Posts Tagged ‘Events Management Company’

How To Plan Your Next Corporate Event

February 2019

Important questions you should ask before you start the event planning process

Infographic - How To Plan Your Next Corporate Event

WHY

Let’s talk event objectives

When it comes to corporate event planning the logical place to start is by asking yourself WHY. Why are you or the company holding this event? Is your goal to acquire new sales leads or maintain current client relationships? Do you want to reward the sales team for a record-breaking year? Are you celebrating a company milestone or looking to improve internal relationships? Defining your event goals and objectives will shape much of what is to follow in the event planning process.

WHO 

Define your events target audience

How well you know your audience can make or break your event. Job Role, Nationality, Age Range, and Gender are all important questions to ask in order to define and optimise each element of the event. These factors will influence many of the choices you make. The aim is to design an event that will not only meet your objectives but also attract and retain the interest of your guests.

WHAT 

Make your corporate event, one to remember

Are you rewarding employees with a fun experiential event?  Do you need to gather the team to learn new strategies and techniques to boost company productivity? Whatever the reason, you will need to have activities that will engage your audience and are aligned with the event goals. There is a large variety of options to consider. Peripheral entertainment, immersive décor, guest speakers or introducing team building activities are all crowd-pleasers.

Keeping your guests engaged with quality activities is imperative. This will have a direct impact on the outcome of the event and whether or not you meet your event objectives. Keep in mind your audience when choosing your activities, for example pairing a creative marketing group with a tabletop, strategy team build may not be the right choice.

WHEN 

Save the date 

When choosing the date for your upcoming corporate event make sure that you consider meetings and events at your workplace. Certain times of the year will be more popular than others. Christmas is obviously a very popular time for events, but festive events are so often left until the last minute. Planning ahead is essential when availability is at a premium.

Are you considering an open invite event? If so, it is imperative that once you have a proposed date, that you check not only your calendar but the industry calendar and events in the surrounding area. Significant events can affect your attendance as well as the logistics of an event.

WHERE 

Location, Location, Location 

Location, decor and ambience will set the tone for your corporate event and plays an important role in the overall experience. However, as well as ticking off the aesthetics, you need to consider other logistical elements before settling on your final venue. The venue needs to be easily accessible and convenient for delegates, event management and suppliers alike. Consideration needs to be made for local traffic. Does transportation need to be provided?  What parking options are available?

You need to factor in the number of people attending and whether the venue can comfortably accommodate guests in your desired layout. The activities you have planned for the event will also impact on the space required. A room which can hold 250 guests for an informal cocktail event may not be suitable for a team building activity for the same numbers.

BUDGET

Money Talks

Arguably the most important question to ask yourself is what budget do you have to with work with? This will ultimately define the What, When and Where of your event. When preparing the budget, you will need to incorporate estimates for all of the key elements such as venue, A/V equipment, catering and entertainment. Consideration should also be given for venue décor, seating, additional event staff and fees. Detailing these estimates will help create a realistic cost overview. Sit down with your accountant or financial team to determine what is reasonable for this event.

Get Started

Starting this process can be quite daunting but considering these key elements is a great start to your event planning journey.

If you have any questions or would like to discuss your next corporate event, contact your dedicated KDM Event Planner today.


Sweet Success Conference Event Management

November 2017

Following a number of successful Olympic themed conference events, our client (one of the world’s largest snack companies) asked us to organise and manage their upcoming Annual Field Sales Conference.

The Hilton Birmingham Metropole hosted the 2-day event for 350 field sales staff and the main objective was to launch their bold and bright new branding, the sales team had high expectations and the organisers were excited for the big reveal so our event dressing had to have the wow factor.

Slick Event Management

To deliver the maximum visual impact we designed a bespoke AV set with curved boards to reflect the logo, company coloured staging and amazing micro LED tiles which both changed colour and allowed their new branding with animation to flow over the whole set.

KDM event management staff were on-site throughout to manage the event and ensure the organisers could concentrate on their live business content, we even helped to accommodate some last minute content changes, just another day at the office for a KDM Event Manager!

During registration, we took control of 350 field sales laptops, chargers & bags which were all updated and PAT tested during the stay – the feedback from this element was that it was the smoothest turnaround they had ever had.

Then with a very short window of time, our event management team ensured that the main room was transformed to an atmospheric purple paradise for the awards dinner where guests entered to dressed tables complete with silver candelabras and branded linens.

The after-dinner awards ceremony saw a 350 strong audience in fancy dress applauding a Gorilla, Superman & ‘Dorothy’ picking up company awards, this is where our photo studio came into its own with guests coming back for more photo opportunities. It’s the only time you will ever see Marilyn Monroe, The Pink Ladies, Minnie Mouse & Mario together!

