VetIndex: Annual CPD Conference

VetIndex chose the Assembly Rooms for their VetCPD Congress, an educational meeting aimed at small animal vets and vet nurses.

Introduction

Following a successful inaugural congress at the Assembly Rooms in the autumn of 2017, VetIndex chose the venue again for their 2018 and 2019 events.  VetIndex required space for two concurrent meeting sessions, a commercial exhibition and catering for over 300 delegates per day. The Assembly Rooms offered them flexibility, as well as being a beautiful, listed and iconic venue.

Image: Exhibition in the Great Octagon
Exhibition in the Great Octagon
Image: VetIndex Conference Session in the Ball Room
VetIndex Conference Session in the Ball Room

Challenges

Whilst researching suitable venues, VetIndex had found that most offer only one large conference room, with numerous much smaller or satellite meeting rooms. They were looking for a building that offered the option of two simultaneous large meetings.

The client also needed to accommodate exhibitors and catering, with refreshments and lunches for over 300 people to be served as efficiently as possible, whilst not compromising on quality or choice.

Additionally, at the time of booking, VetIndex were not sure what their final numbers would be.

Image: Conference Session in the Tea Room
Conference Session in the Tea Room
Image: Exhibition in the Ball Room
Exhibition in the Ball Room

Solution

The large capacities of both the Tea Room and the Ball Room meant that the Assembly Rooms ideally catered to Vet Index’s requirements. Both rooms were used for simultaneous meeting sessions whilst the interconnecting Great Octagon and Card Room, located at the centre of the venue were utilised for catering and exhibition space. In addition, VetIndex provided a marquee which was accessed via the Card room, and erected over the courtyard garden, providing valuable extra space for delegates at break times. Lunches were served at different times to accommodate the variations in each groups running order and multiple catering points, which were frequently replenished, prevented queuing and ensured a smooth refreshments service.

The team provided practical and technical advice regarding A/V and sourced local suppliers to supplement the equipment available on site. As the event grew in size these requirements became more complex and involved.

Additional assistance was provided regarding accommodation and transport as well as social options for delegates outside of the formal scheduled conference times.

Catering

Delegates were offered Searcys Feel Good Conferencing package. On both days of the event, delegates were provided with arrival teas and coffees to kick start the day, a mid-morning pick-me-up break, an energiser lunch and a mid-afternoon recharge break. Lunch included a whole foods salad bar and fresh fruit. As well as keeping delegates focused, the menu was designed to be delicious and healthy, and suitable for vegans. The food options were bright, colourful, and offered plenty of variety.

On the first evening, delegates also enjoyed arrival drinks and cocktail bites for a relaxed reception. 

Image: Catering Service point in the Great Octagon
Catering service point in the Great Octagon
Image: Lunch in the Great Octagon
Lunch in the Great Octagon

 

Conclusion

After two successful events, we are delighted that VetIndex are rebooking for 2019.  They are currently looking for a venue elsewhere in the UK for a second event, and said that they are “finding it extremely hard to find a venue of a similar nature and of similar quality elsewhere in the UK”.

Snapshot

Organisation: VetIndex
Agency: Not applicable
Month: September 2018
Lead in time: 12 months
Size: 310 delegates, 60 exhibitors
Caterer: Searcys
AV: Status AV

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

Find out more:

  • If you are interested in booking an event and have any questions or would like to arrange a site visit, please contact us on 01225 477786 or fill in our enquiry form.
  • To discuss your catering requirements, please Searcys on 01225 444477