Event Management for a Leading IT Distributor

Project Background

Our client is a leading distributor and solutions aggregator within the IT ecosystem. In the UK, they organise multiple events each month with various vendors and required an agency to handle venue sourcing and event management logistics. By outsourcing these tasks, the internal marketing team can concentrate on crafting the event content, ensuring the right messages are delivered and the appropriate customers are invited to attend.

Action Taken

Our dedicated events team collaborates closely with the internal marketing team, receiving a detailed brief or creative request for each event. This brief includes the event’s objectives, preferred location and dates, audience profile and numbers, as well as any specific requirements, such as audiovisual (AV) needs, catering, accommodation, and activities.

Our Services Include:

• Venue Sourcing: Identify suitable venues that align with the event brief and are available on the desired dates.
• Site Visits: Accompany the client on site visits to shortlisted venues.
• Negotiation: Once a final venue is chosen, negotiate booking terms and conditions, such as minimum numbers and cancellation policies. We review venue and supplier contracts and address any queries before signing, typically contracting on the client’s behalf for minimum numbers to help manage costs.
• Deposit Management: Handle any necessary deposit payments required by the venue.
• Event Coordination: In the lead-up to the event, our team liaises with the client to manage all venue elements, including:
• Meeting layouts, breakout rooms, delegate flow, and timings
• Hotel check-in/check-out procedures to ensure all guests have rooms, minimising out bookings or wasted accommodation
• Catering arrangements and meeting breaks
• Lunch and dinner selections, including wine choices
• External Suppliers: Source, contact, and contract any additional external suppliers needed, such as:
• After-dinner speakers and keynote presenters
• AV providers and set builders
• Entertainers (magicians, DJs, bands)
• Event gifts
• Regular Meetings: Conduct regular meetings with the client to plan the event details, delegate flow, room specifications, timings, and agenda. We monitor registration numbers and suggest necessary adjustments to the venue contract or facilities.
• Deadline Management: Ensure all venue deadlines for final numbers, special requirements, and dietary needs are met.
• Event Itinerary: Create a comprehensive event itinerary so the venue, suppliers, and client are fully aware of what has been booked and confirmed. This ensures the client knows exactly what to expect, with contact details for all elements readily available.
• Badge and Place Card Production: Design and produce badges and/or place cards for the event.
• Onsite Event Management: Where applicable, attend the event on the day to provide complete onsite event management, ensuring:
• Setup is as expected
• Guest welcome and registration are managed smoothly
• The event runs to schedule, with adjustments made as necessary
• Post-Event Reconciliation: After the event, we finalise and reconcile all supplier invoices against a purchase order and create a single summary recharge. This enables our client to minimise the number of suppliers they manage, with all charges processed through a single source: arrangeMY.

Outcome

• The client can focus on event specifics and the numerous other events they manage.
• Venues are successfully sourced to meet event specifications, with central locations booked that offer excellent transport links, making it easy for attendees to travel by public transport if preferred. This maximises attendance numbers at events.
• Attendees enjoy a thoroughly positive experience, with comfortable surroundings, carefully selected food and beverages, and productive networking opportunities during meals.
• The pressure is alleviated from the client and their team, allowing them to enjoy the event with the confidence that logistics are under control and they will receive timely prompts when necessary.

Client Feedback

“The organisational skills, attention to detail, patience, and perseverance of the arrangeMY team have been outstanding. The more events we collaborate on, the better your understanding of our requirements and specific needs becomes, making everything so much easier for us.”