case studies


With over 25 years of trading we’ve got plenty to shout about – here’s a selection of some of our most exciting, challenging and fulfilling events to date.


Company 50th Anniversary


De Vere Wokefield Estate

What did we do:

Alice & Sara worked with a valued client to venue find, plan and manage their Company 50th Anniversary, a big and very special event for July 2023! This is the second time our client has used FCCE for onsite management this year, they jumped at the chance to assist and work again with people they have such a close relationship with.

This started with us finding the perfect venue that had enough accommodation, charm and suited the event brief! This event was for up to 140 employees, drinks reception, three course meal, entertainment & surprises!

Once the venue was found, we then started working with the client on every other aspect of the event, finding options for centerpieces, entertainment, bands, menus, activities and much more! The Terrace Suite at De Vere Wokefield Estate provided the ultimate backdrop for this summer soiree celebration with stunning views across the lawn and a terrace that was perfect for reception drinks.

The First Choice H.Q was incredibly busy in the run up, liaising with the venue coordinator, perfecting rooming lists, menu choices and travel arrangements with the client, confirming all the different elements as well as creating the most important documents needed to run the event!

On the day, Alice & Sara were on site all day until the event finished in the early hours, to oversee every aspect and work their First Choice Conference & Events superhero magic!

Venue:

De Vere Wokefield Estate


World Obesity Global Obesity Forum


What did we do:

This virtual conference enquiry came through with a short 2 week lead time, the client had an online event system that did not have all of the capabilities required for their virtual conference, so we saved the day! With our brilliant partners we were able to provide the client with a demo of our virtual conference platform and a quote for their event within 24 hours of receiving the event brief, the event was confirmed the next day. Within 4 days the platform was fully up and running, fully branded and included all of the event content ready for speaker tests and rehearsals, the event then took place successfully the following week!

It was great to see this event come together so well and so quickly. The event was a virtual conference for 115 delegates, with presentations from 16 speakers and 10 breakout sessions in the afternoon for open discussion. Our platform was able to accommodate this event on a fully branded webpage, the event ran with a mix of pre-recorded material and live content, it also had breakout discussions, a Q&A function, a polling system, and a clear event agenda with speaker bio’s. All speakers had a full rehearsal a week prior to the event to ensure the quality of their connection was strong and that all their content was displayed as they wished, and all delegates were given a handy Q&A page to assist with questions about how to log-in and connect and a support email to use if they needed it, so everything ran smoothly on the event day. Expert technicians managed this event to ensure that the presentations and speakers were transmitted smoothly to the audience and that all slides and videos were displayed professionally, clearly and without delay.

We were so pleased to receive such great feedback for this event and are looking forward to continuing to work on many more virtual events to come!

This event did not require a registration platform as the registration had already begun by the time our superhero’s swooped in, however, this is also a function our system can offer. A virtual exhibition area is also something that this client did not require but that we can incorporate into our online events.

Venue:

Online platform


The National Fish and Chip Awards 2020


Polly and Heather Fish and Chips 400 x 400

What did we do:

Here at First Choice Conference & Events, we organise many wonderful events throughout the year, one of them being the Annual National Fish and Chip Awards hosted in London, featuring the famous ‘Fish and Chip Shop of the Year’ award!

This all starts with us sourcing the venue, which needs to be in a good central location, easily accessible for national travellers and with a suitable ‘wow factor’. The Nine Kings Suite at the Royal Lancaster London is a perfect meeting space for 600 seated (including set and stage) with an adjacent welcome foyer, built-in bar, cloakroom and private entrance. And of course, the Royal Lancaster has a large number of bedrooms to support those wanting to stay the night. The bedroom allocation – for nominees, guests, plus-one’s, sponsors and family and friends – demands attention to detail and excellent time management, so Heather was perfect for the job!

With both the venue and accommodation sorted, we needed to arrange badging and onsite management – both additional services we offer to all clients!