Finally, the following day saw the conference event wrap up with group rotations each hosted by a KDM event management team member to ensure no-one got lost! And using our interactive handsets through the conference also allowed the company to gain feedback throughout the event to ensure it successfully met all of their objectives.

Client Feedback

The overall feedback, any events company would be proud of and we certainly: – “Very positive, well structured, well planned even with the adverse weather affecting timings, I’m not an event organiser so appreciated the support/advice/guidance provided by Caroline and her team. We’ve had lots of feedback on how well it was organised, the content was great and it was very engaging. The evening looked great and the photo studio was a favourite! Thank you for your support at all times – It was a pretty slick operation!”


Event Management How To: Spend Less Money On The Same Conference & Event Management Result!

November 2017

When a long-standing financial sector client came to us with a request to organise their annual Retail Division Update Conference, we were delighted to help as we always are. This year though, we were asked to provide the conference along with our event management expertise on a smaller budget.

We’re not an Events Company who turn down a challenge so, with Networking and business content high on this year’s agenda, we aimed to meet the reduced budget target by achieving savings in 4 key areas:

  • AV requirements.
  • Room hire and Set up costs the night prior to the conference.
  • Delegate travel overnight accommodation the night prior to the conference.
  • Private dinner format.

We kept it simple with the following recipe:

Take:
80 senior managers and Directors

Add:
1 unusual historic country event venue
1 dedicated meeting space with natural daylight, private bar and terrace
1 compact AV set and technicians
Mix together with:
1/2 day business presentations
1 BBQ dinner overlooking Capability Brown designed gardens
6 Seasoned live swing/jazz musicians
Glorious summer sunshine
80 Overnight stays and breakfast

Then allow to develop over 18 hours until risen!

How We Did It

Selecting the right event location for the conference was key. Previously our client has used business conference centre venues with a high-end business look and feel to the conference. However, this year they wanted to encourage a more relaxed summer networking atmosphere whilst retaining the professional business presentation feel. We worked with the client to source an unusual Country House venue, having provided team building activities and conferences here in the past, we knew the exclusive meeting space was perfect for an intimate business atmosphere. A compact AV set to match the size and style of the room enhanced the personal feel to the business presentations and allowed for closer interactions during the afternoon.

The agenda for the day was also made more compact. Rather than an early start and full day of content, the group arrived for lunch followed by an afternoon of business presentations made shorter to allow for more contribution by the delegates.

Networking, sharing ideas and best practise was important so an informal outdoor BBQ dinner with drinks and live music provided the perfect informal setting for the team to share their thoughts from the day and catch up with the latest developments. Moving back indoors once the sun went down, the networking continued into the wee hours.

The Results Are In

All in all, the combination of the revised compact agenda, altered travelling times, change in style of event venue with smaller AV requirements and relaxed evening dinner meant that the event cost came in circa £1,000 under the new target budget. Added to the positive feedback from the delegates who appreciated the style and content of the ‘new look’ conference, the client was very satisfied with the tasty recipe we created!


Winning Applause From Conference Delegates: An Event Management How To

October 2017

So you’ve booked the conference venue, all the speakers are lined up and you’ve issued invitations to attendees. Your conference is off the starting blocks and you can heave a big sigh of relief. But the next consideration could determine the make-or-break of your event’s success. The value of the event will be largely measured on the satisfaction recorded by its attendees.

One of the biggest challenges of a conference organiser is to shape the agenda in such a way as to keep the audience engaged and enthused throughout the day. Here are a few tips to ensure no yawns, no empty seats and a large round of applause at the end.

Variety is the spice of life: if you’ve ever had to sit through a full day of PowerPoint presentations, with no opportunity to actively participate, and just the most cursory Q&A component, you’ll know how dull and uninspiring the experience can be. Small wonder that attendees emerge tired and grumpy, having learned little and enjoyed less. And yet it’s easy at the drawing board stage, to suggest an agenda with rich and varied content. Of course, you’ll need presentations, but why not build in an engaging team building activity such as a treasure hunt, a workshop or even an exhibition, one or two interactive sessions along with an ice breaker should break the day up comfortably, helping conference delegates maintain concentration.

Short and sweet: 20 minutes is probably the longest period that any of us can maintain active concentration. After that, the mind wanders, thoughts turn to lunch or the brain gently slides into neutral. Speakers are understandably keen to share their insights in great detail but research shows that delegates actually appreciate shorter and more concise presentations with the opportunity to submit their own questions and comments. Whenever possible, ask speakers from the outset to bear these two points in mind when planning their content.

