Client: Venues Event Management

Event: Christmas Party

Group Size: 85 guests

Agency: Venues Event Management

Date: 4th January 2013

Venue: The Hilton, Swindon

Suppliers: • Universal Live - Production• Sternberg Clarke - Entertainment• Themes Inc. – Theming

Christmas Party

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The Concept 

Venues Event Management were given the opportunity with the support from Capita to hold their Christmas Party.

The Christmas party was an opportunity for Venues Event Management to award employees and thank them for their continued hard work throughout the year.

As a Venue Find and Event Management company, Venues Event Management were able use their supplier relationships to put this event together for its own employees and to showcase suppliers..

Christmas Party

The Brief 

Web Design- Created in-house by the IT department and was used for registration and nomination of awards

Venue/Food- The Hilton, provided the venue with a 3

course meal, 3 complimentary drinks and red carpet reception

Theming- Provided by Themes Inc.

Production- Provided by Universal Live

Entertainment- Provided by Sternberg Clarke

Facilitator- Used internally through the Venues Event

Management Projects and Events Team

Where possible, Venues Event Management utilised internal resources such as web design and facilitators to put on the event. Using supplier relationships they were then able to source remaining elements externally.

Christmas Party

ThemingCONFERENCE

Venues Event Management used Themes Inc. to decorate the room to fit the festive theme. Using Christmas trees, snow balls and picket fencing with clever use of lighting the venue was completely transformed.

Table decorations including menus and name places were created in-house and developed around the theme of the event.

The room was divided into three separate areas including a chill out zone, dinner and dance floor.

EntertainmentThe entertainment was supplied by Sternberg Clarke including:

• Stilt walkers• Ribbon dancers• Jugglers• The Watling Street Band • Feeding the Fish• Ian Montfort• The Freight Train DJ

Christmas Party

ProductionThe set design of the Christmas party was provided by Universal Live. With the back projection, LED wall,AV and lighting, they were able to produce a smooth running and enjoyable event.

The set up took place throughout the day allowing for dress rehearsals for the presenters. The hosts for the night were in-house with Alisdair Ross and Andy Edwards holding the crowd together throughout the night, introducing the live acts as well as presenting the awards.

Christmas Party

AwardsIn the lead up to the event, employees voted for the “Spoof Awards” using the Christmas Party website. The awards were each sponsored by the main sponsors of the night, Hilton Hotels, Universal Live, Sternberg Clarke and Themes Inc and included categories such as Jester of the Year, Cub Scout of Year plus many more.

Christmas Party

Venues Event Management also used this opportunity to award employees for their hard work over the year with an Employee of the Year award, voted internally by employees. Throughout the year, every two months an employee is voted employee of the month and the six winners over the year are put forward for employee of the year.

Prior to the event, all nominees for the awards were asked to carry out a short video message on what it meant to them to be nominated for their award. This videos were then played before each award category.

Bringing everyone together…

Christmas Party

ChallengesThe main challenged faced by the team was to be able to put on an event that showcased the work that as a company they can achieve and to make it an enjoyable evening without feeling like an evening at work.

The team overcame this challenge by creating the wow factor as soon as guests arrived with a red carpet and champagne reception. Using the event was an opportunity for employees to experience first hand what they are selling on to clients. During the drinks reception and throughout the evening, there was a excellent mix of entertainment that showcased the different elements that Sternberg Clarke are able to provide as well as the theming and atmosphere that both Themes Inc. and Universal Live created.

Christmas Party

EvaluationUsing the bespoke Christmas Party Website, Venues Event Management carried out a post-event evaluation to gather employee feedback on what worked well and their overall perception of the event.

Feedback:

Christmas Party

“Very nice - the whole room looked fab

and totally unexpected.” “Fab, if you wanted to go for the wow

factor you certainly achieved it.”

“To be honest, I was initially disappointed when I found out

the party was `no partners`, but the format to the evening

meant that had they been there, I think they wouldn`t have

got all the jokes etc. from Andy & Alisdair so on reflection it

was the right decision for the event. If 2013 does include

partners I think maybe the format needs to be re-jigged.

Also, I`d like to say a big thank you for the evening, I really

enjoyed it.”

“Well done to you all, know you all put

in an awful lot of time and work - it

certainly paid off and all I`ve heard is

positive feedback.”

“Beautiful set - gave a real magical feeling about the night.”

“It was brilliant, you could tell a lot of thought and effort had gone into the whole production of the event.”

Christmas Party