After much preparation at First Choice H.Q, Heather and Polly arrived in London the night prior to the big day and headed down to the drinks reception to meet with the client and to discuss any last-minute changes. An early night meant an early start, with the first job to ensure the badges were printed, placed into plastic holders and laid out on the registration table in alphabetical order. After breakfast, all tables were set up, the set and stage was in place and the finalists of the awards were arriving for photos. Heather and Polly were the first point of contact, so it was vital to be presentable, ensure the registration desk and working areas were tidy and ready for the arrival of 600 people! Heather and Polly worked effectively as a team to ensure all attendees had badges to get through security to the event. They were lucky enough to watch some of the awards and join for the delicious 3- course lunch. After the awards, the event drew to a close and the badges were collected to recycle them efficiently. The event was a complete success and the client was very happy!

The team at First Choice Conference & Events are proud to have lots of repeat business from our loyal clients and we take pride in offering a great service to ensure we can assist on repeat events for years to come. We have been part of this particular event for 12 years now, so we look forward to helping run it for many future years!

Venue:

Royal Lancaster London


Summer Party, Midlands - Take 2


What did we do:

Team FCCE had the brilliant opportunity to site manage a very exciting annual staff summer party for Gymshark! This was FCCE’s second year of being involved with the event and after months of planning and organising, the result was an absolute triumph. Due to the previous year’s event being well received, team FCCE were faced with the challenge of exceeding expectations and putting a fresh twist on the previous year’s daytime activities and evening theming. We were delighted to receive feedback from the client that this year’s event was ‘the best party in Gymshark history’!

On the actual day, Laura and Ele were up at the crack of dawn to start setting up the theming in the Midlands-based office. Once this was all in place, they relocated to Hogarths Solihull for the morning activities. All the guests were asked to arrive for a 9am start but had no idea of what was ahead of them. The 312 staff were divided into 24 teams and rotated around 6 of high-energy challenges all based around inflatables, which created an ‘Out of Office Olympics’ concept. The activities included ‘In a Squeeze’, ‘Euro Tunnel’, ‘Beaujolais Run’, ‘Crazy Coconuts’, ‘Wall Slide’ and ‘Foot Dart Football,’ concluding in ‘The Sweeper Arm’ finale between the top four teams to see who would be triumphant and win the sought-after medals! After 3 hours of competing in back-to-back challenges, everyone headed home to recharge, refuel and prepare for the evening party!

Whilst the delegates were getting dressed for the occasion, Laura and Ele oversaw all aspects involved in transforming the office headquarters into a summer party extravaganza. The entire working environment was transformed through expert decoration and the set-up of of a fantastic casino area, 5 themed bars, 2 driving simulators and a stunning entrance complete with Prosecco teardrop trailer and bespoke photo wall for those all-important selfies – as well as an impressive personalised Gymshark vodka luge!

As the final touches were made before the guests arrived, four more FCCE superheroes arrived to help site manage the evening event. A fabulous night was had by all with the event concluding at midnight. We were so pleased to get such great feedback from our client and cannot wait to start planning 2020 to make it even bigger and better!

Clients HQ


A Summer Centenary Celebration Event!


Cheltenham Ladies College

What did we do:

We were delighted to help a local client with planning and organising their exciting Centenary Celebration event for all their staff – a total of around 350 people!

Cheltenham Ladies College was chosen as the venue for its location and beautiful characterful buildings and gardens. The event started with a company update and presentation in the stunning Princess Hall. The conference finished with the song ‘Celebration’ playing, as a release of red and gold balloons came down from above the audience.

The guests were then led out through the black and white marble corridor into the gardens, where they were greeted with a Prosecco reception and the band Thrill Collins playing some brilliant covers.

The pretty white marquee was decorated with country style flowers in jars and large gold and red helium balloons on each table. The stunning birthday cake – along with 200 cupcakes – was provided by Ahh Toots.

Delicious food was enjoyed by the guests from a variety of food stalls placed around the garden – pizzas, Mexican, fish & chips and sweet & savoury crepes. Entertainment was provided by a magician and a pick pocket – much to the amusement of guests!

With warm sunshine all day, everyone had a lovely, relaxing afternoon. The evening entertainment started at 8pm, with guests returning to the Princess Hall and Garden Dining Room Bar with live music from Mastersound and a photobooth in the bar. Much fun, dancing and celebrations continued until late and everyone had a wonderful time!

