In spring 2023, we were appointed to deliver GI Group’s first major internal event since its merger with Encore. This flagship event marked two milestones: GI Group’s 25th anniversary and the first all-company conference following the merger, bringing together 510 delegates for a full day of content and connection.
Event Objectives
Held at the Hilton Birmingham Metropole, the agenda included internal presentations and awards, a guest speaker, interactive quiz segments, and engaging presentation styles ranging from team videos to character costumes.
The event was structured to transition smoothly between informative business updates and high-energy celebrations, placing significant emphasis on storytelling, team values, and internal recognition.
Our role was to support messaging around the recent merger, bringing together employees across the newly unified business, and create an energetic and inclusive event format that prioritised participation and collaboration. The project involved managing a technically complex show with layered multimedia content, audience interaction, and awards delivery, ensuring clarity and cohesion throughout.
Production Approach
Our creative and technical teams worked closely with GI Group’s event manager (our previous client from Encore) to build an event that would feel both high-impact and highly personal.
We managed a broad range of multimedia content, submitted in varying formats, timelines and tones. Our team collated and formatted this for a consistent visual output.
Each department created bespoke video segments to highlight successes and performance against core values, with a mix of humour and insight. To maintain momentum, we integrated interactive quizzes between presentations, encouraging delegate participation throughout.
The technical setup was designed to support a non-linear, fast-paced agenda, blending pre-recorded content with live delivery. Due to the volume of presenters and variety of formats, careful cueing and sequencing were essential to avoid content clashes.
Live-Day Challenge
A scheduled fire alarm test unexpectedly triggered a full electrical shutdown in the main plenary just as guests were arriving, cutting power to AV, lighting, and show control systems for an hour.
Despite this, we successfully regained the schedule through real-time adjustments by shortening presenter sections and refining transitions. The event flow was preserved, and the delegate experience remained uninterrupted once the programme began.
Key Learnings and Recommendations
Our post-event recommendations to help guide a cohesive flow for future events, included:
- Power Test Impact – Future venue comms should ensure full understanding of live-day testing consequences, and contingency time remains essential.
- Audience Flow – Recommended table placements and nomination planning to ensure all award recipients are present during announcements.
- Content Pacing – Refining transitions between humorous and serious segments will help sharpen messaging and audience engagement.
Despite live-day challenges, the event achieved its objectives: energising the team, showcasing departmental successes, and celebrating key milestones with clarity and impact. The blend of creative content, technical precision, and production agility ensured a memorable and rewarding experience.
