Project Description

Overview

Having held the event at the same venue for several years, a new home was required for the User Group conference. To help source the ideal venue, our client enlisted Hippo’s assistance by utilising our free Venue Finding service.

As requested in the brief, we predominantly concentrated our search on auditoriums with a modern contemporary feel, searching throughout London to find a space large enough to house 200 delegates in a tiered seating format, and a catering area large enough to house 15 partner stands and catering.

Proposing venues which matched the budget and criteria, Hippo also threw in a ‘wildcard’ option, which we felt would work well too. Demonstrating our creativity, we often add a ‘wildcard’ venue into our proposals to show opportunities of a different approach to that of the norm.

Following site visits arranged by Hippo, The May Fair Hotel with their 201-seater private cinema and the beautiful Crystal Room for the drinks reception and catering was the chosen venue.

This year the client required Event Project Management in addition to the venue. Liaising directly with our excellent suppliers, we organised the signage (print and digital), entertainment (roving and musical), delegate and partner accommodation and venue food & beverage elements of the event.

In addition, we worked with our client on supporting their Partners with logistics and branding opportunities for the event, taking the pressure off our client so they could focus on the Content and Delegate Management.

Furthermore, we assisted our client on-site to lend a helping hand in the smooth running of the event.

Our services included:

Global venue finding

18% cost saving negotiated at the venue

Event project management

On-site support

Design & print

Entertainment

Accommodation

Partner support

“We had a very tight deadline to find a venue. Hippo immediately presented us with different options in an easy-to-digest proposal. They proposed venues that were truly inspiring, whilst matching our needs. Hippo’s management during the pre-event stages and on-site was invaluable and they were a huge help in making the event a big success.”

Marketing Manager

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