Venue:

Cheltenham Ladies College


IT Department Meeting


What did we do:

As with most events this one set us a little challenge. It was originally booked at another venue but when the date changed last minute the venue could no longer accommodate the event. However, FCCE came to the rescue and saved the day by finding another suitable venue for our client – Sandown Racecourse. Once we had the venue booked, we helped the client with finding the perfect team building activity and keynote speaker to ensure there was delegate engagement and to get help get the conference messages across.

The day finally arrived and Laura and Milly were up at the crack of dawn ready to head to Sandown Racecourse to manage our client’s IT Department Meeting for 250 delegates. We managed all aspects of the event for the client, including all the final details in the lead up to the event, helping to set-up the meeting room, overseeing the AV team and F&B elements and managing the team building activity and keynote speaker.

The delegates were greeted with refreshments before heading up to the meeting room which had amazing views of the racecourse and hills beyond. After the morning meeting, it was time for the delegates to tuck into a delicious buffet lunch and head outside to enjoy the sunshine whilst taking part in a challenging ‘Spy School’ activity. This involved the delegates working together in small teams to complete challenges and open cryptic clues using GPS and mini iPads to solve the mystery.

After the activity, guests moved back inside to enjoy a much-deserved ice cream, whilst they waited in anticipation to find out which team had won the challenge. Pictures and videos were also shared that were taken during the activity, which had the delegates in stitches. The day ended with the surprise motivational keynote speaker; Alexis Conran from The Real Hustle! He was very engaging and informative and was loved by everyone in the audience.

After a successful day, the client was really happy with how the event went and Laura and Milly’s help onsite. We are already looking forward to helping the client with their next event!

Venue:

Sandown Raccourse


Summer Party, Midlands


flags

What did we do:

Back in August this year Laura was given the amazing challenge of organising a new client’s Summer Party at their office Head Quarters for 220 people. The team put their thinking caps on and executed a fantastic festival theme, centering around colour, excitement, activities, food, drinks and dancing.

It was an early start for the team who were onsite from dawn managing all elements of the event from start to finish, seeing the festival spectacle unravel!

The guests were greeted by rows of colourful flags, bubbleogists and a glass of Prosecco or beer from the trendy Prosecco van. After a quick formal speech, the fun started with very competitive outdoor games and we even managed to pull all strings, speak to the weather man and arrange a nice sunny afternoon! The main activity was ‘Race to Success’, where teams raced against each other to build a go kart, decorate it and race through an obstacle course – to say the teams were competitive was an understatement! There were also other activities running along side such as Air Hockey, Splat the Rat, Quiots, Basketball Shootout, Table Football and Giant Games.

Once the activities had finished it was time to go inside and see what magic the team has been creating behind closed doors. The guests were greeted by vanity stations with therapists ready to do hair and makeup and glitter artists making sure everyone was glam for the festival ahead. As these moments need to be pictured and celebrated there was also a selfie mirror, giant games, Scaletrix, a beer bar, cocktail bar and gin bar (just to quench the thirst before dancing!).

When it was time to eat the guests were able to choose from a incredible selection of ‘around the world’ food stalls, which were all delicious! There was fish and chips, burgers, paella and Mexican followed by crepes, waffles and popcorn – something for every taste bud!

The team transformed the courtyard into a mini concert; with colour changing LED globes scattered around and festoon lights hanging from above as well as a stage with 3 LED screens. All the acts were amazing with DJ Oli and Dan the Saxman getting the party started, followed by Afishal; a visual DJ drummer and the party ending with the main act; Wretch 32.

Venue:

Clients HQ


ITC Grand Chola Hotel, Chennai


India

What did we do:

Earlier this year Magdalen was tasked to organise a 4 day international conference to India for one of our local clients; this encompassed two full days of meetings onsite at the amazing ITC Grand Chola Hotel and two days off-site visiting the client’s new facility in Chennai.

