How to run an exciting VIP networking event at VERY short notice

Summary:

This VIP event was for a long standing client who came to us in a panic after a pre-booked activity fell through. This was a very short-notice requirement with less than 3 weeks to find an interesting venue and an exciting activity for a 3-day meeting of the clients’ business partner executives. Fortunately we were able to call on some of our long-standing suppliers to pull off a great event.

In the end, we were very happy to have some excellent feedback and comments from the guests. 

The Conference

This VIP event was for a long standing client who came to us in a panic after a pre-booked activity fell through. The basic event as a VIP off-site was not normally a problem but the client had already set pretty high expectations. They needed something to meet their goals but had some pretty stringent guidelines.

The Client

VMware Global IT Vendor

The Brief

This was a very short-notice requirement with less than 3 weeks to find an interesting venue and an exciting activity for a 3-day meeting of the clients’ business partner executives. We're often asked to do the impossible, but even for us miracles usually take a little longer.

The Spec

• 35 pax including client executives
• Flexible meeting facilities plus accommodation
• 30-40 minutes max transfer from London Heathrow – but not central London
• Executive airport transfers both ways for all guests
• Main meeting room, breakouts plus additional boardroom
• Private dining experience
• Half-day stimulating activity
• Branded VIP gifts, clothing, badging, lanyards, name cards, agendas, menus
• Providing a ‘technical scribe’ to minute the discussions

The Challenges

1. Extremely short timescales and fixed dates
2. Sourcing an exciting event that also promoted networking and conversation
3. Finding a suitably technical 'scribe' who could produce documentation in a timely manner

The Chill Out! Solution

Short notice? We didn't notice! (If only!!)

One of our most valueable company assets is the little back book of trusted suppliers we've built up over many years - along with some long-term relationships and friendships. Given the short notice (3 weeks) plus the very detailed requirements, there were very limited locations with availability. Fortunately, two of our favourite suppliers are Mercedes-Benz World and the nearby Brooklands hotel on the same impressive site.

Our good friends in the business team were able to find space and accommodation for our guests and the client VIPs - after all we do put a lot of business with them, but then we know they always deliver for our clients.

We used another regular supplier to provide executive mini-buses and cars to cover the various arrival times of our guests into Heathrow (and Gatwick in one unexpected case!) and the Chill Out! team were on-site throughout to manage the meeting, dinners, activity and any ‘in-flight’ changes for peoples’ airport transfers.

The Brooklands hotel is an excellent all-round venue with high-quality meeting spaces, accommodation and guest facilities. We arranged private dining in-house for the first evening and a more informal dinner for the second evening.

We sourced a professional meeting scribe to take minutes throughout the sessions and provide fully documented notes within 48 hours. Having worked with this client many times, we had a range of artwork that meant we had no delays on creating the branded materials. We were also able to co-brand Mercedes-Benz gilets to tie in to our driving experience.

Using Mercedes-Benz World for a half-day driving experience was the highlight of the visit for many of our VIPs – although we’re sure the meeting sessions were just as exciting! With a choice of high-speed driving and off-road experiences, MBZW really is a world class venue for all types of business activities and meeting types.

Conclusion

It's all about relationships. The event was about networking and building relationships. The only reason we were able to pull this off in the timescales was because of our long-term relationships with the business teams at MBZ World and the Brooklands Hotel - plus our excellent executive chauffeur service, who just happen to use MBZ cars and mini-buses. Result!

Comments and quotes

Come and talk to us about your conference and networking activity requirements. We just ask that you please try to give us a little more notice than 3 weeks! Although don't let that stop you - you never know what we might be able to magic out of our assets.