Case study: IPC Europe's Supplier Partner Conference

Venues and Events International was charged with producing IPC Europe's supplier conference in Cannes.

Objectives

IPC Europe runs an annual European Supplier Partner Conference for partners of IPC Europe and food outlet Subway. The event consists of a full day conference, awards dinner and half day of seminars the following day, where content is packed full of company updates to enhance working relationships between the partners and franchises.

Venues and Events International has worked with IPC for three years where they alternate their events between the UK and Europe. This was the agency’s fourth event with the company and Europe was the next stop.

Solution

Following an intensive venue search, determining travel requirements for delegates, The Hotel Martinez in Cannes was chosen. The location of the venue was suitable for franchisees in France as it reduced the amount of travel. The hotel itself provided a flexible space to accommodate both the conference and the dinner.

A key focus for this event was the delegate management website. A bespoke website incorporated the branding of the event and built in a payment function in order to sell tickets for the event. As part of the payment process, Venues and Events International provided a finance assistant to manage all payments through the website and deal with any ticket enquiries.

On the day of the event, the main objective was to update suppliers on any new ways of working. Content included sessions on food safety expectations, an allergen update, and supply chain transparency.

Special guest speaker Greg Searle, one of Britain's greatest rowers of all time and an Olympic gold medallist, gave a keynote speech. The talk was focussed around inspiring peak performance in teams and individuals by sharing the behaviours required to bring "the enthusiasm he had at 20 coupled to the wisdom he had at 40."

In the evening a three-course gala dinner and drinks were held, as well as an awards ceremony recognising top performers.

One of the main challenges was anticipating and facilitating the growth of the event. During the planning stages, Venues and Events International anticipated approximately 300 delegates to attend. Due to the event’s reputation and continual growth, these numbers exceeded 370.

Sourcing a venue in a suitable location that allows delegates from across Europe to easily travel to is also a key factor to the growth of the event.

Verdict

"It was a pleasure to work with Liz and the team at IPC Europe," said Alex Shipman, event manager - Venues and Events International. "The planning of the conference is a continuous process between each of the events and this allows us to continually develop our services to improve the quality of the events.

"This year we provided a finance assistant which supported massively with the payments process, especially as the delegate numbers increased. Having a dedicated person responsible for this, allowed us to focus on the logistics of the event," she added.

Liz Moran, meetings and events Manager IPC Europe, added:  "I would like to say that Alex has been an absolute superstar throughout the whole process of this event and especially while on site with us. She is such a great support and a calming influence when it all got a bit crazy. We couldn’t have done it without her."

FACT FILE

Event: European Supplier Partner Conference

Client: Subway and IPC Europe

Agency: Venues and Events International

Venue: The Hotel Martinez, Cannes 

Date: 7 November 2018

Delegates: 370

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