Highlights

An unforgettable evening to celebrate the end of year programme for all apprentices, academy students, interns and graduates.

Background

To celebrate its end of year programmes for all apprentices, academy students, interns and graduates, we managed and hosted an unforgettable evening for Siemens, a digital pioneer who we have worked alongside since 2004.


As their meetings and events specialist, we understood that Siemens wanted a seamless day conference and evening gala dinner. Our challenge was to find imaginative solutions during the planning and managing process in order to deliver their end goal.

Location:

Manchester


 

Categories:

Employee engagement


 

Sector:

Technology

Objectives

From the beginning, it was identified that two venue spaces were required. A meeting space for 60 delegates during the day and an event space accommodating 200 for the evening.
To create an engaging and inspiring event, as well as optimise event promotion, the following needed to happen:
 

  • Design and launch a Siemens branded registration website to manage invitations and use it as an efficient platform of communication to maximise delegate registration.
     

  • Maintain a constant communication pathway between Siemens and the venue throughout the event.
     

  • End-to-end management of event logistics, including on-site registration, event set-up/break-down, AV equipment and the delivery of additional security.

You were all so attentive and your dedication and hard work was second to none, which ensured that the event ran smoothly and perfectly to plan. I really appreciate all your help every step of the way and wanted to advise that the level of service provided has not gone unnoticed.

Entry Level Talent Specialist, Siemens

Solution

With our specialists among the best in the business in Strategic Meetings Management, we demonstrated our fully managed pre-event logistics, by working directly with Siemens to identify exact requirements and understand their end goals. Included in the delivery of the strategic pre-event plan were customer meetings, delegate communication, thorough financial and budgetary management consideration, as well as the sourcing of suitable third party suppliers with negotiated rates.

Combining our extensive knowledge of venue options, alongside our strong supplier relationships, a shortlist of five potential venues were drafted. Through diligent research and effective negotiations, we secured the best possible discounted rates for delegate accommodation in addition to a significant reduction in cancellation terms with Mercure Manchester Piccadilly.

Additionally, we designed and launched a Siemens branded registration website for full delegate management, including personalised invitations, response tracking and the collation of emergency contacts, dietary needs and special assistance requirements.

The smart design of the registration platform enabled delegates with alternative accommodation entitlements to register separately, whilst carefully capturing requirements containing detailed and specific confirmation responses. Non-responders were contacted to help drive delegate numbers, with invitation replies collated for accurate attendee reporting. Organisation was paramount to the events’ success. Managing and arranging consistent pre-event meetings with Mercure and Siemens’ event lead, as well as ensuring our expert on-site team were on hand throughout the entirety of the evening, meant we were able to execute every detail to the event plan or tweak when necessary.

Results

As a result, the conference and gala dinner were a huge success, achieving fantastic results and feedback from the customer. The set-up, timings and delivery ran smoothly throughout, showcasing our ability to identify the perfect venue for the right costs.

 

We demonstrated second-to-none venue find expertise, exceptional meetings and event planning strategy and strong contract negotiation for a customer that prides itself on unleashing business potential in its own customers using energy efficient technology.

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NYS is a specialist brand of Capita Travel and Events Limited. Part of Capita plc. © 2019. All rights reserved.