Zumtobel held bi-annual conferences for 200 delegates at the Ramada London Heathrow hotel. Browns Venues and Events managed both conferences, providing audiovisual, catering coordination, quick room turnarounds between sessions, and hotel bookings. Browns also marketed the event while adhering to budget through negotiated supplier costs and an online registration system. Feedback was very positive, praising Browns' organization and noting the event was an improvement over previous years.

1. Zumtobel Lighting Ltd – Bi-annual General Conference and Dinner
case
Y
D
About Zumtobel
Zumtobel is an internationally leading supplier of lighting
solutions for professional indoor and outdoor buildings such
U
as offices, hospitals and schools in over 70 countries.
Zumtobel strive to recruit and retain the highest quality
engineers in the industry and as such maintain a strong duty
of care to there employees.
T Project: Bi-annual General Conference and Dinner
Location: Heathrow Airport
S
Venue: Ramada London Heathrow
Number of Programs: 2
Dates: October 2011 and May 2012

2. Zumtobel Lighting Ltd – Bi-annual General Conference and Dinner
case
Y
D Brief:
U Source venues with a taxi ride of Heathrow Airport.
The venue needed to be able to accommodate a room for
T 200 delegates for a conference with multiple syndicate
rooms and bedroom accommodation for all guests.
Zumtobel also wanted to provide an evening banquet and
S
entertainment.
Browns Venues and Events were given the project of
managing the budget in relation to the event and marketing
the event to internal stake holders.

3. Zumtobel Lighting Ltd – Bi-annual General Conference and Dinner
case
Y
D Conference:
Browns Venues and Events provided the audio visual for the
U presentations and communicated timings for breaks and all
catering between client and hotel in the run up to the event.
T Evening Activities and Dinner:
Following the conference there was a very short turn around
time in which to prepare the room for the evenings
S
activities. Browns Venues and Events worked alongside the
hotel in the run up to the event to ensure all essential details
were in place to allow staff to do this as quickly and
efficiently as possible.
Hotel Bookings:
Hotel reservations and rooming lists were managed by
Browns reservations department with backup paperwork
issued to hotel and client with each and every amendment

4. Zumtobel Lighting Ltd – Bi-annual General Conference and Dinner
case
Y Challenges:
D Browns Venues and Events role in marketing the event was
to include the follow
•Adhere strictly to clients set budget.
U •Communicate Event details to all stakeholders
•Deliver a fast and efficient registration and enrolment
service within a short lead time.
T Solution/Execution
•Browns negotiated with suppliers and service providers on
each element of the event to deliver a value for money
S solution within budget and to ensure cost avoidance
measures.
•Invitations and agenda issued to stakeholders via Browns
online portal
•Browns built a registration website where delegates could
register, book hotel room and select any dietary
requirements.
•Agenda and event information uploaded onto clients own
website.

5. Zumtobel Lighting Ltd – Bi-annual General Conference and Dinner
case
Y
D Verdict – Feedback from the client
Feedback from clients was 97% positive in reference to pre-
U event organisation and registration.
98% of delegates said the event was better than previous
T
years
“Thank you so much to all the team at Browns for your
S
efforts in making this our best event yet. Looking forward to
October 2012”
Emma Roberts
Marketing Supervisor
Zumtobel Lighting Ltd