Case study - VetIndex: Annual CPD Conference

Introduction

VetIndex chose the Assembly Rooms for their VetCPD Congress, an educational meeting aimed at small animal vets and vet nurses.

Following a successful inaugural congress at the Assembly Rooms in the autumn of 2017, VetIndex chose the venue again for their 2018 and 2019 events.  VetIndex required space for two concurrent meeting sessions, a commercial exhibition and catering for over 300 delegates per day. The Assembly Rooms offered them flexibility, as well as being a beautiful, listed and iconic venue.

SNAPSHOT
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Organisation: VetIndex
Month: September 2018
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Lead in time: 12 months
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AV: Status AV
Capacity
Size: 310 delegates, 60 exhibitors
Challenges

Whilst researching suitable venues, VetIndex had found that most offer only one large conference room, with numerous much smaller or satellite meeting rooms.

They were looking for a building that offered the option of two simultaneous large meetings.

The client also needed to accommodate exhibitors and catering, with refreshments and lunches for over 300 people to be served as efficiently as possible, whilst not compromising on quality or choice.

Additionally, at the time of booking, VetIndex were not sure what their final numbers would be.

Solution

The large capacities of both the Tea Room and the Ball Room meant that the Assembly Rooms ideally catered to Vet Index’s requirements.

Both rooms were used for simultaneous meeting sessions whilst the interconnecting Great Octagon and Card Room, located at the centre of the venue were utilised for catering and exhibition space.

In addition, VetIndex provided a marquee which was accessed via the Card room, and erected over the courtyard garden, providing valuable extra space for delegates at break times. Lunches were served at different times to accommodate the variations in each groups running order and multiple catering points, which were frequently replenished, prevented queuing and ensured a smooth refreshments service.

The team provided practical and technical advice regarding A/V and sourced local suppliers to supplement the equipment available on site. As the event grew in size these requirements became more complex and involved.

Additional assistance was provided regarding accommodation and transport as well as social options for delegates outside of the formal scheduled conference times.

Testimonial “We were absolutely delighted that The Assembly Rooms, one of Bath’s premier historic venues, could play host to our annual VetCPD Congress in 2017 and 2018. The venue is perfect for our needs and has provided us with unique and beautiful surroundings in which to hold our event. The stunning setting of the rooms such as the Great Octagon, helps towards the ambience and atmosphere of the occasion that our delegates always remark upon with enthusiasm. We’re also very pleased to confirm that we’ll be using the venue again for 2019 as it meets our requirements perfectly and the catering is top notch too!”.
Simon Guiton, VetIndex
Catering

Delegates were offered Searcys Feel Good Conferencing package.

On both days of the event, delegates were provided with arrival teas and coffees to kick start the day, a mid-morning pick-me-up break, an energiser lunch and a mid-afternoon recharge break.

Lunch included a whole foods salad bar and fresh fruit. As well as keeping delegates focused, the menu was designed to be delicious and healthy, and suitable for vegans. The food options were bright, colourful, and offered plenty of variety.

On the first evening, delegates also enjoyed arrival drinks and cocktail bites for a relaxed reception. 

Conclusion

After two successful events, we were delighted that VetIndex rebooked for 2019. 

They are currently looking for a venue elsewhere in the UK for a second event, and said that they are “finding it extremely hard to find a venue of a similar nature and of similar quality elsewhere in the UK”.

Call

Interested in holding an event at the Assembly Rooms?


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