Case studies on single components of the event management process we have devised and implemented for our clients

Case Study 1

Challenge: Client required round-table discussions in am and pm sessions with both a 50/50 split on each table by delegate type and geographical similarity in the morning, with geographical diversity in the afternoon. A pre-designated facilitator to sit on each table, but no two delegates to sit together morning or afternoon.

Method: Delegate data analysed to show type, work location and role. Manual table plans drawn up to reflect the 50/50 split, with those from same vicinity, mixing roles and seniority. Same process employed for the pm session. Both groups double checked and then on bespoke conference badges, table allocations were printed on the reverse. Supported by seating plans on each table, all delegates knew precisely where they should be and when: the brief was successfully fulfilled.

Case Study 2

Challenge: Conference programme offered a choice of 11 workshops, each run over six sessions spread through two days. Pre-registration of a four-sector audience of 1000 was required, but on initial marketing not all workshops were finalised. Each session was size restricted, not all workshops were available over all sessions but delegates, whilst not knowing the above restrictions would expect their first choices.

Method: Benedict designed a pre-selection form, sent to delegates with their first confirmation mailing. A system was devised which showed delegates 1st choices and maximum numbers on 'at a glance' tables for immediate monitoring and responding to questions. Badly completed forms were checked by telephone and all non-respondees reminded as part of final mailing. Allocations were then translated into an electronic format from which conference badges were produced with a delegate's six choices and locations printed on the rear. Sector was indicated by coloured lanyard. Benedict registered over 700 delegates in approximately one hour and didn't lose any delegates over the two days!

Case Study 3

Challenge: For a careers fair our client wished to exhibit as broad a representation of careers as possible and to include maximum participation from the local community. A dual exhibition was required of a balanced mix of corporate companies, universities and further education colleges.

Method: Benedict researched and persuaded over 20 corporate and public services representatives, together with 15 FE colleges and universities to attend. We then telemarketed over 200 companies, parents and contacts and co-ordinated attendance of over 60 people from the local community to talk on a one-to-one basis with students about their own career. A floor plan was prepared, set-up and managed as the space was spread over two halls and 16 class rooms.

A huge amount of signage was produced along with a guide for attendees. Set up time was short but with a real hands-on approach we were ready as the first of the 2000+ visitors arrived. Benedict gave their organisation services on a part complimentary basis to the school.