Softcat Annual Kick-Off Conference

The Brief

Following a successful partnership with an ongoing client, The Events Company was asked to manage and deliver Softcat PLC’s annual whole-company Kick Off Conference, Gala Dinner, Awards Ceremony and After Party.

Our responsibilities included AV Production for the conference and awards ceremony, crafting engaging content for the main plenary and various breakout rooms, and creating an interactive exhibition space for headline sponsors. To align with the client's social objectives, we were asked to arrange a CSR team-building event for approximately 1,000 delegates to support the client’s chosen charity.

After the formal proceedings, we were asked to host a captivating after-show party with a variety of entertainment concepts in multiple rooms, engaging the audience and creating themed chill-out areas.

Our Solution

To meet the client's needs, The Events Company implemented a comprehensive plan. After extensive research and consultation, we secured the ICC Wales as a suitable venue with excellent transport and  communication routes. Our team provided full delegate management and online registration system to ensure a smooth experience for all attendees.

For the conference and awards ceremony, we handled the production of the audio-visual, employing state-of-the-art technology to deliver impactful presentations. Engaging content was created for the main plenary and breakout rooms, tailored to enhance the audience experience. The interactive exhibition space was designed to showcase headline sponsors, driving brand visibility and engagement. To fulfil the client's CSR objectives, we organised a charity bike making team-building event, fostering team spirit and community involvement.

The highlight of the event was the captivating after-show party. The Events Company provided a ‘festival’ style after party in multiple rooms offering a diverse range of entertainment, from celebrity DJ’s and a silent disco to a themed chill out area and games room.

Key Elements Included

Event Management

• Effective collaboration across multiple teams/departments within the client company (Marketing, Services/Sales and Ops Teams, Senior Leadership Team).
• Creation and management of an overarching project plan ensuring all tasks were assigned to the correct people and delivered on time, on budget and to the agreed standard.
• Venue sourcing procurement and accommodation across multiple locations, and travel arrangements (flights, trains, and coaches).
• Developed online registration system and app to manage delegate experience accommodation, travel, and dietary requirements.
• Manage and construct an interactive exhibition space for 38 headline sponsors.

Audio Visual

• The Events Company provided all audio and visual equipment for the main plenary, exhibition area and party spaces.
• Stage & Set design solution needed to consider the size of the space, number of delegates and its multiple use as main plenary and as a gala dinner and awards space. Solution was a 30 x 4.5m widescreen projection system complete with surround sound and exciting lighting effects.
• Pre-event multiple film shoots staged across the country to capture content both for the live event and three pre-event online breakout sessions which were made available across the days leading up to the event weekend.

Result

The Events Company's meticulous planning and flawless execution resulted in a highly successful corporate event. Softcat PLC's annual gathering was transformed into a memorable and engaging experience for all attendees. The event showcased the client's commitment to excellence and provided lasting memories, reinforcing their position as an industry leader.

Highlights of the event included:

• Spectacular Venue: The impressive ICC Wales, adjacent to the magnificent Celtic Manor Resort near Newport, provided an unforgettable backdrop for the event.
• Massive Projection Screen: The main space featured an extraordinary, awe-inspiring projection screen that showcased custom footage, including a captivating opening video with a live Welsh male voice choir, adding elegance and cultural richness.
• Engaging Partner Arena: Over 45 suppliers had face-to-face communication opportunities with all company employees, fostering meaningful connections and collaboration.
• Exciting After Party: Delegates curated their unique experiences at the dynamic after-party, spread across multiple rooms, ensuring enjoyment for all.

Star-Studded Entertainment: Renowned personalities, including a celebrity comedienne awards host, a famous DJ, and a world-renowned magician, added panache and charm to the event.

Client Testimonial

The positive feedback received from delegates and sponsors who attended the Softcat Annual Kick-off Conference further validated the event's resounding success, solidifying The Events Company's reputation as a premier event management partner.