Case Study!
VMware hosts an annual celebration for its partners, the VMware Partner Recognition Dinner. This event has taken place twelve times, historically in London. In 2023 the decision was made to move location and after exploring Manchester, Birmingham, and York the client settled on Liverpool, our first time working on this event in this vibrant city.
The chosen venue for the event was Oh Me Oh My, a beautiful former bank located in the heart of Liverpool and a short distance from the River Mersey. Before finalising the venue, a site visit was conducted by our production and AV supplier to ensure that the space would be suitable and to identify any potential issues that may arise. As the client was unable to attend the site visit due to travel restrictions, we took pictures and videos of the venue to provide her with a virtual tour of the space. The stunning roof garden was an added benefit of using this space and was an option for pre-dinner drinks.
Chill Out! took care of several aspects, including a complete communications, award management and email system. Along with our supplier, we managed not only the invitation and registration process, but also created a platform for nominating, submitting, and shortlisting the partners for award categories. We also handled the shortlisting mailers, provided comprehensive reports on entries and event registrations, and sent thank you emails to attendees with a link to the photography portal.
We managed the entire event from start to finish, including handling communication with guests. On the night, we operated a meet and greet registration desk where attendees received their badges, were given their table number, and then directed toward drinks and canapes. During the reception, we displayed a loop of photos from past events on a big screen, which got people reminiscing and set the tone of celebration for the evening. A photo booth, complete with Liverpudlian ‘props’, got people excited and added some fun. A photographer took both informal photos throughout the reception as well as staged formal prints of the award winners later in the evening.
Following a three-course dinner there was an awards ceremony where an MC announced the shortlisted companies, followed by the category winner. The winners were each presented with bespoke personalised award. The event ended with a DJ playing party hits until the conclusion of the event. We were pleased to receive such good feedback from several guests:
“What an evening we had last Wednesday at the VMware UK&I Partner Awards.” – Guest
“Fantastic evening in Liverpool last week at the VMware Partner Recognition Dinner. Well done all, what a team, and what a night!” – Guest
Audio-visual production was a key focus of the event. We collaborated with our production partner from the beginning to coordinate lighting that would create a corporate but celebratory atmosphere. We designed the stage backdrop with built-in screens and managed the event from a production desk inside the room. In addition to an onsite Chill Out! Event Manager, we closely worked with a Production Manager who was responsible for smoothly running the audio visual elements such as slides, lighting, music, and microphones. We believe that the best events happen when the team behind the scenes communicates and works together effectively.
We usually work with our preferred production partners as we are familiar with their expertise and the value they bring to an event. However, we are also happy to work with the venue’s own in-house providers, especially when it comes to complicated productions. They know the venue and its limitations best.
We would be delighted to collaborate with you on any upcoming award or company celebrations you have in mind. Let Chill Out! take the stress away from the event so that you can enjoy your own celebrations!
We'll take great care of your events. If you have an event you care about, we'd love to hear from you.
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