Case Study: Overseas Kick Off Full Event Management Project

Case Study: Overseas Full Event Management Project

The Brief →

To support our client, Sensormatic in delivering their annual customer forum.  This annual event takes place in a European city with delegates travelling from across EMEA to discuss the latest trends in the retail industry, showcase retail solutions and gain feedback from customers.

Autograph Events were to provide event management services from start to finish including onsite event delivery.  This was to include venue management of the host venue, venue finding for the social elements of the agenda and supplier sourcing and management, in addition to delegate management, website creation and hosting and the introduction of a bespoke event app to be used as part of the delegate experience during the live event.

The event was invitation only, with an audience of 100 delegates made up of internal staff, customers and product solution partners.

The Solution →

We started working with the Sensormatic 6 months in advance of the 2-day conference.

The client decided they wanted to return to Melia Avenida America in Madrid for a second year. Situated just 10 minutes from Adolfo Suárez Madrid-Barajas Airport this 4-star hotel provides 322 bedrooms alongside a 5,000 m2 Convention Centre within its own wing of the hotel offering 32 meeting rooms all boasting natural daylight. Melia provided a great base for all delegate accommodation being close to the airport whilst also being just a 20-minute drive from Gran Via for those that wanted to explore the capital city. We managed the booking from the initial date enquiry through guest check out and billing including rooming lists, catering and acting as the point of contact for the venue throughout planning an onsite delivery.

We built and hosted the event’s official website. Content was uploaded and updated as planning progressed to include on the venue, the agenda, exhibitors, speakers and delegate registration. The registration process was bespoke to the event with 3 pathways for internal staff, exhibitors and delegates to ensure all the relevant data was captured including breakout session preference, accommodation requests and dietaries.

Alongside the website, Sensormatic utilised a corporate app. Again, the team built and hosted the app making sure content was consistent across both platforms. As a standalone corporate app it was totally customisable with modules added for specific functions for the event including Q&A: allowing delegates to submit questions live throughout the conference, Case Studies, Speaker and Attendee info, Agenda: allowing delegates to personalise their agenda and Polling.  Live polling was a key decision maker for using the app as part of the delegate experience. The agenda involved exhibitors taking part in Dragon’s Den pitches to promote a new business solution.  Through polling exhibitors were able to get live feedback on their solution direct from delegates as to whether they were ‘in or out’, in addition delegates were able to express interest in finding out more about the solution creating an instant sales lead report which was shared with the client within minutes of the pitches finishing.

As destination experts we have a wealth of knowledge of global destinations not just for venues but for suppliers as well. As well as sourcing and managing the hotel we also sourced and managed the AV supplier who created a full set for the plenary and exhibition space and worked closely with the DMC to deliver the social element of the conference itinerary.

Alongside the formal conference the international event featured social events for delegates and internal staff.  Following the first day of conference all delegates were transported to Jardin de Negralejo. Located in a rural enclave this venue is home to a number of event spaces covering 15,000 m2.  Sensormatic’s Gala Dinner was hosted in the Pavilion, a spacious space with fantastic lighting, full of natural light and offers views of the garden. It also benefits from an outdoor patio area perfect for pre-dinner drinks and canapes. To bring a touch of Spain to the evening, guests were also treated to a Flamenco performance, all coordinated by Autograph Events.

With the conference finished and delegates departed, Autograph Events concluded the Madrid event with a team building activity and dinner for the client’s Senior Leadership Team.  The team headed into the centre of Madrid to complete a Photo Gymkhana where the objective was to locate points on their map all taking in the sights of the capital city. Teams gained points by taking pictures, answering questions and finding objects and of course the team with the most points won a prize! After some fun around the city the team enjoyed dinner at Lateral Arturo Soria. The restuarant benefits from a spacious and open interior and a large terrace conditioned which can be utilised all year round.

The Testimonial →

“I just wanted to say a huge thank you for loaning us Jess! She was an amazing support on the run up to and at the event this year, it was great to arrive stress free knowing we were in safe hands. The event APP went down really really well and actually having Jess in the room for the whole event made life so much easier – enabled fast and efficient communication and resolution and the APP support for the polls worked really well.  The wider exec team thought she was great too and we look forward to working with her for future/upcoming events.”