Planning for this event started by ensuring that the ‘meet and greet’ transfers at the airport was second to none and that everything was ready and waiting for delegates to arrive. The first activity (bright and early in the morning to avoid the hot sun!) was a visit to the Mahabalipuram (a UNESCO world heritage site). After a very interesting morning the group stopped and refuelled for lunch at The Wharf Radisson Temple Bay Resort before visiting the Dakshinchitra Museum. The day was finished by heading back to the hotel for all guests to put their feet up and relax ahead of the start of the conference!

One of the highlights of the trip for the delegates was the dinners and the traditional Indian cuisine. The first dinner that we organised was at The Royal Vega where all guests were in for a treat with a sumptuous Indian feast. The group also had the delight of dining in Peshawri (a traditional restaurant) where not only were the plates made of banana leaves and guests eat with their hands but each guest was given a special bib with their company logo!

Overall the trip was very successful and this was made possible by the attention to detail and the importance on making sure all delegates received an authentic experience as well as the venue being on top of its corporate game!

Venue:

ITC Grand Chola Hotel, Chennai


The Wood Norton, Evesham


Woodnorton Hotel Outside

What did we do:

Chloe has been supporting one of our new clients with their Press Launch Event at  The Wood Norton Hotel and Eastnor Castle. It all started with a very detailed meeting with the hotel team to go over all the final details (even the gardener came to say hello!) After much preparation on the stage was set for what would be some very eventful days to come!

Guests arriving the following morning were not put off by the weather, meeting in the morning for a presentation from the UK PR Manager before embarking on a driving adventure – including some serious off-roading and a night drive in the beautiful surroundings of Eastnor Castle. Friends of the brand Sir Ranulph Fiennes and explorer and endurance athlete Ben Saunders came to support the launch and mark the occasion with engaging after dinner speeches.

The sun shone for yet another successful drive followed by some drinks and mingling in the bar (the guests, of course!) before heads were rested on the cloud-like pillows at The Wood Norton.

After a brief down day on Friday we arrived at the weekend where we hosted the brand’s lifestyle guests– a lot of preparation went in to achieving a fun filled weekend of BBQ’s, catapult lessons with mountaineer and adventurer Kenton Cool and a thrilling off-road expedition as guests brought along their partners and kids of a day of serious fun! Saturday evening was rounded off with a delicious meal in the Fleur de Lys restaurant at The Wood Norton, and some very lucky mummy’s enjoyed a relaxing breakfast in bed on Sunday morning for Mother’s Day!

The Wood Norton has proven itself to be a fantastically versatile venue, with nothing being too much trouble and the team always being on hand to help! Thanks to the staff there, particularly Josh who’s been a star, it’s been a brilliant event – bring on the next one!

 

Venue

The Wood Norton, Evesham


Crowne Plaza, Stratford-upon-Avon


What did we do:

The theme for this Sales Rally evening was ‘I’m A Celebrity…’ so Laura had the fantastic task of designing and implementing a full jungle theme in to a rather ordinary function room – and what a transformation it was! Early the Saturday morning a team of drapers came in to and draped the entire room is soft green fabrics as well as hanging 300m of fairy lights! The table were dressed with fish bowl centre pieces with green uplighters and foliage and the room was dotted with large topiary trees. We also designed and supplied bespoke, themed table plans, table numbers and place cards!

The guests had a gourmet BBQ buffet with the buffet table decorated in foliage and jungle flowers. Entertainment for the evening started with two mix and mingle magicians during the drinks reception and three casino tables.

Guests were welcomed in to the room (or should we say – jungle!) to a performance by Afishal DJ Drummer. Afishal has taken DJ’ing to a new visual level! As a Visual DJ Afishal plays every single note live on drums! Remixing both audio and visuals on the spot, producing the most incredible live show! Afishal was a huge hit and performed a second set after dinner, inviting one of the guests onto the stage to have a go!

The highlight of the evening was a DJ set by celebrity DJ and 90’s boy band star Dane Bowers! The dance floor was soon packed and the guests enjoyed a chat with Dane afterwards. This is the fourth year we’ve worked with the client on this event – and we’re very excited to see what we’ll be designing for next year!

