1. Christmas Party
case
STUDY Client: Venues Event Management
Event: Christmas Party
Group Size: 85 guests
Agency: Venues Event Management
Date: 4th January 2013
Venue: The Hilton, Swindon
Suppliers:
• Universal Live - Production
• Sternberg Clarke - Entertainment
• Themes Inc. – Theming

2. Christmas Party
The Concept
Venues Event Management were given the opportunity with the support from Capita to hold their Christmas
Party.
The Christmas party was an opportunity for Venues Event Management to award employees and thank them for
their continued hard work throughout the year.
As a Venue Find and Event Management company, Venues Event Management were able use their supplier
relationships to put this event together for its own employees and to showcase suppliers..

3. Christmas Party
The Brief
Where possible, Venues Event Management utilised internal resources such as web design and facilitators
to put on the event. Using supplier relationships they were then able to source remaining elements
externally.
Web Design
- Created in-house by the IT department and was
used for registration and nomination of awards
Venue/Food
- The Hilton, provided the venue with a 3
course meal, 3 complimentary drinks and red
carpet reception
Theming
- Provided by Themes Inc.
Production
- Provided by Universal Live
Entertainment
- Provided by Sternberg Clarke
Facilitator
- Used internally through the Venues Event
Management Projects and Events Team

4. CONFERENCE
Theming Venues Event Management used
Themes Inc. to decorate the room to fit
the festive theme. Using Christmas
trees, snow balls and picket fencing
with clever use of lighting the venue
was completely transformed.
Table decorations including menus and
name places were created in-house
and developed around the theme of
the event.
The room was divided into three
separate areas including a chill out
zone, dinner and dance floor.

5. Christmas Party
Entertainment
The entertainment was supplied by
Sternberg Clarke including:
• Stilt walkers
• Ribbon dancers
• Jugglers
• The Watling Street Band
• Feeding the Fish
• Ian Montfort
• The Freight Train DJ

6. Christmas Party
Production
The set design of the Christmas party was provided by Universal Live. With the back projection, LED wall,AV
and lighting, they were able to produce a smooth running and enjoyable event.
The set up took place throughout the day allowing for dress rehearsals for the presenters. The hosts for the
night were in-house with Alisdair Ross and Andy Edwards holding the crowd together throughout the night,
introducing the live acts as well as presenting the awards.

7. Christmas Party
Awards
In the lead up to the event, employees voted for the “Spoof Awards”
using the Christmas Party website. The awards were each sponsored
by the main sponsors of the night, Hilton Hotels, Universal Live,
Sternberg Clarke and Themes Inc and included categories such as
Jester of the Year, Cub Scout of Year plus many more.
Venues Event Management also used this opportunity to award employees for
their hard work over the year with an Employee of the Year award, voted
internally by employees. Throughout the year, every two months an employee is
voted employee of the month and the six winners over the year are put forward
for employee of the year.
Prior to the event, all nominees for the awards were asked to carry out a short
video message on what it meant to them to be nominated for their award. This
videos were then played before each award category.

8. Christmas Party
Bringing everyone together…

9. Christmas Party
Challenges
The main challenged faced by the team was to be able to put on
an event that showcased the work that as a company they can
achieve and to make it an enjoyable evening without feeling like
an evening at work.
The team overcame this challenge by creating the wow factor as
soon as guests arrived with a red carpet and champagne
reception. Using the event was an opportunity for employees to
experience first hand what they are selling on to clients. During
the drinks reception and throughout the evening, there was a
excellent mix of entertainment that showcased the different
elements that Sternberg Clarke are able to provide as well as the
theming and atmosphere that both Themes Inc. and Universal
Live created.

10. Christmas Party
Evaluation
Using the bespoke Christmas Party Website, Venues Event Management carried out a post-event evaluation
to gather employee feedback on what worked well and their overall perception of the event.
Feedback:
“Beautiful set - gave a real magical
feeling about the night.”
“It was brilliant, you could tell a lot of thought and effort
had gone into the whole production of the event.”

11. Christmas Party