Summary:
An advanced technical event for senior technologists and technical architects from customers in the APJ (Asia Pacific, Japan) region. Even large companies have limited budgets and in this case the event budget, the requirements and the expectations definitely did not match.
We worked with our local contacts to offer suitable locations and venues to meet the brief and fit the tight budget. We discussed the pros and cons of alternatives with the client and they accepted our recommendation.
Our client and their delegates enjoyed the whole event and were full of praise - which is all we really want.
The whole event was a great success!
The Conference
An advanced technical event for senior technologists and technical architects from customers in the APJ (Asia Pacific, Japan) region. These technical contacts act as the solution evangelists, providing thought-leadership influencing many more customers than are represented directly at the meeting. This event was part of a global roll-out of the new Technical Architect Briefings (TAB) initiative reporting directly back to the senior leadership teams.
The Client
Dell and their Business and Channel Partners.
The Brief
The original brief requested an upmarket, downtown hotel based venue. Singapore is renowned as one of the most expensive places to stay and conference space is no different. The event budget, the requirements and the expectations definitely did not match - something we often have to overcome in bring a level of reality.
The Spec
- 2 day meeting with accommodation before and after for some.
- 25 senior delegates from Dell and customers
- Main plenary plus structured break out areas
- Welcome dinner plus off-site gala dinner
- All accommodation and in-country transportation
- On-site local language support plus English speakers
- Branded themed materials – lanyards, notepaper, pens and signage
- Branded documentation
The Challenges
This needed to be presented as an executive level event with an up-market venue easily accessible from the airport in Singapore. However, the fixed budget was set centrally and did not take account of the local geography. It certainly did not accommodate the spectacular, and spectacularly expensive, downtown hotels which are so iconic in any Singapore skyline.
Feeding such a diverse group from a broad geography threw up some challenges regarding dietary requirements. The devil really was in the detail on this event.
The Chill Out! Solution
Outside the box locations
Chill Out has managed events in the region before, so we worked with our local contacts to offer suitable locations and venues to meet the brief and fit the tight budget. We discussed the pros and cons of alternatives with the client and they accepted our recommendation of the Shangri-La Rasa Santosa Resort Hotel on Santosa Island. This hotel is only 15 minutes easy travel from the city and is famous as Singapore’s only ‘beachfront resort’.
The Meeting
This venue provided the option of formal and informal break-out areas as requested together with a spectacular plenary presentation space. As this was a highly interactive technical forum with a limited formal agenda, the hotel was supremely helpful and reactive to our client’s needs. Coffee and drinks were on-demand as the meeting stopped for breaks and a wide choice of menus were available in the areas set aside for our delegates.
Dining Out in Style
In choosing the venue, we were aware of the possibility of ‘losing’ delegates to the many delights on offer in such a beautiful resort. We room-dropped additional itinerary information and guides to ensure that every delegate – whether speaker or attendee – was aware of where they needed to be at any time. We arranged flexible transport to make sure any stragglers didn’t either delay the main party or miss the event.
The gala dinner at the prestigious Sentosa Golf Club impressed everyone, including us. Our hosts could not have been more hospitable and dinner was a culinary feast of the senses. We had worked with the Club to ensure that our guests with specific dietary requirements were catered for so that everyone could relax and enjoy their evening. The feedback was excellent all round.
Conclusion
Given the original wish to host the event in downtown Singapore, a lot of hard work paid off and delivered a successful event and many happy guests. We showed that it is possible to create a statement event that meets the brief while working within the limitations of the budget.
Comments and quotes
Thank you for all your effort and hard work Julie. The whole event was a great success! All down to Chill Out! Event Management Ltd