Waitrose & Partners

Brief

Waitrose & Partners wanted to work with a project team who put their needs first, working in a collaborative way and look to create a partnership, ensuring the smooth delivery of the newly formed Supplier & Farming Conference 2019.

The successful project team will be on the ball, proactive rather than reactive, positive and have excellent attention to detail.

With the merge of two conferences into a one-day event, the challenge was to find a suitable venue with availability in such a short turn around period.

Objective

  • Provide a clear and easy to use registration form.  

  • Provide a secure and GDPR compliant platform for registrations.  

  • Provide advanced admin controls so that Waitrose require as little intervention from developers and event project team as possible.

  • Measure success via post-event surveys.

Strategy and Implementation

1. Delegate Communication

  • Communication Strategy: Developed a clear and consistent communication plan to keep delegates informed before, during, and after the event.

  • Communication Journey: Designed a delegate communication journey to ensure timely updates and engagement throughout the event lifecycle.

2. Event Registration

  • Registration System: Implemented an efficient event registration system, making it easy for delegates to sign up and receive confirmations.

  • Website Access Options: Provided multiple website access options for delegates to register and access event information seamlessly.

3. Post-Event Surveys

  • Survey Deployment: Sent out post-event surveys to gather feedback and measure delegate satisfaction.

  • Feedback Analysis: Analysed survey results to identify areas for improvement and enhance future events.

4. Admin Controls and Reporting

  • Admin Controls: Set up robust admin controls to manage event details, registrations, and delegate information securely.

  • Reporting: Generated detailed reports to track event performance, registration numbers, and delegate feedback.

5. Engagement Tools

  • Social Media Wall: Integrated a social media wall to display live updates and interactions during the event, boosting delegate engagement.

  • Itinerary Management: Created and distributed detailed event itineraries to keep delegates informed of the schedule and activities.

  • Production: Oversaw event production to ensure all aspects ran smoothly, from AV setups to stage management.

Results

  • Improved Communication: Enhanced delegate communication and engagement through a structured communication journey.

  • Efficient Registration: Streamlined event registration process, resulting in a higher registration rate and better delegate experience.

  • Actionable Feedback: Collected valuable feedback through post-event surveys, leading to actionable insights for future events.

  • Effective Management: Implemented robust admin controls and reporting, ensuring efficient event management and performance tracking.

  • Increased Engagement: Boosted delegate engagement with a live social media wall and detailed itineraries.

Timescale

3 months from August to October 2019.

Next

University of Portsmouth