Boomi World Tour - London

Introduction

Outsourced Events (OE) was to deliver comprehensive end to end event management services for our long-term client, Boomi, for their 2-day London event on their ‘World Tour’ series. OE was tasked with organising a thought-provoking event, enabling Boomi customers from across the EMEA region to build new relationships, exchange ideas, and learn about the benefits of the Boomi Enterprise Platform.

The services provided:
- Venue sourcing
- Registration and onsite support/logistics
- Event branding throughout
- Production and AV coordination
- Executives Dinner and Regional Dinner events

The Brief

• Venue sourcing: Identify and secure a suitable venue in London that aligns with the event’s objectives and audience size.
• Registration and onsite support/logistics: Manage attendee registration, provide onsite support, and ensure smooth logistics throughout the event.
• Event branding: Implement comprehensive event branding to enhance the visual identity and presence of Boomi throughout the venue.
• Production and AV coordination: Oversee all production and audiovisual requirements to ensure high-quality presentations and seamless technical execution.
• Post event dinner events: Organise exclusive dinners for executives and regional attendees to foster networking and deeper engagement.
• Regular meetings and calls: Maintain consistent communication with the Boomi team through regular meetings and phone calls to ensure all aspects of the event are on track and aligned with the client’s expectations, prior to the event.

Objectives

• Seamless execution of the event: Ensure the event runs smoothly from start to finish, with all logistical and operational aspects meticulously managed.
• Attendee satisfaction: Provide an exceptional experience for all attendees, ensuring their needs are met and they leave with a positive impression of the event and brand.
• Brand representation: Accurately and effectively represent Boomi’s brand throughout the event, reinforcing its identity and values. Ensuring the brand and brand colours is represented at each delegate touch point and throughout the venue.

The Event

Held at a County Hall in London, the event kicked off with a seamless registration process, ensuring a smooth start for all attendees. The venue was filled with comprehensive Boomi branding, creating a cohesive and immersive environment that reinforced the company’s identity. Despite the challenging horseshoe shape of the main hall, the OE team ensured that all attendees had a clear view of the content through additional screens and strategic seating arrangements.

Networking opportunities were available, with numerous sessions designed to foster relationship building and collaboration among attendees. One of the standout moments was the exclusive Executives Dinner held at The Shard, providing a stunning backdrop for networking and discussions among Boomi’s executives and key clients.

Highlights

• Registration and badging process:  Outsourced Events used a registration system that streamlined the check-in process for attendees. This system not only expedited registration but also enabled real-time event footprint mapping, providing valuable insights into attendee movement and engagement throughout the venue. This innovation ensured a smooth and efficient start to the event, enhancing the overall attendee experience.
• Exclusive Executives dinner at The Shard:  A highlight of the event was the Executives Dinner hosted at The Shard, one of London’s most iconic landmarks. This gathering provided a stunning backdrop for networking and discussions among Boomi’s top executives and key clients. The elegant setting, combined with exceptional food and breathtaking views of the city, made for an unforgettable evening.

Challenges

1. Main Hall configuration: One of the significant challenges faced during the event was the unique horseshoe shape of the main hall. This layout posed several difficulties.
2. Visibility issues: Ensuring that all attendees had a clear view of the screens was a primary concern. The horseshoe configuration meant that some seats were at awkward angles, making it challenging for everyone to see the presentations and visuals.
3. Aesthetic considerations: Filling out the space in a way that looked cohesive and visually appealing was another hurdle. The irregular shape required careful planning to avoid empty or awkwardly spaced areas, which could detract from the overall ambiance and attendee experience.
4. Technical setup: Positioning the audiovisual equipment to accommodate the horseshoe layout added complexity to the production setup. It was essential to strategically place screens, speakers, and other AV components to ensure optimal sound and visual quality throughout the hall.

To address these challenges, Outsourced Events implemented several strategies:

• Multiple screens: Additional screens were placed at strategic points around the hall to ensure that all attendees had a clear view, regardless of their seating position.
• Seating arrangements: The seating was meticulously planned to maximise visibility and comfort, ensuring that no seat was too far from a screen or obstructed by other elements.
• Decor and branding: Thoughtful use of decor and branding elements helped to fill out the space and create a cohesive, visually appealing environment that aligned with Boomi’s brand identity.

Despite the initial challenges, these solutions helped to create an engaging and visually pleasing experience for all attendees.

The Outcome

The Outsourced Events (OE) team successfully met the objectives for the Boomi World Tour London event by meticulously managing all logistical and operational aspects to ensure seamless execution from start to finish. They provided an exceptional experience for all attendees, addressing their needs and leaving them with a positive impression. The OE team accurately represented Boomi’s brand throughout the event, ensuring that the brand and its colours were prominently displayed at every delegate touch point. Additionally, they created numerous opportunities for meaningful interactions among attendees, fostering networking and collaboration, which enhanced engagement and facilitated the exchange of ideas.

By leveraging expertise in event management and deep understanding of the tech industry, OE created an environment where attendees could connect, learn, and be inspired. The success of the Boomi World Tour in London illustrates OE’s commitment to excellence and ability to deliver exceptional results for our clients.

About the Client

Boomi helps organisations radically simplify the complexity of enterprise software. As the pioneer of cloud-based integration platform as a service (iPaaS), Boomi’s award-winning platform enables businesses to discover, manage, and orchestrate data while connecting applications, processes, and people for better, faster outcomes. 

About Outsourced Events 

Founded in 2001, Outsourced Events is an award-winning London-based event management agency and professional conference organiser. We are a team of event experts, providing a range of bespoke event management services. As an agency we embrace our clients' goals and become a part of their team. To find out how we can translate your event objectives into experiences and communications that excite and engage your audiences, get in touch today.

Get in Touch

Interested in partnering with us for your next conference? Contact Outsourced Events today at info@outsourcedevents.com or call 0330 460 6007 to learn more about how we can help you deliver a successful event.