SUPPORT FOR ANNUAL EVENTS CALENDAR
A True Client-Agency Partnership
May 25, 2023
The Event
A leading international law firm approached Brightspace Events to take the reins on their annual Partner & Associate Offsites for each Practice Area. With a busy calendar and no spare capacity within the marketing and events teams, they needed a partner to plan, manage, and deliver the full event experience from start to finish.
The firm recognises that the Partners and Associates are the key to their success and they prioritise ensuring they are engaged, feel valued and are happy and motivated in their work life. As these are often high earners with high expectations, it is critical that the events deliver exceptional experiences with a ‘white glove’ experience from start to finish.
We helped them define objectives, explore options, and create a seamless, end-to-end event solution. From venue sourcing and contracts to registration, communications, transport, gifts, and on-site delivery, we took care of every detail, allowing the internal team to focus on their day-to-day work while still steering the key decisions.
Client Testimonials
Working with Sarah and the team at Brightspace has been absolutely seamless. They executed a complex event without a hitch and without pulling us into all the mechanics. Sarah even looks around corners to guide us through potential issues before they arise.
Partner
Global Legal Firm
Sarah and her team are fantastic. They strike the perfect balance between taking ownership of the event and allowing us to retain control over key aspects. It freed up our team to focus on other major projects while ensuring a brilliant event.
Marketing & Events Manager
Global Legal Firm
The Challenges
The firm faced several challenges common to their very busy and multi-tasking Marketing and Business Development team:
- Limited internal capacity to manage a complex, multi-day event
- Complicated internal sign off and approval process
- Stringent contract oversight required
- Risk and compliance procedures to be paramount
- ESG focus for the firm must extend into all activity including events
- Tight availability of venues during peak periods
- Multiple offices, across the EU and balancing Partner availability
- Staggered arrivals, registration, and communication across multiple locations and time zones
The Solutions
Brightspace provided a full-service solution tailored to the client’s unique needs:
- Internal process: We manage all internal contact with risk & compliance, contract oversight, finance, Assistants, Partner diary management etc. The Marketing team have final sign off but we take ALL the day to day internal communications for them.
- Budget management: Full and detailed budgets provided including separate reports for event costs and management costs. Expenses tracking to include in overall event budget.
- Venue & Logistics: Conducted a meticulous search for a location that balanced accessibility, carbon impact, and cost, and handled all contracts and arrangements.
- Communication & Registration: Developed a bespoke web page for event information and delegate registration, ensuring clear, timely updates for every participant and to keep all questions and day to day delegate communications were through our team.
- Transport & On-Site Support: Coordinated travel for 54 delegates, providing real-time updates and on-the-ground assistance to smooth out the inevitable (and many) last minute changes due to the attendee’s diaries constantly changing!
- ESG Focus: Carbon footprint comparison at venue find stage to drive location choice. B Corp suppliers used wherever possible including UKs first B Corp hotel group. Reduced waste by reusing existing branded items and supplemented with locally produced, high end consumables (e.g. chocolates, crafts, micro brewery beers)
- Full On-Site Delivery: Brightspace was present throughout, managing logistics, workshops, catering, and social elements to deliver a memorable, stress-free event and to release the Marketing team from that element.
Client Testimonial
I’ve worked with a lot of event companies throughout my career, and I have to say that you were hands down by far the best experience I’ve had. Absolutely gold standard service from start to finish.
Practice Manager
Global Law Firm
Results
- Marketing team can refer all requests for larger, offsite events directly to our team for immediate support
- Regular updates via email and calls ensure they have clear oversight of all of our activity without needing to get involved in the day-to-day details
- Marketing team can focus on the more strategic event planning to ensure their client events are industry leading
- They have capacity to focus more on the crucial Business Development work that also forms a key part of their role
- The Partners and Associates gained valuable skills and insights while enjoying networking and team-building opportunities. Stronger connections were formed across the team, improving collaboration and morale.
- All participants felt recognised and motivated, enhancing retention and engagement.
The Stats
220
Attendees across the year
82%
Usefulness - attendee survey
92%
Overall satisfaction - attendees survey