Venue

Crowne Plaza, Stratford-upon-Avon


Saïd Business School and Kings Centre, Oxford


What did we do:

The First Choice Conference & Events (FCCE) onsite team set off for sunny Oxford in April 2016, to support our client with their events at the Saïd Business School and King’s Centre. The conference promised “two packed days of talks from a seriously awesome line-up of speakers” so an exciting event for Chloe and the team at FCCE to work on!

Chloe’s main tasks were to provide the professional and hardworking staff for the event, as well as ensuring all delegates, speakers and staff were quickly and correctly registered on arrival.

In the lead up to the event, Chloe worked closely with the client to ensure these two elements were meticulously planned, frequently sharing information and visiting their funky offices in Brixton.

Onsite at Saïd Business School and King’s Centre, the FCCE team ensured all the delegates were in the right place at the right time, with the right credentials, as well as ensuring they were fed and watered at the correct times! Working with the professional badging company was a dream for the team (not once did they ‘turn it off, and turn it back on again!’), producing professional badges that were printed onsite in a matter of seconds!

A day of talks was concluded by an after-party including music, drinks, table football and a gaming station with PlayStations!

Venue:

Saïd Business School and Kings Centre, Oxford


AC Hotel Tarragona & Cotton House Hotel


What did we do:

The FCCE onsite team were asked to organise a 3 day multi-location trip to Barcelona for our U.K based customer.

We arranged an eventful itinerary which merged fun elements with an educational visit to our clients head office.

Transportation wise, we arranged a meet and greet for all guests at Barcelona airport (with a chauffeur-driven Sedan for the CEO!) and a private coach for any other journeys. After a group dinner and overnight stay in a central hotel, the guests visited the company plant before having the remainder of the day in Tarragona, with a wealth of ancient remains and religious buildings to explore. In the afternoon, a visit to Cavas Codorniu and a wine tasting was arranged. More food and drink lay ahead in the evening, at boutique restaurant, Attic and its fabulous terrace views of the Ramblas.

On the final day, the group were led by a host through a panoramic tour of Barcelona, followed by a wander through a traditional Spanish village before being transferred back to the airport for a return to normal life!

Venue:

AC Hotel Tarragona & Cotton House Hotel


The Langham & Royal Lancaster, London & The Wood Norton, Evesham


What did we do:

We were asked to organise a 6 day multi-location trip for our clients Thai customers. We proposed a fun packed itinerary taking guests to London, Oxford and the Cotswolds.

There were many different elements to this event, which was also fully hosted by a member of the FCCE onsite team. Transportation wise, taxis, coaches and cars were arranged for each leg of the trip. We arranged a fun packed itinerary which included a private capsule experience on the London Eye, Gin tasting, a guided tour of Blenheim Palace, a London river boat cruise, shopping at Harrods, a visit to the Tower of London and a coach tour of the Cotswolds.

Throughout the trip we were keen to showcase the ‘Best of British’ whilst simultaneously considering the guest’s Thai traditions and preferences. Language presented its self as a barrier during the visit as only a small number of the guests could speak English, and this was still quite limited. To combat this, our FCCE team set about learning some basic Thai to communicate and provided a Thai speaking tour guide.

We always feel it is important to be flexible during trips and reactive to our customer’s needs. By having a host on site at all times we were able to do this and deal with any last minute requests and changes. In fact, we re-organised a day’s itinerary to fit it in an extra Harrods shopping trip as they enjoyed that so much!

Venue:

The Langham & Royal Lancaster, London & The Wood Norton, Evesham


Marriott Forest of Arden


What did we do:

One of our clients asked us to work with them to arrange the A.V, theming and entertainment for their Annual Sales Rally.

The specification was for guests to walk into the room in the evening and feel as though they had been transported to a Las Vegas Casino! We draped the room throughout with black and white voile, with a large set and stage for the presentations.

Throughout the evening the screens projected images of Vegas, including the famous Bellagio fountain show. The guests were welcomed into the room by Vegas Show Girls and the sounds of a Frank Sinatra tribute act. Frank and the Girls performed a number of songs and routines throughout dinner and then it was time to open the casino tables and one-arm bandit slot machine and let the gambling commence (with fun money of course!)

