Case Study Summary
Event type: Multi-day international employee conference and awards
Destination: Madrid
Venue: NH Collection Madrid Eurobuilding
Delegates: 350 from across the world
The Client Brief
The goal of this international employee conference was to create a seamless, standout conference and awards experience for 350 international delegates while easing the massive pressure on our client, from start to finish.
With delegates arriving from across the UK, Europe, the Middle East, Africa, India, and North America, it was essential to design an experience that felt welcoming and inclusive for everyone. Careful consideration would be needed for the location, venue, cultural preferences and practical needs, to ensure every guest felt valued and supported throughout the event.
The Requirements
- Venue sourcing
- Venue rate negotiation & contracting
- Group accommodation booking and room list management
- Overseas site visits
- Venue pre-event management
- Event theming & décor
- Menu development
- Entertainment sourcing & contracting
- Audio Visual sourcing, contracting & management
- Translator services sourcing, contracting & management
- Transport – airport shuttles
- Event logistics & planning
- On-site supplier liaison & client support
- Post-event consolidated invoicing
Having worked with this client before, we were familiar with their style and standards – yet every event is a fresh opportunity. So for this project in Spain, we collaborated closely with our internal teams and local suppliers to include some special surprises.
The BV Approach
Every successful event begins with the right setting. When the location was confirmed – in this case, Madrid as the largest delegate cohort was travelling from the UK and Ireland – we tailored a selection of venue options, complete with details on all available event halls, break-out spaces, dining options and more.
The Solution
We completed a site visit to Madrid on behalf of our client, after proposing Madrid and finalised the NH Collection Madrid Eurobuilding.
We had a seven-month lead-time which is relatively short for a complex global event. And while we considered other venues, at the time of contracting – to secure dates – the event agenda was still in its infancy.
So, we recommended the venue with the most bedrooms on-site, and the largest event space with potential options for the delegate break-out sessions. These were due to be a vital part of the itinerary and to limit the possibilities would have caused our client unnecessary stress as they began finalising their programme.
Once the ideal venue was confirmed, we shifted focus to developing the event theme (branding for this event was supplied by the client’s global team), then building out the entertainment and décor, scheduling, and logistics to bring the full experience to life.
We contracted the AV team we have worked with previously on this client’s UK event and took the team with us from the UK.
As the event content would be delivered in English, we partnered with a reliable translation team to provide an on-site, in-person translation booth for Spanish and Portuguese delegates.
As the client’s itinerary came together, we began the build of the event tech, starting with a welcome area badge printing booth which was fully branded for the event. Next, the delegate app was set up for networking, with personalisable agendas for break-out sessions, team meetings, and more, to make the delegate experience smoother. It includes venue floor plans, gamification with daily logical thinking and post-session QR codes to capture data reporting.
We also confirmed all the final details with the venue and arrived before the event to help ensure the set-up was as smooth as possible.
Finally, our specialist event finance team consolidated the event and accommodation costs and split them appropriately based on delegate region and team/cost centre.
The Event
Day 1: Welcome day, with delegate registration & badging, and a pre-planned senior leadership team meeting. Evening welcome buffet with a locally themed Spanish menu.
Day 2: Conference day 1. Hosted on the eve of Chinese New Year, the evening dinner was a themed celebration, with a Chinese buffet, bunting, lanterns, incredible table centres – red flowers in the shape of a Chinese dragon – a wishing tree, and surprise entertainment of Chinese Lion Dancers.
Day 3: Conference day 2, with a full evening of free time for our delegates.
Day 4: Conference day three included regional meetings, with break-outs for each regional team. The evening featured a mirror ball-themed dinner and employee awards event, followed by entertainment and dancing.
Day 5: Departure day with pre-booked delegate airport transfer shuttles.
The Result
The event app, a new introduction for this annual client event, was a hit. 100% of the international employee conference delegates downloaded and used the tech to support and streamline their experience.
And we’ve received fantastic client feedback for this 2025 corporate conference and awards, with our main client contact commenting:
Bien Venue is an absolute game-changer when it comes to event management. The team’s attention to detail is second to none, and they’re always available when you need them. No matter how stressful things get, they maintain a happy, can-do attitude, making the entire planning process smooth and enjoyable.
“One of the team’s greatest strengths is the ability to think ahead – they consider things you wouldn’t have even thought of, ensuring every aspect of the event runs seamlessly. Their dedication is unmatched, and their exceptional communication makes working with them effortless.
“Having Mark onsite during our event was invaluable. While we focused on other tasks, he handled any logistical issues swiftly and efficiently. Thanks to his expertise, everything went off without a hitch, and the attendees couldn’t stop raving about how fantastic he was.”
Event Booker, Education Industry Company
Need help with your next corporate conference?
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Or, email our team today, at sales@bvevents.co.uk.
Bien Venue is a boutique creative agency which specialises in event management and venue finding services. Our team sources and negotiates venues for everything from workshops, training, conferences, off-site meetings and away days to residential training events, awards ceremonies, networking, roadshows, summer and Christmas celebrations, private dining, team building, incentives, and more.
As part of our wider event management services, we also offer group accommodation booking corporate bookers and event specific allocations of bedrooms.
Our re-identified strapline alongside ‘Our Team is Your Team’ is ‘Event Management – Professional, Pro Active with a personal touch’.