caseSTUDY Client: BP Shipping Event: CEOs HSSE Awards and CEO Forum Group Size: 40 delegates Agency: Venues Event Management Date: 6th/7th August 2012 Venue: Wyndham Grand London Chelsea Harbour Suppliers: AV Network, Thames Luxury Charters, Roses Florist (flowers on boat) Stanlake Park Estate (wine), Indigo (entertainment), World Television
TheConceptThe CEOs HSSE Awards and CEO Forum was thefirst of it’s kind for BP Shipping in terms of combiningthe Forum with corporate hospitality. It was theintention to create an opportunity to bring the CEOsand partners together during the Olympic period.This event was broken down into several parts; thefirst day with the conference and awards dinner,followed by Olympic activity and the informal dinneron the second day.The Wyndham Grand London Chelsea Harbour waschosen as a chic and vibrant waterfront location andonly a stones throw from the heart of London.
ExecutionDelegates arrived at the Wyndham Grand LondonChelsea Harbour Hotel ahead of an afternoonconference with key note speakers.The forum was held in an interactive theatre style in theDrakes Suite of the hotel, allowing speakers to easilyengage with the delegates.The gala dinner was held in the Grand Suite with apresentation of the winners in which five awards werepresented by John Ridgway, CEO of BP Shipping.
ExecutionOn the second day delegates were transferred across Londonusing a LOCOG sponsored coach to the North Greenwich Arenato watch the Gymnastics Final.Following the Final, delegates were treated to a two hour cruisedown the River Thames on the Elizabethan back towards the hotelwith a three piece band, Indigo, as light entertainment.Delegates then returned to the hotel to the Executive Lounge onthe Penthouse level where a BBQ was available on the terrace.
Theming The theming and production of the gala dinner was created by AV Network. The outside foyer was decorated with LED cocktail tables and a bespoke cocktail bar all designed for this event. The hotel provided the event with all the foyer space and a unique table plan was created in a way to break this space up. Inside the main room, the design concept was to incorporate the BP Shipping theme in which AV Network built a room into a room. The graphics on the walls developed an old ship into a modern ship with the use of neon lighting and funky table centres.Table Plan
ProductionInstead of the traditional large screen, AV Network incorporated the use of 4 customclad 50” plasma screens that encased the audience which bought them closer to theconversation. These screens were branded in line with BP Shipping event identity.It was decided to go against using a stage, once again re-enforcing the more informalstyle for this audience to promote interactivity and set was created within the mainpresentation area.
Challenges Olympic Traffic It was thought that transfers between venues might prove difficult due to the perceived increased volume of traffic during the Olympic period. LOCOG organised the coach transfers on behalf of BP which allowed them to use the Olympic lanes ensuring transfers went smoothly. The Elizabethan The style of the boat is relatively old fashioned and not the normal setting that the client would normally use. For this reason it was important to dress the boat accordingly. It was decided to go for a traditional English country garden theme which enhanced the original style of the boat perfectly.
DelegateManagementVenues Event Management developed a bespokewebsite for the CEO’s HSSE Awards and CEO Forum,providing information on London as a city, the hotel, theOlympics and their itinerary.The main purpose of the website was to provide anopportunity for delegates to register online for theevent.From this registration, Venues Event Managementdownloaded the information to organise flights andevent collateral.
Verdict“From a Venues Event Management point of view the event ran extremely smoothly.This was a high profile event for us and as it was the first of its kind for BP Shipping,we were certainly keen to impress.Organising around the Olympics was challenging in itself ensuring the safety of ourdelegates but more importantly ensuring they all had a good time and really felt thebenefits of being an Olympic sponsor.Theming the event around the Olympics but incorporating the BP theme was anexciting opportunity and I think the work AV Network put into the productionelements of this event was particularly effective.Having worked with BP for many years, we have a great working relationship whichmakes our work so much easier.”Kim CollinsProject Manager for BP Shipping EventVenues Event Management
Testimonial“The anecdotal feedback we received from the delegates was nothing short of superb, andthis is in no small part due to the presence of Kim and Andy, and Suzanne, Louise and Karlfrom AV Network. John Ridgway and the BP Shipping LT are positively beaming.The logistics and quality of finish across the 2/3 days was excellent. We had the very top ofthe house from BP in attendance and nothing was out of place.Having been involved in the last four of these events, I have no hesitation in saying this istops them all. This would not have been possible without the professionalism and dedicationof your direct staff and suppliers.Furthermore, Lesley Hughes once again handled the delegate management of the event wellremotely.”Adam SmithMedia & External Relations ManagerBP Shipping