Ask your Events Company how best to achieve the longest period of engagement.

We’ve been in Events Management for over 20 years and audience engagement technology has evolved massively in that time. We are finding that conference delegates love to be involved in two-way dialogue instead of being passive listeners, and the latest conference apps allow questions and comments to be submitted from the floor. We’ve recently developed our own event apps, which enable members of the audience to put live questions and comment to speakers as part of interactive business sessions. The great bonus is that group conclusions can be reached on the day and feedback obtained while delegates are still experiencing the event.

Active learning: Once the key conference messages have been conveyed in the meeting room, why not reinforce them via a team building activity? We all assimilate information in different ways, so the inclusion of quizzes or challenges can help to ensure understanding in an interactive, entertaining way.

Icebreakers: Energy levels tend to slump immediately after lunch, so we recommend that our clients energize their delegates and get the oxygen flowing. A quick 10-minute ice-breaker works wonders before the start of the first-afternoon presentation. Not only will your delegates thank you, but their memory recall of that first session will be so much stronger.

Controlling the clock: In a perfect event management world, speakers would religiously stick to the timetable but it’s not unusual for sessions to either finish early or over-run. And in every event organiser’s memory, there are instances where speakers had to pull out on the day. So it’s a good idea to plan for the worst and ensure your agenda has built-in flexibility. This way you’ll be able to adjust the length of refreshment breaks to either catch up from the over-runs or fill-in some unexpected free time.

Give us a break: Research has shown that conference delegates really appreciate the opportunity to network with other attendees or catch up on their e-mails, so it’s not a good idea to pack the agenda too tightly. And if you do get a last minute speaker cancellation, what may seem like a crisis to you could turn out to be a welcome gap for them.

Bright eyed and sharp-witted: Conference venues used to provide stodgy traditional meals but in recent years there has been a revolution in menu design. But if you feel the options are lacklustre, don’t be afraid to ask for healthy alternatives, such as fresh fruit smoothies and raw vegetable canapés. That way your delegates will be saved the mid-afternoon blood-sugar crashes which are so detrimental to concentration and problem-solving.

And for overnight events, late-night alcohol binges can be a disaster for attendance levels on subsequent mornings, so the inclusion of a coffee bar as an alternative option may yield dividends. Guests really appreciate the extra choice and will be far more alert the following morning.

Our clients have found that putting themselves in the delegates’ shoes and imagining what would create an inspiring, upbeat day for them, is the best way of ensuring enthusiastic feedback at the end of the event. You want your delegates to go home happy, and so do we!

Speak to us if you need some help planning your next conference or team building away day.


End to End Team Building and Event Management for a Unified Conference Experience

August 2017

KDM recently produced a unique experience comprising of team building activities, company party entertainment and end-to-end event management for an occasion any events company would be proud to showcase – a senior-level international conference that unified the senior global team behind a new leadership ethos.

About our client: Tunstall Healthcare Group is the market-leading provider of technology-enabled care services. Operating in over 50 countries and supporting over 3.6 million people worldwide, the organisation’s technology and services play a key role in helping older people and those with long-term needs to stay out of hospital and residential care and live independently.

The Brief: Our client asked for KDM’s support in planning its annual three-day conference. The event would provide a rare opportunity to bring together the company’s senior global team, to network, share common goals and take the company’s vision forward.

Our first task was to source a venue for an event that would include guest speakers, award ceremonies, workshops and team building activities. The CEO favoured a country house-style venue for 60 participants that would be prestigious but not ostentatious, in a rural location. With colleagues travelling from Australia, the US and Europe the location needed to be no more than an hour from Manchester Airport.

KDM involvement: We proposed Rookery Hall, an Elizabethan-style mansion in Cheshire. Having worked previously with the venue we were confident that it could deliver on all fronts, providing the requested auditorium and break-out rooms. We undertook the graphic design of logos, invitations and event branding. All collateral reflected the ‘Unify’ vision for the company’s strategy – the ethos of pulling together and collaborating. KDM also managed the conference AV and production, gala dinner theming and provision of evening entertainment.

One of the event’s highlights was a team building activity – The Missing Link. Devised by KDM, the exercise involved 10 teams each tasked with building ‘their’ section of the Missing Link machine. Gradually teams discovered that rather than competing, they needed to cooperate collectively to bring together the interconnected modules. KDM’s Senior Event Manager facilitated the activity, sharing notes on how each individual behaved within their team with the client’s own facilitator who fed-back progress live at the event. The Missing Link put into practice the company’s new strategy and enabled delegates to experience first hand the ‘Unify’ theme.

