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Event Management

Event Venue Finding Case Study

Event: Busy Bees Annual Awards Ceremony
Venue: Chesford Grange, Kenilworth
Dates: March 2015
No of Delegates: 320

The Brief:
In October 2014 Clearwater Events were successful in winning a tender opportunity with Busy Bees
Nurseries. Ten agencies were being considered initially which was shortlisted to four at interview stage. We are now their dedicated Event Management Team. The first event we partnered on was for the Annual Awards Ceremony.

The event was aimed to motivate staff, and to inspire by celebrating success and giving staff recognition. It was, of course, also to reward staff for their hard work throughout the year.

The event was attended by managers and higher-level staff from across the 237 nurseries nationwide.
The brief included a drinks reception, sit-down 3 course meal, presentations, and after dinner
entertainment.

Our Solution:
Clearwater Events suggested a Hollywood theme, which the client agreed would appeal to all ages. It
was considered that this would add an element of glamour to the evening whilst keeping the ‘fun’ factor. It was also very different to any other themed evenings carried out by Busy Bees in the past. It was considered that the Hollywood theme also added a sense of occasion, as the client had stipulated that they wanted everyone in the room to feel special and important.

Busy Bees also had some of their own resources, which we were able to use in order to maximize the
budget’s potential for the event. As they had gold & black chair covers & linens, Busy Bees statues and brochures, we thought the black and gold could very successfully be incorporated into a Hollywood theme.

 

Delegate Registration:
As the requirement was for full service event management, the client decided to utilize our eTouches
system for pre-event planning and delegate registration.

We constructed an event website which linked through easily from the existing Busy Bees website.
We handled all delegate registration, collecting data such as dietary requirements, table plans, transfer requests and hotel bookings. We also handled all delegate queries directly regarding the event, allowing us to provide a seamless experience for guests.

The Event:
Upon arrival guests were greeted with a red carpet and gold rope, which lead up to a set of double doors into the drinks reception area. Whilst the crowds gathered, we arranged for paparazzi to rush through, swiftly followed by a Brad Pitt and Daniel Craig lookalikes, and more paparazzi. Once the ‘celebs’ and paparazzi had burst through the doors, the delegates followed into the drinks reception area, where they could also be photographed with the lookalikes if they wished, along with their own friends and colleagues.

At the drinks reception we positioned spinning golden globe table centre pieces, as well as stars hanging from the roof which had the faces, names and award title of previous years’ winners which propelled them into the spotlight, and helped to create a sense of occasion.

Guests arrived from 6pm for a drinks reception before being shown into dinner at 6.30pm, which was prompted by a ‘Voice of God’ announcement saying the BB Awards evening was about to start. Upon entering the room guests were dazzled with the theming, which included black frosted candelabras with LED candles, and carefully selected lighting which colour-washed the room in gold. Large silhouette panels featured in the room, of iconic stars such as Cary Grant, Liz Taylor and Frank Sinatra.

The Awards Ceremony was hosted by JD of Free Radio, who we sourced alongside other options that the client then selected. Other entertainment included Alex Crowe who is a close up Magician and Mind Reader, and Abba Revival. Clearwater Events sourced all of the entertainment, which the client then selected from a short list of options.

Following dinner, at 8.10pm the Awards part of the evening took place. Clearwater events were responsible for putting together all of the presentations, and material for speakers. Overall there were 13 Awards covering 6 regions.

At 10pm, an adjoining room was opened for the after-dinner party. This was a Hollywood themed diner, which served BB themed cocktails (The Cream Bee, Bee Dazzled, the Blushing Bee and the Bees Knees). There was a hot dog station, which opened at midnight along with a candyfloss and popcorn stand.

Guests had the option of using the diner as a more relaxing alternative to the disco that was being managed by JD.

Accommodation and Transfers:
Free Venue Finding is one of Clearwater Event’s services. For this event the client selected Chesford Grange from the possible options. We occupied every bedroom at Chesford with Busy Bees staff, and also used the nearby Stratford Manor Hotel to host some other guests, due to the numbers of people in attendance. Clearwater Events managed the transport and transfers which included a shuttle service from Stratford Manor to Chesford Grange.

We also managed transfers from airports and coach stations as guests were coming in, and departing, from various locations across the UK.

Working with our preferred coach company, Clearwater Events provided on-the-ground staff at the pick-up and drop-off points.

The Outcome:
Karen D’Aguilar. Head of Sales and Marketing. Busy Bees.
“I have been receiving so many thank you emails from managers and NSC staff today.  Everyone had a great evening and were so impressed with your service before, during and after the event.  The Scottish managers have told me how you ensured their shuttle was there for them at the airport even though their flight was delayed and you called them Saturday morning to ensure they had got to the airport OK.  Thank you so much, you have really gone the extra mile to ensure everyone was catered for.

It has been great working with you. You are amazing and I will be recommending you to everyone!”

 

 

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"Managed my event brilliantly"

Jack, 20

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