Event Management at The Belfry

Event Management Case Study

BRIEF

Back in October we were approached by Talent Works International to assist with venue finding for their 10^thAnniversary event for March 2019. This original brief required a venue that could hold approx. 70 guests for a business update, followed by an evening awards dinner and accommodation for all guests.

Once the venue (The Belfry) was contracted, the brief was then extended to full event management to assist with; organising event production, accommodation and budget management, alongside room theming and award designs.

PROCESS

Premier Events were involved in this event from the very beginning, starting with our venue finding service. This included providing proposals of multiple venues that suited their event requirements, negotiating with each venue to offer the best prices and complimentary features like upgrades for all VIPS and contracting the chosen venue.

After contracting the venue, we created a proposal that included ideas on how to elevate the event. We presented many different décor options, table centres, printed items e.g. place cards and menus, chairs, covers and dancefloors. Alongside the décor, we also proposed alternative entertainment options including our photo mosaic wall, Magic Selfie Mirror, flair cocktail artists and a bespoke shimmer wall.

As well as room décor, mirrored bar hire, flair cocktails artists with custom cocktails and DJ services, Talent Works went ahead and ordered a bespoke shimmer wall. The shimmer wall was constructed for their event by our in-house fabrication team. The silver sequin shimmer wall provided a great backdrop throughout the evening for pictures and guests were amazed by their 10^thAnniversary logo being mounted to the wall, including the two-tone effect.

After contracting, the client wanted to enhance their standard working buffet lunch during their business update to an Afternoon Tea to mark their 10^thAnniversary. Premier Events were able to negotiate with the venue to allow this change for a small supplement so that it included a choice of sandwiches, savoury and sweet bites, as well as a birthday platter for one guest. On top of this, we were also able to arrange classic Afternoon Tea stands for the day due to the venue not having enough in house.

They also asked us to assist in arranging custom awards to be given out at dinner. After working with the client to understand what they wanted from the award, we went away and designed 6 different options that incorporated their 10^thanniversary logo and corporate colours. Once a final design was chosen, we were able to work closely with the client to ensure the awards were kept secret until being awarded on the night.

ON-SITE MANAGEMENT

As well as pre-event management, Premier Events provided two Event Managers on-site for the entirety of the event to provide support to the client, managed the external bar and cocktail suppliers and production installation. They also greeted guests, assisted with a commemorative jacket giveaway and liaised with the venue during the Afternoon Tea and Award dinner service, as well as managing the budget for bar tabs during the dinner and after-party in the main hotel bar.

POST EVENT

After the event we provided the client with copies from their Magic Selfie mirror alongside a comprehensive post event report, this provided Talent Works with an overview of their event and feedback for future events.

FEEDBACK

“We just wanted to say a ‘HUGE’ thank you for all of your hard work at the event – both pre and during! It really was a great event and the comments we received were fantastic – so great job all round!”