Case Study: Finish Tech Company
A tech development company based in Finland who we first connected with at the Spring PA Show at Excel were searching for a UK based partner to assist with venue sourcing, organisation and planning of a dynamic UK event for a team of 18 delegates travelling from Finland, Germany, the Netherland and Brazil.
The primary objective of the event was to bring remote workers together, many of whom had never met in person, foster team cohesion through a series of workshops and social activities to assess how effectively individuals collaborated in a face-to-face environment so that they could use these insights to form cohesive teams.
Their top priorities were a venue with state-of-the art conference facilities as well as access to an authentic English pub within walking distance for a casual evening plus a transfer time of no more of no more than 40 minutes to a major airport with excellent connections to Helsinki.
Planning and Strategy
We shortlisted and suggested four venues that met the client’s brief and had availability for their 10-day event in August 2024, and after carefully considering all criteria, we recommended De Vere Horsley Estate.
Just 10 minutes from the M25 and a 35-minute drive from Heathrow Airport, De Vere Horsley Estate offered the perfect blend of convenience and atmosphere with its purpose-built conference wing plus expansive grounds to create a relaxing setting for downtime.
A historical connection to Ada Lovelace, regarded as the first computer programmer added a meaningful connection to the Finish tech company’s world of programming and development.
With the venue confirmed we then moved on to bringing together all the other elements required to make the event a success.
Event Execution
Delegates arrived/departed at different times, so we arranged individual transfers to and from the venue.
For the first evening there was a private dinner in the Towers at Horsley Estate where everyone was able to meet their fellow delegates for the first time. An added bonus was a short tour of Ada’s home with a little of the history explained.
Interspersed with the meeting days we organised activities to help the team bond and enjoy some much-needed downtime on rest days with the agenda alternating between whole-group sessions and smaller breakout groups.
Each morning, our on-site Event Manager ensured that the room layout was precisely adjusted for the day’s planned activities and organised a steady supply of refreshments for breaks as well as handling any additional requests, both professional and personal.
The off-site kicked off with a day of team building activities included randomly assigned teams being sent out with iPads to complete a series of filmed challenges, exploring the Surrey hills by vintage bus including a stop at a picturesque village often featured in TV and film, and a craft centre visit including a tasting of English sparkling wine, which the guests appreciated!
On another day, delegates spent a full day on the River Thames including a hands-on boating experience helping to drive two narrowboats and assisting through locks. A stop at a carefully selected riverside pub for lunch and a brief rain shower only added to the “authentic English experience”!
The final day included a trip to London. We provided a guided tour of London’s top attractions for those who wanted to see the sights while others explored the shops. Then a pre-theatre supper at Burger & Lobster in Leicester Square followed by Dress Circle tickets for Stranger Things at the Phoenix Theatre, which capped the London experience beautifully.
On the closing day seamless transfers back to London Heathrow ensured delegates ended their experience with ease.
Conclusion
With such a varied programme and clear objectives this was a really interesting event to plan and co-ordinate. For the Finish tech company our local knowledge and experience was invaluable, as well as the knowledge that our on-site team where able to react to any requests or adjustments that were required meant the team back in the office could relax and carry on with their day-to-day role without the interruptions of calls from the delegates.
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