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Customer event for global client

Technical production | Logistics | Exhibition production and sponsor management | Venue management | Signage & branding

The Context

This flagship customer event for our large telecoms client was held at a time of significant change within their organisation. A new senior leadership team (including CEO and CMO) was in place to take the business in a different direction with a new strategy and a brand refresh. This three-day live event for 300 people in Rome was planned and designed to bring their key customers on the transformation journey with them.

Our Work

Expectations for the event were sky-high given the profile of the audience and the importance of engaging them in a meaningful dialogue about their digital future. As a focal point for the meeting, we designed a plenary space dominated by a large floating LED screen, which was surrounded by a set designed and constructed to bring the new brand to life in the room. The screen served as a canvas for beautifully animated graphics and high-resolution video content produced specifically for the unique screen ratio, providing the perfect platform for our client to present their new company strategy and demonstrate how they were supporting their customers to navigate change.

Keen to provide a varied mix of content, Aspect was tasked to source an inspirational leader to share their experience of navigating change. Baroness Eliza Manningham-Buller, former head of MI5 and the Wellcome Trust, delivered a thoroughly honest and inspiring insight into her extraordinary career and had the audience captivated.

Our Partner Village, a space dedicated to our client’s eco-system of digital solutions partners, gave each partner the opportunity to tell their story and to deep dive into their product suite. Each top-level sponsor was also invited to take part in sessions on the Partner Stage set in the expo space, to discuss and share their insights with a wider audience. Several product and service-specific breakout sessions focused on the more technical themes, and one-to-one meetings with industry executives and specialists were offered for those wanting to explore the topic even further.

With delegates having travelled from all over the world, our client wanted to offer them a taste of the rich culture of Rome while networking with their peers. We organised a team-based “escape game” that required each group to visit key sites and solve problems on route. On the evening of the first day, we hosted an elegant barbecue around the hotel pool, taking advantage of the warm summer evening to facilitate further relaxed networking. On the second evening we held a more formal dinner at the spectacular Palacio Brancaccio in the centre of Rome. Guests sipped cocktails around the fountain in its secret walled gardens before dining in the Palacio’s dramatic, high-ceilinged mirrored salon.

Working with the new and still evolving brand we created a space that felt truly owned by the business, including an interactive voting wall designed to capture a snapshot of the attendees’ views on Trust and Digital Transformation. In line with the organisation’s sustainability objectives, a new tree was planted for each vote cast (300 in total).

In addition to the core event, Aspect managed a series of satellite programs that ran concurrently with the main program, including an Executive Summit meeting with an exclusive and intimate dinner for 30 at an elegant beach-front restaurant, a bespoke social program for the delegation from APAC and a meeting for the Swiss user group.

A full sustainability management and reporting programme using the Isla “Trace” methodology was in place to help track and reduce the carbon impact of the event.

The outcome

The event was considered a huge success, extremely valuable and a very worthwhile few days, with overwhelmingly positive feedback received from guests, sponsors and the client themselves. The positive energy in the room was mentioned by many people on several occasions, and the new CEO left no doubt in anybody’s mind that she will successfully lead the business and its customers through the ever-changing digital transformation landscape.

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Our Work

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