Event Overview

This global IT services and consulting company hosted an annual strategic three-day meeting, designed to unite founders and board members.

The aim of the meeting was to provide a platform for the leadership team to present divisional progress, share company-wide updates and align on future priorities. 

How We Contributed

We carefully sourced and secured premium board meeting rooms and event venues along with hotel accommodation, suited to the seniority of guests – ensuring both comfort and discretion. 

Every logistical detail was planned and delivered meticulously to deliver a seamless guest experience throughout.

We handled everything from private airport transfers and supplier coordination, to programme scheduling and on-site operations. 

Moment Spotlight: Incorporating Star Wars Themed Touchpoints

Throughout the meeting, we received a brief from the CEO to intertwine one of their favourite films ‘Star Wars: Empire Strikes Back’ into themed touchpoints with a main focus on the off-site cocktail reception. 

We collected film quotes from each department leader which then acted as a reference point for each division report, presented throughout the sessions.   

We sourced sustainable water bottles from one of our trusted supplier partners, engraved with a quote from the film “This is where the fun begins” as the first visual opportunity to tie into the theme of the meeting. 

Guests were encouraged to take the bottles home – a sustainable and themed keepsake designed to serve as a lasting reminder of the leadership team’s shared progress and experience.

The off-site premium cocktail evening was a key opportunity for us to turn a new Mexican underground bar into a Star Wars hub. A complete venue transformation. 

A life-sized Yoda wielding a lightsaber was custom-built and placed on an LED-lit floor panel, transforming the DJ booth into a Jedi Grand Master focal point.

Around the space we also added stormtrooper cushions on the sofas and figurines of the main characters mixed into the decor. 

Inspired by the venue’s dimly lit Mayfair basement setting, we sourced Star Wars-themed lamps and positioned them throughout the key networking spots.

To help guests assimilate into the Star Wars environment we played the Star Wars theme tune upon their arrival. 

We were told that one of the C-Level guests in attendance had a passion for building Lego. We decided to build an R2-D2 Lego set as a personalised surprise which the guest absolutely loved! 

During the food and drink service we tied in multiple thematic elements such as galaxy printed napkins and planet-themed cocktail coasters.

We renamed signature cocktails to ‘Empire Strikes Back’ references such as, ‘The Chosen One’, ‘Youngling Fizz’ and ‘Clone Collins’, further adding to the immersive experience.

We also designed bespoke thematic menus which were placed around the room. Every tiny detail was considered and accounted for. 

Event Impact

The impact of this curated event was a leadership meeting that went beyond the boardroom.

We created a platform for the meeting to operate, act as a think tank and department/senior leadership alignment.

May the Force be With Your Next Leadership Meeting

From logistics to creative theming, we handle every detail. Get in touch with our team today and start curating your bespoke event.

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Concept to execution, we bring your vision to life.