The Guests were also entertained with Duelling Pianos; a fabulous act covering any requested song; they kept the dance floor filled and the guests entertained until the early hours of the morning.

Venue:

Marriott Forest of Arden


Aston Villa Football Club


Aston Villa

What did we do:

One of closest office neighbours asked us to support them with their Employability Conference for 2013 – having only been neighbours for a matter of weeks!

The event saw 120 students from over 40 universities, schools and colleges come together. Our services included support in the event planning, venue liaison, all audio-visual requirements and a fully supported registration process along with delegate support and on-site management of logistics and registration.

The event was such a success that the client gave us the brief for the next incarnation of the event straight afterwards and with even more services being provided by us!

Venue:

Aston Villa Football Club


Mercedes-Benz World


track

What did we do:

We arranged an exclusive Russian-themed Christmas Party for 800 guests in a marquee at Mercedes-Benz World as well as on-line registration and onsite support on the night.

Entertainment to include a Cossack dance troupe, aerial acrobatics, casino tables and fire jugglers!

Venue:

Mercedes-Benz World


A marquee on the grounds of the client’s office


What did we do:

One of our long-standing local clients asked us to arrange a fun summer staff party to celebrate the company’s 40th birthday.

With over 130 employees, we arranged a large traditional marquee set in the grounds of the headquarters. We brought in a fantastic local catering company and some surprise entertainment! We planned a lunchtime BBQ and the weather being hot and sunny was the perfect accompaniment.

The guests welcomed the chance to relax and celebrate their hard work. They thoroughly enjoyed the ‘Crashing Waiters’ surprise entertainment and several volunteers got involved with the music and dancing, much to everyone’s delight. The celebration event was a huge success and we wish them all the best for the next 40 years!

Venue:

A marquee on the grounds of the client’s office


Fira Palace Hotel & La Torre dels Lleons, Barcelona


What did we do:

Daniel & Laura jetted to Barcelona to project manage one of our client’s European Users Conference, which sees delegates attend from all over Europe.

The conference kicked off with a drinks reception of Spanish canapés and Prosecco. The next morning was a full day of seminars and lectures and a spectacular dinner. The guests were transported to La Torre dels Lleons, a 16th century building situated just outside Barcelona. It has the characteristics of a typical Catalan farmhouse and with exclusive hire it was perfect for a group of 100 guests to experience authentic Spain!

Guests filled the courtyard on a warm evening with sparkling wine and traditional Rumba Dancers, before moving into the vaulted cellars for a sumptuous 3-course dinner. The evening ended with more flamenco and rumba dancing and singing, and the guests were encouraged to join in!

Our services for this event included event planning, venue liaison, audio-visual requirements, off-site dinner, transport planning and on-site management. The event was such a success that the client has already provided the brief to us for the Conference the following year in Berlin!

Venue:

Fira Palace Hotel & La Torre dels Lleons, Barcelona


Cheltenham Park Hotel


What did we do:

One of our local clients asked us to arrange a fun staff party, to celebrate the product launch of an exciting new product. To enhance the theme of the product, we brought in some fun entertainment – a Bunjee Run and a Velcro Wall where keen staff dressed in Velcro suits and throw themselves against a sticky wall! For the less adventurous, there was also an indoor game of Twist Air where teams had to navigate balls through a sequence of hurdles using high power airjets! We were fortunate with a mini heatwave, so guests then enjoys a themed Pimms tent and an extensive BBQ on a terrace area overlooking the lake and golf course.

Everyone had a great evening and we look forward to planning future events and checking out their new products!

Venue:

Cheltenham Park Hotel


Crowne Plaza Bruges


Harbour Southampton

What did we do:

We planned a fantastic Annual Company Away Conference for 30 delegates plus their partners. The event was for three days and included business and social aspects including a finale formal dinner.

Venue:

Crowne Plaza Bruges


Ariva night club at Baglioni Hotel


Baglioni

What did we do:

We love a glamorous brief!! Our client asked us to work with them for their departmental Christmas party. They were looking for somewhere chic and stylish in central London – so they came to the right place! It had to be exclusive  (of course dah-ling!) and

Venue:

Ariva night club at Baglioni Hotel