1. case
STUDY
Client: BP Shipping
Event: CEO's HSSE Awards and CEO Forum
Group Size: 40 delegates
Agency: Venues Event Management
Date: 6th/7th August 2012
Venue: Wyndham Grand London Chelsea Harbour
Suppliers: AV Network, Thames Luxury Charters, Roses
Florist (flowers on boat) Stanlake Park Estate (wine), Indigo
(entertainment), World Television

2. The
Concept
The CEO's HSSE Awards and CEO Forum was the
first of it’s kind for BP Shipping in terms of combining
the Forum with corporate hospitality. It was the
intention to create an opportunity to bring the CEOs
and partners together during the Olympic period.
This event was broken down into several parts; the
first day with the conference and awards dinner,
followed by Olympic activity and the informal dinner
on the second day.
The Wyndham Grand London Chelsea Harbour was
chosen as a chic and vibrant waterfront location and
only a stone's throw from the heart of London.

3. Execution
Delegates arrived at the Wyndham Grand London
Chelsea Harbour Hotel ahead of an afternoon
conference with key note speakers.
The forum was held in an interactive theatre style in the
Drakes Suite of the hotel, allowing speakers to easily
engage with the delegates.
The gala dinner was held in the Grand Suite with a
presentation of the winners in which five awards were
presented by John Ridgway, CEO of BP Shipping.

4. Execution
On the second day delegates were transferred across London
using a LOCOG sponsored coach to the North Greenwich Arena
to watch the Gymnastics Final.
Following the Final, delegates were treated to a two hour cruise
down the River Thames on the Elizabethan back towards the hotel
with a three piece band, Indigo, as light entertainment.
Delegates then returned to the hotel to the Executive Lounge on
the Penthouse level where a BBQ was available on the terrace.

5. Theming The theming and production of the gala dinner was
created by AV Network. The outside foyer was
decorated with LED cocktail tables and a bespoke
cocktail bar all designed for this event. The hotel
provided the event with all the foyer space and a
unique table plan was created in a way to break this
space up.
Inside the main room, the design concept was to
incorporate the BP Shipping theme in which AV
Network built a room into a room. The graphics on
the walls developed an old ship into a modern ship
with the use of neon lighting and funky table centres.
Table Plan

6. Production
Instead of the traditional large screen, AV Network incorporated the use of 4 custom
clad 50” plasma screens that encased the audience which bought them closer to the
conversation. These screens were branded in line with BP Shipping event identity.
It was decided to go against using a stage, once again re-enforcing the more informal
style for this audience to promote interactivity and set was created within the main
presentation area.

7. Challenges
Olympic Traffic
It was thought that transfers between venues might
prove difficult due to the perceived increased volume
of traffic during the Olympic period.
LOCOG organised the coach transfers on behalf of
BP which allowed them to use the Olympic lanes
ensuring transfers went smoothly.
The Elizabethan
The style of the boat is relatively old fashioned and
not the normal setting that the client would normally
use. For this reason it was important to dress the boat
accordingly.
It was decided to go for a traditional English country
garden theme which enhanced the original style of the
boat perfectly.

8. Delegate
Management
Venues Event Management developed a bespoke
website for the CEO’s HSSE Awards and CEO Forum,
providing information on London as a city, the hotel, the
Olympics and their itinerary.
The main purpose of the website was to provide an
opportunity for delegates to register online for the
event.
From this registration, Venues Event Management
downloaded the information to organise flights and
event collateral.

9. Verdict
“From a Venues Event Management point of view the event ran extremely smoothly.
This was a high profile event for us and as it was the first of its kind for BP Shipping,
we were certainly keen to impress.
Organising around the Olympics was challenging in itself ensuring the safety of our
delegates but more importantly ensuring they all had a good time and really felt the
benefits of being an Olympic sponsor.
Theming the event around the Olympics but incorporating the BP theme was an
exciting opportunity and I think the work AV Network put into the production
elements of this event was particularly effective.
Having worked with BP for many years, we have a great working relationship which
makes our work so much easier.”
Kim Collins
Project Manager for BP Shipping Event
Venues Event Management

10. Testimonial
“The anecdotal feedback we received from the delegates was nothing short of superb, and
this is in no small part due to the presence of Kim and Andy, and Suzanne, Louise and Karl
from AV Network. John Ridgway and the BP Shipping LT are positively beaming.
The logistics and quality of finish across the 2/3 days was excellent. We had the very top of
the house from BP in attendance and nothing was out of place.
Having been involved in the last four of these events, I have no hesitation in saying this is
tops them all. This would not have been possible without the professionalism and dedication
of your direct staff and suppliers.
Furthermore, Lesley Hughes once again handled the delegate management of the event well
remotely.”
Adam Smith
Media & External Relations Manager
BP Shipping