Each person had an individual conference account which enabled us to post welcome notes from senior management, teasers, full agendas, pre-reads and content info from presenters. This streamlined the administration process.
Creative delivery of content and messaging
The content was challenging to communicate. An Innovative approach was needed to create maximum engagement.
Graffiti artists illustrated key messages and outcomes. As case studies were presented from around the globe â€“ the illustrators went to work capturing content from the key presenters for use within the post-event cascade element.
iPad technology allowed delegates to use social networking as a demonstration of how consumers are changing. Delegates tweeted throughout, following a virtual delegate, and were able to give instant feedback on content and actions. This process allowed – ideas, feedback and questions to be quickly assimilated by the presenters in to the event and facilitated data capture for post event analysis.
The final evening consisted of a high impact business awards ceremony, followed by a fun-packed comedy awards session, hosted by two of the delegates. The eveningâ€™s climax was an amazing firework display before returning inside to a â€˜home made discoâ€™, many delegates fancying their chances as DJs.
On-site filming and editing
Our video crew closely shadowed the main action, capturing elements for editing on-site to produce an event highlights film that was shown at the final eveningâ€™s celebrations.
For the presenters whose first language wasnâ€™t English, we offered the option of delivering their subjects via video to make them feel more comfortable. After rehearsals, they were filmed at the venue, their presentations were cut together and played back â€˜liveâ€™ during their sessions later in the week.
All the presentations and workshops were filmed and edited during the event for use in the cascade process across the organisation. Content, documents and videos were uploaded to the event website for easy access by the delegates when back in their markets.
The post-event evaluation received excellent feedback, delegates feeling highly engaged and inspired throughout. They were clear in their roles and actions going forward.
A speed networking event was a great way of getting everyone talking and breaking down barriers from the start.
ENGAGE, our amazing facebook-like system, contributed much to the success of the event, giving live feedback which shaped the content for the afternoon sessions. This provided scope for content improvement and even enabled presenters to adapt their presentation style for more effective engagement for the following day.
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