TEAM SUPPORT ON DEMAND
From Overstretched Teams to Seamless Delivery
May 25, 2023
The Event
The Royal Academy of Engineering asked us to step in and deliver two high-profile events that brought their awardees and stakeholders together to celebrate excellence, spark collaboration, and drive engagement across their community.
The first event launched the Awardee Excellence Community with simultaneous gatherings in Sheffield, Glasgow, London, and Belfast, along with a live-streamed online experience, connecting past and present awardees for the first time.
The second focused on the launch of a new EDI-focused platform in partnership with a government agency. We took ownership of venue management, accessibility, speaker coordination, and technical delivery, allowing the client to focus on their attendees and content.
In both cases, the internal teams were experienced but faced capacity challenges due to date clashes, staff absences, or multiple moving parts. We provided the expertise, local knowledge, and hands-on support to ensure both events ran flawlessly.
Client Testimonials
We hired Brightspace to help with one of our events. They were very professional, courteous, and organised. Quick to respond, excellent problem-solving, and thorough throughout.
Senior Events Manager
Senior Events Manager, RAENG
Thank you again for all your support with this event. It was great working with you once again.
Head of Events & Marketing
RAENG
The Challenges
Both events presented unique operational and logistical challenges:
- Capacity pressures: The client’s team was skilled but overstretched, leaving little bandwidth to handle last-minute changes.
- Complex logistics: Multiple venues, simultaneous live streams, and accessibility requirements demanded precise coordination.
- Unpredictable variables: Delegate numbers were uncertain, government agency approvals were subject to change, and technical requirements were highly specific.
- Sustainability & inclusion: The Academy’s strong commitment to low-impact, accessible events meant every detail, from catering to venue choice, had to align with their values.
The Solutions
We provided end-to-end support with a solution-focused approach:
- Flexible planning: We managed venues and suppliers to allow for last-minute adjustments in numbers and schedules.
- Technical expertise: Live-streams, AV, and contingency planning ensured all locations stayed seamlessly connected.
- Dedicated delivery teams: Separate leads for production, speaker management, and guest experience allowed the client team to focus on content and attendees.
- Inclusion & sustainability: Accessibility considerations, locally sourced venues and staff, eco-friendly materials, and reduced travel were integrated throughout.
- Transparent communication: Daily updates, shared project timelines, and real-time problem-solving kept all stakeholders informed and aligned.
By embedding ourselves into the client’s team, Brightspace ensured that deadlines, priorities, and expectations were met with calm, confident execution, giving the internal team peace of mind.
Results
- Both events ran smoothly with no technical or operational disruptions.
- 100% of attendees for the Excellence Community event reported they would attend another event in the future; 90% rated it as “outstanding” or “very satisfactory.”
- For the EDI platform launch, 100% of attendees said they would recommend the event, and 87% agreed or strongly agreed that the event met its objectives.
- Brightspace provided last-minute support for Belfast, allowing the client team to focus on high-priority objectives without disruption.
The Stats
5
Simultaneous Event Locations
200+
Delegates
15
Speakers and Panellists
