The Ball Room

EUMETSAT: Annual Conference and Social Evening

The Assembly Rooms were chosen by the European Organisation for the Exploitation of Meteorological Satellites, who were looking for an inspiring, spacious and prestigious conference venue. A tour and drinks reception at the Roman Baths offered an opportunity for delegates to experience more of Bath's unique history.

Introduction

Needing an inspiring, spacious and prestigious conference venue for delegates of EUMETSAT (European Organisation for the Exploitation of Meteorological Satellites) travelling from all over Europe, the UK Met Office chose the Assembly Rooms after a successful detailed site inspection with both EUMETSAT representatives (organisers), venue staff and a specialist AV company. The organisers were keen for delegates to experience more of Bath’s unique history and so a tour and drinks reception of the Roman Baths was organised for one evening during the three day conference.

Challenges

As an international conference with the organisers based in Germany, we needed to manage arrangements remotely including making provision to receive a large shipment of materials prior to the event. The sessions had very specialist AV requirements including translation booths, simultaneous interpretation facilities and a technician on site. As a high profile event, a seamless and discreet catering service was required.

Solution

Even with complex requirements, the majority of the arrangements were made via email and telephone utilising conference calls and detailed correspondence. A highly experienced specialist AV company was brought in from London to facilitate the Client’s specific needs. The catering team developed a flexible style of service following discussions with the Client to ensure that the delegates had a choice of refreshments available at all times.

With an impressive décor, a large footprint and black-out facilities available in the Ball Room together with the flexibility of the interconnecting spaces, the Assembly Rooms was ideally suited to accommodate their conference.

Catering

Daytime: The client chose a bespoke package to include teas and coffees on arrival, continuous soft drinks thought-out all sessions, mid-morning coffee and pastries, a flexible self-service lunch, and mid-afternoon teas and coffees with biscuits.

Evening at the Roman Baths: Drinks were served to guests following a tour around the Great Bath, during which a selection of cocktail bites were available.

Testimonial

"The tour of the Roman Baths and the drinks reception was very much appreciated! It was really nice and basically what Bath is all about. I am really glad we did it.” Programme Preparation and Development Department EUMETSAT

Conclusion

With specialist requirements including an unusual set up and unique catering requirements, the conference and social event were both a great success and well received by all.

Snapshot

Organisation: EUMETSAT
Agency: Not applicable
Month: May 2015
Lead in time: 10 months
Size: Up to 80 delegates including the secretariat
Caterer: Searcys
AV: Ubiqus

With thanks to EUMETSAT for allowing us to publicise this case study.