Client feedback: Carolyn Reed, Global HR Director said: “A big thank you to you and the team – the support the team has given us for Unify has been nothing short of brilliant!”


The UK’s Best Event Provider!

April 2017

We did it!

The first time we’ve even considered taking time out of the day job to enter ourselves into the industry’s most prestigious M&IT Industry Awards – and we bagged ourselves a GOLD!

(more…)


Don’t Let Practicalities Limit Your Imagination… We Sure Won’t!

December 2016

As the exciting, sparkling madness of Christmas quickly approaches, the KDM office is alight with the buzz of party organising, getting the Is dotted and the Ts crossed, the event team are carefully placing giant playing cards behind the life-size polar bear and lining up traditional Christmas trees next to the giant disco balls. If you came by to visit us you might wonder whether we misunderstood the mad hatters tea party concept!

December is always a visual explosion at KDM, the masses of varied themed evenings underway all have to start somewhere and, like we tell all of our clients deciding on theming to add that extra sparkle to their Christmas party, you really are only limited by your imagination.

A Night at The Races - Themed Party

Some clients like to choose a theme with their venue in mind; we’ve produced a Winter Wonderland at East Midlands Conference Centre, a Grease-themed party at Venue 1886, a Night at the Races at Bedford Lodge Hotel, an Electric 80’s theme at Mercure Hatfield Oak and A Victorian Christmas Tale at Coombe Abbey. All of these themes integrated beautifully into their respective venues, transporting guests to another era or place and we loved every minute of planning and production but this is only the tip of our creative iceberg!
winter-wonderland-selwood-26-11-16-11
If you want a wild and wonderful theme in a stately home, or a traditional Christmas in a modern space to shock and amaze your guests on arrival, we’ll work with you to pull it off gracefully but with maximum impact, we’ve plent of experience in dropping square pegs into round holes.

Think outside the box? What box?!? There is no box! Tell us about the party you want, the reaction you want, the type of venue you like and how many creative liberties we can take, we’ll build you the themed party you didn’t really believe was possible and we’ll do it with great big grins across our faces because we love a challenge! Get in touch about your next themed party to find out more.


Highlights and Developments: This Year’s Achievements and Next Year’s Goals

November 2016

2016 has been a fantastic year for KDM Events, we’ve been recruiting, renovating, innovating and expanding far beyond our 2015 goals. And that’s all been in addition to the hundreds of team building activities we’ve provided, conferences we’ve managed, venues we’ve sourced and entertainment we’ve supplied.

It’s sure been a busy one, but we’re not about to slow down, we’re on a roll! We’re committed to continuous development, being in the business of innovative event management, we place a great deal of importance on the unique quality and ideas our team produces, our in-house technical experts keep us ahead of the event technology game and our experienced event management team ensure the smooth running of our clients’ events through their vast combined knowledge of event venues, industry advances and team building trends.

So Far This Year

Our Workshop Manager; Pete, retired following over 20 years at KDM building unique activity equipment, themed props and even staging, there wasn’t a dry eye in the house as we said goodbye to Pete! Luckily, Pete spent 2016 working with Chris, a lifelong Joiner and Carpenter, who was ready to save the day and take the place of Event Creator Extraordinaire, and though he’s jumped into a great big pair of creative boots, he’s doing a fabulous job!

Watch this space for brand new themes in 2017 along with digital strategy games and brand new icebreakers from our event development team.

You’ll soon be treated to a glimpse of our beautifully renovated office, to keep our growing workforce happy at work we’ve slowly and carefully taken a sledgehammer to our old office layout and style, we’ve made it warmer, cosier, popped in a couple more offices for convenience, installed a brand new kitchen, a bright diner style lunch space and a great big wall mural! It’s been an ongoing team building experience for us all, helping each other out through the noise and dirt, communicating without words during the pneumatic drill period and pulling together to make sure our clients’ events wouldn’t be effected when we lost a little office time on the day that will forever be known as Tarmac-Tuesday; the day a small unplanned asphalt issue resulted in hot tarmac being spread while we held on outside waiting for the go-ahead to re-enter the building. (It was every bit as dramatic as you’re imagining!)

The investment in our environment has been met with huge gratitude by our workforce, watch out for pictures of their smiling faces in our fancy new home in 2017!

And can you believe it’s only November?!

What to expect in 2017

As well as our anticipated plans for brand new digital strategy games, beatbox icebreakers and all manner of new themed party props, we’ve already begun planning for a revamp of our website.

While we continue to grow, so must your online portal to us, so our in-house graphic designer is busy working away on some striking new imagery to help tell the story of our events through our website and using your feedback we’re developing a client login area in order to ensure your online experience with us is as personal as you need it to be while looking and acting just a little slicker.

