Kick-Off Sales Conference & Awards Dinner
Tuesday, 24 February 2015
Bristol Marriott City Hotel
February saw a pharmaceutical client organises a kick-off sales conference for their 300 strong UK and Ireland based sales teams. Here they reflect on their previous year’s results and learn about their new targets and goals for the year ahead. The conference was to finish off with a celebratory awards dinner to recognise and award the top achievers and thank the teams for what they have accomplished.
Our objectives were to design and manage the conference registration website, and oversee the information captured including delegate’s arrival and departure times for transfers, and any dietary or special needs. Additionally we were to be on-site to welcome and register delegates at the hotel, and be the constant go-to point for any questions or queries on-site. We also sourced and manage the delegates welcome dinner held off-site at the Bristol Museum & Art Gallery.
On this occasion the client had already sourced their main meeting venue, the Bristol Marriott City Hotel, so we joined them on a site inspection to familiarise ourselves with the space and start to think about the on-site logistics and how we could transform the plenary session room into a beautifully themed awards dinner space.
We split our team on-site to cover the different rotation groups ensuring each session leader had a point of contact. The mclcreate team members were in charge of these groups, ensured all their individual set-ups were correct, assisted when the groups rotated and also kept in touch with the hotel for their group break times. A profile document was sent to the session leaders in advance of the conference so they knew prior to arriving on-site who their main point of contacts were. We also sent introductory emails to the session leaders to start the working relationship and connection.
As part of our brief, we were to source and manage the groups’ off-site welcome dinner. We identified 3 venues for the client to choose from, and following site inspections and meetings the Bristol Museum & Art Gallery was chosen. As this was an informal evening we kept the mood light and casual by hiring some local entertainment in the form of a DJ, Aero Acrobatics (who complimented the setting perfectly), a roving magician and illusionist, and silhouette cutter that went down a treat.
The groups’ award dinner took place in the main plenary room of the hotel, which meant we had just two hours to turn the space from a meeting room into a beautifully themed “winter wonderland”. We had almost 10 different suppliers on-site to help us do this which again crated a challenge for us as the hotel had only one (small) loading bay lift. We overcame this by communicating a very strict loading bay access schedule and ensured someone was there to make this happen. The client was amazed at how different the entrance corridor and plenary room looked on arrival. We know we had succeeded when guests kept asking where the bathrooms were, even though they had been in the hotel all week.
Once the awards came to a close, guests were invited up to a private after party area where they enjoyed the snowflake shaped vodka ice luge, white dance floor and a DJ to help them dance the night away.
Following the festivities, we were again on-site the next day to ensure everyone checked-out of the hotel and made any transfers with as little stress as possible before leaving ourselves. Another happy client and successful event achieved. We look forward to working with the client again in the very near future.