In order to demonstrate a new software development, Sage required our roadshow management expertise to organise a series of ten conferences to be held in major cities up and down the country.

Challenge

To coincide with the launch of impending new tax legislation, the roadshow was subject to an extremely demanding schedule – ten events held throughout major cities across the country, starting in Belfast, moving across to Glasgow before working down through Newcastle, Manchester and various stops before culminating in two events in London. All ten conferences had to be staged within a three-week window.

Solution

We took on full roadshow management responsibilities including sourcing and booking all ten venues, organising catering, parking, room layouts, furnishing and AV requirements. Liaising closely between the venues and Sage to ensure all requirements, including budgets were met.

We also designed and produced all the internal decoration and branding for each venue, including directional signage, portable promotional banners and displays which could be easily transported from venue to venue.

To successfully demonstrate the software at each conference, Sage required a suitable desk unit to hold the monitors and secure the PCs running the software. This wasn’t something the venues could supply, so we designed a bespoke, fully transportable, unit with integrated lockable storage and had it custom-made in our workshop facility. 

As well as the logistics aspect of the roadshow management project, we also produced all the delegate materials, including electronic and printed invitations, confirmation mailers, including illustrating bespoke directional maps for each venue, conference wallets containing agendas, speaker notes and feedback forms, and personalised delegate and staff badges.

As the detail for the agenda and speakers was not finalised until very close to the first live event, materials were signed off, printed and delivered within 24 hours before the start of the first conference.

The entire process, from receiving the first call from Sage to delivering the first show, happened within only two months.