We’ll be sharing updates with our social media community as and when we have them: linkedingrey untitled-3 greyfacebook


The Show Must Go On!

October 2016

Nobody likes to hear “No!”, “It’s impossible!”, “It simply cannot be done!”, well, nobody at KDM does! So when we hear it, from a conference venue, an event transport provider or even a pre-dinner drinks entertainer, we get our thinking caps on and figure out how we’re going to work around their “No” to reach the ultimate “Yes” we need to get the job done.

We’re not spoiled! We just like our clients to get what they want, and if they want to arrive to readily prepared AV and staging set at 8am, then AV and staging they shall arrive too!

Only, on this occasion, when we spoke to the venue that had been chosen by the client, we were told that unfortunately, access to the room was restricted due to a function not ending until the early hours of that morning. This is not the point at which we give up, no Sir! Following some lengthy negotiations with suppliers, the event management & delivery teams along with the conference venue, we found ourselves a solution, we turned that no onto it’s head by altering the question. So there we were, bright eyed and bushy tailed at 3am on day 1 setting up an AV rig.

8am arrival went smashingly, rehearsals took place and the show opened at 10:30am.

av-staging-event-management

Invitations to the gameshow themed event were extended to 300 delegates across the UK through online delegate registration and the conference, establishing the client’s newly launched vision and values, was supported by stage props and furniture, team building activities, a motivational speaker, evening entertainment and delegate gifts.

benjamin-mee-we-bought-a-zoo-conference-speaker

Benjamin Mee, motivational speaker known for ‘We Bought a Zoo’ spoke to delegates about teamwork and bravery and 30 teams were tasked with the production of company adverts aimed at the client’s 2 market sectors, built on the foundation of their vision and values. Pulling together the multiple moving parts of this operation, the KDM team put on a show as precise as it was fluid, dropping in a little improv as and when it was required to keep the 300 strong cast shining brightly through their variety of starring roles in game shows, TV adverts and their glitzy awards ceremony finale.

The offending “No” was only the beginning of the challenges set by this conference but we like a challenge, so this has been a fantastic event to be involved with and the organiser’s gratitude and praise along with the smile on the face of each attending delegate gave us a warm feeling that only a successful KDM event can. Get in touch if you’d like to transfer the burden of the management of your next company event to us – we’ll be as pleased to do it as you are not too!

team-building-filming-conference-production


Event Management Made Easy With Nothing Left To Chance

August 2016

For most event organisers, when the day or evening arrives, the result of months of hard work, meticulous planning and endless calls to various companies confirming space requirements and timings, the last thing on their mind is sitting back and enjoying the fruits of their labour because they still have hours of coordinating, question answering and service nudging to get through before the event is over and they can finally relax.

It doesn’t have to be that way – as was discovered by one of our most recent Event Management clients – how? Let us explain:

Johnson Tiles are a manufacturer & supplier of ceramic and porcelain tiles to architects and designers all over the world. Sharon at Johnson Tiles organises their events carefully year on year, choosing a suitable venue, sourcing great suppliers and being there on the night to make sure it all runs nicely, to schedule and without issue.

End to End Event Management for Corporate Events, Conferences andCompany Away Days

This year, Sharon got in touch with KDM and asked us to help out by providing evening entertainment in the form of casino tables. While we were discussing the requirements we let slip that, as with many of the venues across the UK, we have first-hand knowledge of and strong working relationship with her chosen venue; the Best Western Stoke-On-Trent Moat House. This led to KDM taking on a much broader role in the planning, production & management of the event.

We provided planning assistance, a complete AV set with double screens, technicians and music, pre-dinner entertainment; magicians and caricaturists, Roulette, Black Jack & Stud Poker Tables with giant props to add to the mood set by our favourite DJ and we managed the whole event from start to finish to ensure it ran beautifully, to schedule, without a hitch.

Sharon didn’t need to worry about a thing!

We plan over 500 events every year at conference venues, hotels and specialist team building activity venues across the country, so we get to know these venues and their respective spaces, accesses and conference staff pretty well.

And that’s our entire secret, that’s how we manage events so well and put our clients at ease, we’ve amassed a huge amount of knowledge and with that we can happily provide every assurance that your event will run exactly to plan.

Sharon was delighted with the success of her event, and here’s what she had to say afterwards:

“Absolutely awesome – not one single hitch, everything ran seamlessly – a great bunch of guys.  My thanks to them and you, Jane.”

So, to avoid the worry of no-shows, late suppliers and equipment not fitting through the door, give us a call and let us handle the details while you prepare to enjoy the event.

johnson-tiles-13119 crop



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