Christmas Partycase STUDY Client: Venues Event Management Event: Christmas Party Group Size: 85 guests Agency: Venues Event Management Date: 4th January 2013 Venue: The Hilton, Swindon Suppliers: • Universal Live - Production • Sternberg Clarke - Entertainment • Themes Inc. – Theming
Christmas PartyThe ConceptVenues Event Management were given the opportunity with the support from Capita to hold their ChristmasParty.The Christmas party was an opportunity for Venues Event Management to award employees and thank them fortheir continued hard work throughout the year.As a Venue Find and Event Management company, Venues Event Management were able use their supplierrelationships to put this event together for its own employees and to showcase suppliers..
Christmas PartyThe BriefWhere possible, Venues Event Management utilised internal resources such as web design and facilitatorsto put on the event. Using supplier relationships they were then able to source remaining elementsexternally.Web Design - Created in-house by the IT department and was used for registration and nomination of awardsVenue/Food - The Hilton, provided the venue with a 3 course meal, 3 complimentary drinks and red carpet receptionTheming - Provided by Themes Inc.Production - Provided by Universal LiveEntertainment - Provided by Sternberg ClarkeFacilitator - Used internally through the Venues Event Management Projects and Events Team
CONFERENCETheming Venues Event Management used Themes Inc. to decorate the room to fit the festive theme. Using Christmas trees, snow balls and picket fencing with clever use of lighting the venue was completely transformed. Table decorations including menus and name places were created in-house and developed around the theme of the event. The room was divided into three separate areas including a chill out zone, dinner and dance floor.
Christmas PartyEntertainmentThe entertainment was supplied bySternberg Clarke including: • Stilt walkers • Ribbon dancers • Jugglers • The Watling Street Band • Feeding the Fish • Ian Montfort • The Freight Train DJ
Christmas PartyProductionThe set design of the Christmas party was provided by Universal Live. With the back projection, LED wall,AVand lighting, they were able to produce a smooth running and enjoyable event.The set up took place throughout the day allowing for dress rehearsals for the presenters. The hosts for thenight were in-house with Alisdair Ross and Andy Edwards holding the crowd together throughout the night,introducing the live acts as well as presenting the awards.
Christmas PartyAwardsIn the lead up to the event, employees voted for the “Spoof Awards”using the Christmas Party website. The awards were each sponsoredby the main sponsors of the night, Hilton Hotels, Universal Live,Sternberg Clarke and Themes Inc and included categories such asJester of the Year, Cub Scout of Year plus many more. Venues Event Management also used this opportunity to award employees for their hard work over the year with an Employee of the Year award, voted internally by employees. Throughout the year, every two months an employee is voted employee of the month and the six winners over the year are put forward for employee of the year. Prior to the event, all nominees for the awards were asked to carry out a short video message on what it meant to them to be nominated for their award. This videos were then played before each award category.
Christmas PartyChallengesThe main challenged faced by the team was to be able to put onan event that showcased the work that as a company they canachieve and to make it an enjoyable evening without feeling likean evening at work.The team overcame this challenge by creating the wow factor assoon as guests arrived with a red carpet and champagnereception. Using the event was an opportunity for employees toexperience first hand what they are selling on to clients. Duringthe drinks reception and throughout the evening, there was aexcellent mix of entertainment that showcased the differentelements that Sternberg Clarke are able to provide as well as thetheming and atmosphere that both Themes Inc. and UniversalLive created.
Christmas PartyEvaluationUsing the bespoke Christmas Party Website, Venues Event Management carried out a post-event evaluationto gather employee feedback on what worked well and their overall perception of the event.Feedback: “Beautiful set - gave a real magical feeling about the night.” “It was brilliant, you could tell a lot of thought and effort had gone into the whole production of the event.”