Dial Events
Large events made easy
Hosting a large event is never simple, but getting the right events team behind you is key – as Virgin Trains discovered
Organising an event of any size can be complicated, but no more so than with organising one with hundreds of delegates!
Not only are they more complex and with more people to deal with, but – most importantly – there more things to go wrong. One thing is for certain, large events need an experienced events team to keep them on track.
Expotel has been organising Virgin Trains’ three-day Feel Good Awards for the past four years – with stunning results. As with all large events, difficulties inevitably arise, but this is all in a day’s work for Expotel events executive Barry McTierney.
Get a good events team behind you
Having organised the event for so long, the Expotel events team knows exactly what it's doing – which takes the strain off the client.
“The team leads on the event, pulling together all the suppliers and venues, and managing the project alongside Virgin Trains,” says Barry.
“We have people we work closely with every year that we know we can rely on,” he adds, “ranging from our preferred AV supplier to the ice sculpture specialist.”
Don’t underestimate it!
Because the annual event is a long-standing entry in the client’s, suppliers’ and venues’ calendars, it runs extremely well – but that doesn’t mean that it’s all plain sailing.
“Logistically, the Feel Good Awards is a complex event,” explains Barry – something that the team never loses sight of.
“Expotel manages the registration of the invited award nominees and their families, and the booking of their chosen activities, including spa treatments at the Marriott.
“Meeting and greeting 160 guests at a busy station like Birmingham New Street can also prove challenging, as can transferring everyone between the station and the venues.”
Even with military-like organisation, excellent management and a dedicated team on hand, Barry admits: “It makes for a busy few days!”
Plan, plan, plan
Expotel starts working towards the next event as soon as the last has finished, which leaves 11 to 12 months for the project team to pull all the elements together.
John Bastock, who is the Expotel project leader for Virgin Trains’ event, says: “From the initial planning meeting, we work as a team with the goal of delivering a fantastic and rewarding event for the employees. This teamwork really creates an open atmosphere for ideas to be brought to the table.
“Although the build-up to the event can get quite frantic, it’s very rewarding to see the finished product on the day,” he adds.
“I think the best way to judge the success of an event is to look at the feedback of the attendees, which has always been very positive.”
Previous Dial events articles
Planning a spring event? Hurry!Are incentives really worth it?
Great events – with a twist!
What’s new in meetings this year?
Decode the dress code!
How to survive the office party
Want your party to be magic?
Christmas party on a budget?
Christmas menus made easy!
Meet the Expotel events team
Why meetings matter
Large events made easy
Published: 13-10-2009 22:44:00
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