Organising a kick-off event for 600 employees
Our client, a major player in the Oil & Gas industry, wanted to give a ‘kick-off’ to their ‘Road to Success!’ programme through a spectacular event. And where better to turn than goMICE? We have the passion and expertise for organising Meetings, incentive travel, concepts and Events for large groups. And we always like to go the extra mile! Read on to find out how we organised this event for 600 employees.
Finally, the time had come. On Friday, 3 February 2017, we blew the roof off at SnowWorld during an event for 600 employees. What all goes into making this possible?
An important factor: the location
Around mid-November 2016, we were tasked by our client to organise a kick-off event for 600 people in February 2017. Given the relatively short timescale, we had to put our foot down to arrange this event down to the last detail. The first priority was finding a suitable venue. The location for this event had to be suitable for both hosting the official part of the proceedings properly, and also for the informal part, the party afterwards, to take place in the same location. This party was also a reward for the enormous effort of all employees.
Organising an event for 600 employees | The theme
The theme for this event was ‘Après-Ski’. A fun theme that allowed us at goMICE to fully express our creativity. After several site inspections with our client, SnowWorld was chosen.
Our collaboration with SnowWorld has certainly been fantastic! We were able to work very efficiently, which was most welcome given the time pressure.
Organising an event for 600 employees | We'll think of the details
We have arranged everything down to the smallest details. This includes the regular components such as technology and food & beverages, but we always go a step further. Together with a colleague, we are the permanent points of contact for this relationship and are also present ourselves during the event to ensure everything runs smoothly.
Naturally, the branding was meticulously organised. Welcome flags lined the entire driveway, banners were displayed both inside and out, and we even placed a Total car outside. Furthermore, we also arranged the following, among other things, to ensure everything ran smoothly.
- The parking spaces neatly reserved
- Parking attendants were deployed to coordinate all of this.
- There were 10 security guards on standby (safety first!)
After a check by us on all parts, the event could begin!
The start of the event for 600 employees
Upon arrival, fire pits were set up outside to provide a warm welcome, and we from goMICE were ready for the cloakroom and registration. Everyone received a ‘glowing in the dark’ wristband, so we could make them light up nicely with blacklight later on. In addition, they were also intended as a way for security to recognise that the correct participants were entering and leaving.
Given that we also had a fancy dress competition, most people had dressed up thematically. One looked even better than the other!
The best-dressed man and woman would later be presented with a travel voucher worth €175. We at goMICE had made these available.
Once inside, participants were welcomed with a drink and the management were also dressed in style. Fluorescent ski suits and lederhosen were also their outfits. The participants thought it was fantastic that the management had also gone to such lengths.
The official part of the event
The official part of the event soon got underway. The presentations, delivered from various points in the hall, were supported by, among other things, enormous LED screens. A very effective way to reach everyone. At the end of the presentations, the signal for the party to begin was given with a huge confetti cannon! The party could start and the buffets were opened. From approximately 15 serving points, spread across the entire exclusive venue hire, guests could sample all sorts of dishes and drinks.
From mashed potato buffets to German sausages, and from hamburgers to pulled pork stalls! There was an abundance of choice for everyone!
Lovely ladies also walked around with cones of chips, and the Flügel girls were also present for a while! Because of this setup, there were no queues anywhere and everyone had a fantastic time. Meanwhile, the DJ was already hyping up the crowd even more. For those who wanted to do something other than dancing, we had organised authentic Austrian games like nail hammering, shuffleboard and beer mug sliding in a separate area. Furthermore, a ski simulator was also set up for the real sports enthusiasts.
In addition, everyone could also immortalise themselves in the Photobooth. We had all sorts of costumes and some Tyrolean props available, which of course makes for hilarious pictures!
The first guest of the event at Snowworld
Around 9 PM it was time for the first guest, namely Django Wagner. There was loud singing along and the conga line started. The mascots also came by: the snowman, the reindeer and the elk! They naturally danced along with the crowd!
To give the party an extra boost, the artists ‘the Co brothers’ also dropped by and, naturally, opened with: “I have a honk-honk-honker…!”. The roof was blown off once again!
Organising an event for 600 employees | Well organised until the very end
The participants didn't want to go home yet, but the end of this top party was drawing nearer. To finish in style and send everyone home without feeling hungry, a stall was opened with a tasty Unox sandwich. Some bitter garnishes were also served. Everyone is quite hungry after such a party, after all!
Around 00:30, the last guests had left and we could start closing up. Naturally, after we had heartily thanked the SnowWorld staff and also said goodbye to the security guards. Together with them, we managed everything smoothly, and as a result, we can look back on a fantastic evening! Be sure to also check out the atmospheric images below!
A successful event organised
The following day, I received a WhatsApp message from my contact at Total with the following text. And it still gives me goosebumps every single time!
“Hi Anita, thanks again for the great organisation. A real success yesterday! I don't have Nadia's number, but I also want to thank her immensely.”
And after this super thank you, it got even better. Because we were hugely surprised by a delicious cream cake and a card with thank you messages.
We have incredibly fun work! We have a passion for organising MICE! Meetings, incentives, conferences, events and more!
Fancy organising an event too? Then definitely Contact Stop with goMICE! We are pleased to be of service!