A prominent provider of affordable housing in the UK. The client wanted to plan their biennial event which brings together stakeholders, employees, and partners, to discuss strategic initiatives, celebrate achievements, and enhance collaboration within the organisation. Held at NAEC Stoneleigh, this event provided a platform for over 1600 delegates to engage in insightful discussions and networking opportunities.
Venue Selection
Finding a venue that could accommodate the growing number of delegates while providing a central location for easy accessibility.
Event Logistics
Coordinating various aspects such as attendee registration, catering logistics, room setup, and onsite management to ensure a seamless experience.
Event Production
Designing and executing a visually captivating event setup, including the plenary room and exhibition area, to enhance engagement and convey key messages effectively.
Content Management
Ensuring that the content delivered by speakers was concise, engaging, and aligned with the conference objectives, despite varying presentation styles and durations.
After considering multiple venue options, NAEC Stoneleigh emerged as the preferred choice due to its size, central location, and venue facilities.
Two site inspections were conducted to finalise the venue and determine the best way of using the available space.
The team at VeSpace managed attendee registration, transportation arrangements, and onsite coordination to ensure a smooth flow of activities throughout the day. Special considerations were made for delegates observing Ramadan, with packed lunches provided in designated areas. To streamline navigation and enhance attendee experience, we implemented a colour-coding system for event logistics. Over 240 tables in the plenary room were color-coded based on departmental affiliations, allowing delegates to easily locate their designated seating areas and facilitating efficient movement within the venue.
As part of the event, each section of the business were tasked with hosting a 10-minute session, outlining their departments; the strengths, challenges, successes and goals. It was vital each of these sessions felt ‘unique’ in order to ensure maximum audience retention and engagement. Working with the client teams, our production team took briefs on what each group wanted to achieve / display and then built content, show schedules and stage plans around this, incorporating video production, presentation design, sound design, lighting and AV set-ups. The team also designed and executed an exhibition hall, with 14 different exhibitors, each with their own requirements, ranging from power provision, to furniture, AV, design and structure builds.
In total the VeSpace team produced 36 unique videos, built 18 presentation decks and managed a team of 20 crew to build a custom stage and AV setup for the 2000 attendees. This was also balanced with bespoke app building and integration into each session, guest speakers and venue restrictions, all without opportunity for rehearsals.
The event was highly successful, achieving its objectives and receiving overwhelmingly positive feedback from attendees.
Engagement
Attendees actively participated in sessions, workshops, and networking opportunities, leveraging the platform to share knowledge, build relationships, and celebrate achievements.
Content Impact
Despite varying presentation styles, the content delivered by Platform Housing Group directors was well-received, thanks to collaboration with our event production team to refine and enhance the delivery.
Visual Appeal
The visually captivating setup of the plenary room and exhibition area added to the overall experience, providing a memorable backdrop for the conference proceedings.
Logistical Excellence
From attendee management to catering services, the event logistics were executed seamlessly, contributing to a positive attendee experience and smooth flow of activities throughout the day.
It was a pleasure to work with Lowri and the team on this full service event. They were responsive and effective in their communication and proposed solutions to technical requests.
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Equipment ReplacementCharged for Missing/Damaged Equipment
| Item | Replacement Price |
|---|---|
| Coffee Urn | £100.00 + hire fee |
| Kettle | £50.00 + hire fee |
| Water Boilers | £150.00 + hire fee |
| Water Cooler Machine | £200.00 + hire fee |
Charged for Missing/Damaged Equipment
| Item | Replacement Price |
|---|---|
| Tensator | £30.00 + VAT |
| Crowd Control (Mills) Barrier | £30.00 + VAT |
| Heras Fencing Panel | £30.00 + VAT |
| Heras Fencing Feet | £10.00 + VAT |
| Equestrian Barrier (White) | £140.00 + VAT |
| Traffic Cone | £12.00 + VAT |
| Plastic Trestle Table | £40.00 + VAT |
| Cloth for Trestle Table | £25.00 + VAT |
| Silver Poser Table | £75.00 + VAT |
| Samsonite Chair | £12.00 + VAT |
| Conference Chair | £18.00 + VAT |
| Picnic Bench | £30.00 + VAT |
| Flipchart | £175.00 + VAT |
| Coat Rail | £40.00 + VAT |
| Small Safe | £375.00 + VAT |
| Standard Waste Bin | £60.00 + VAT |
