The project
Long-standing client, Guide Share Europe UK (GSE UK) approached Sheer Edge to support them to provide AV/Production crew for their keynote room for the 2023 conference. Ever since they launched their virtual conference during the pandemic, there has been an increase in requirements for content that could be shared with the wider GSE community worldwide.
In addition to the AV/Production requirements, the event has grown considerably since post pandemic times, so much so, the requirement to accommodate a further 200 attendees, secure bedrooms and transport for 50 students and run two separate dinners to accommodate the growing numbers for the 2023 annual conference. Sheer Edge supported the client by being the venue liaison, securing the students rooms and transport and arranged a separate event space on site to host a secondary dinner.
GSE UK’s Annual Conference and Exhibition usually runs over three days, attracting approximately 500 attendees, in 2023 numbers exceeded 600 and due to its popularity, the event started on the Monday afternoon, to provide almost four days’ worth of valuable educational content.
Our approach
As we do with all our clients before undertaking a project, we had a full discovery call with the GSE UK team to understand every element of what they wanted to achieve from the 2023 annual conference. We explored their vision then confirmed timelines, budget and how we would support the delivery of the event.
We work with a few event partners to deliver the highest level of event production, we obtained 3 quotes and discussed at length the benefits of each partner.
As this was an international event, we had to ensure all sessions that were being delivered in the Bentleys suite were set up and recorded to the highest quality, also making sure the presenters and moderators were fully prepared. All sessions were recorded in Bentleys were available for attendees to catch up if they were unable to make them live, adding additional flexibility for attendees.
For the increase in numbers, we liaised at length with the venue, established the absolute maximum capacity in the venue for the numbers the client was expecting. In addition, secured a secondary event space to host a second dinner as the original room was at capacity.
We obtained 3 quotes from local hotels for the student rooms and secured the best rate for the client and secured coach transportation across the four days.
The results
As well as responding to the highest numbers this conference has ever seen and the venue responding extremely well to this requirement.
The client was delighted with the new stage set and production offering, not to mention the high-quality content so that members who were unable to attend the live event could benefit from the keynote sessions. Discussions are now in play for 2024 conference and discussions about hosting some of the stream sessions in the keynote room to increase the quality content that would be available for others who couldn’t attend.
Testimonial
‘Great team, brilliant service’
As the GSE UK Region and Conference Manager, I have the pleasure of working with the team at Sheer Edge arranging our in-person and virtual conferences. The 2023 in person event attracted over 600 visitors over a four-day period. Jo and her team were instrumental in helping us arrange our largest conference ever. From working with the venue to secure a two-year contract down to arranging all the AV for all aspects of the event. Nothing is ever too much trouble and always done with a smile and a level of professionalism rarely seen.
With feedback from the delegates commenting it was the best GSE conference ever and the best conference they had attended 2023. Not too sure I can say much more! Great team, brilliant service and already looking forward to working with Jo and the team on our 2024 conferences. Highly recommended.
Mark Wilson, GSE UK Conference Manger
