team

Event Objective

The Research Australia Gala Awards 2023 brought together top researchers, policy influencers, and industry leaders. This prestigious event celebrated contributions to health and medical research across Australia in an immersive evening that highlighted the elegance of the gala, the achievements of the honourees, and the prestige of Research Australia.

Event Specifications

• Glamourous Venue: An elegant ballroom with capacity for 400 guests to provide a grand setting for the awards.
• Cross-Team Collaboration: Close coordination between The Event Gap and Research Australia’s key team members.
• Comprehensive AV Setup: Elaborate lighting effects, live stage feeds and polished PowerPoint slides with seamless technical production.

Key Deliverables

Strategic Planning & Communication

• Regular meetings to keep all teams aligned and proactive.
• Collaboration between The Event Gap and Research Australia’s leadership, to ensure efficient deadline management.

Seamless Registration & Guest Experience

• QR code-enabled kiosks provided queue-free check-in at the event, creating a smooth and effective branded arrival experience.
• Branded name badge stickers with table numbers enhanced guest satisfaction and eliminated delays.

Venue Selection & Elegant Theming

• Doltone House Hyde Park’s ballroom and networking spaces matched the gala’s prestigious tone.
• Chandeliers illuminated in branded colours, elegant floral centrepieces, and striking statement arrangements on stage enhanced the event’s sophisticated atmosphere.

Innovative Technical Production

• The AV setup , featuring live-to-screen footage and branded presentations across multiple screens, created a polished and seamless awards show experience. A live-streaming option further extended the event’s reach, allowing remote guests to join in the celebration.

Budget & Financial Management

• Real-time, collaborative Google Doc tracked all expenses, maintaining transparency and accuracy.

Challenges Overcome

A last-minute surge in registrations required a quick reassessment of the pre-dinner networking area, as the ballroom foyer could no longer accommodate the increased attendance.

Event Objectives

THE WEEKENDER is an annual event hosted by Kao Salon Division that unites industry professionals for two immersive days filled with engaging conference sessions, interactive brand activations, and an exclusive evening celebration to highlight Kao’s commitment to innovation and creativity.

Event Specifications

• Conference Venue – glamorous venue with state-of-the-art technology
• Conference Program – showcasing creative and artistic talent and inspirational keynote speakers
• Party Venue – unique and versatile space with customisable food and beverage options
• Bespoke Registration Portal – featuring custom branding and a user-friendly design

Key Deliverables

• Pre-Event Planning: Clear timelines, effective resource allocation, and weekly meetings ensure alignment between The Event Gap and Kao on all deadlines.
• Attendee Communication: A shared email inbox centralised communication, ensuring streamlined and effective interactions with delegates, clients, and suppliers.
• Show Bags: Each attendee received a holographic tote bag branded with the event’s “Time to Shine” theme.
• Name Badges and Lanyards: Branded bamboo name badges provided a sustainable alternative and were well-received by attendees. Each badge displayed essential details, a QR code to the event agenda, and a hashtag to encourage social engagement.
• Conference Show Setup: Held in the Ballroom at QT Gold Coast, the conference featured a T-shaped stage with a catwalk and strategically placed seating for optimised attendee comfort. Visual elements such as an LED wall and large screens enhanced the conference’s professional ambiance. Creative lighting further emphasised the theme, creating a captivating atmosphere.
• Brand Booths and Activations: Kao designed brand booths for each of its lines (Oribe, Goldwell, Kerasilk, and KMS) with unique themes and interactive elements.

Program Highlight

The Party

The highlight of THE WEEKENDER was the exclusive party at Surfers Pavilion. The venue’s versatile layout allowed multiple activations, a robust canape and beverage service, and an engaging entertainment lineup. Roving canapes and platters, featuring dishes like kingfish ceviche and wagyu sliders, received high praise, and a custom “glitter cocktail” added a touch of sparkle to attendee arrival.

Entertainment at the party included a live performance by “Geed Up,” a favourite among attendees, who enjoyed the addition of pyrotechnics to their high-energy set. Champagne Diamond performers in oversized martini glasses further enhanced the glamour, while a 360-spin pod provided an exciting “Glam Bot” moment that kept attendees captivated and sharing their experiences on social media.

Challenges Overcome

We successfully navigated several logistical challenges when key materials for the brand booths were lost in transit by swiftly collaborated with QT to arrange for substitute items, mitigating the impact on the event.

Through strong problem-solving skills, effective negotiation, and cost management, our team worked closely with both the venue and suppliers, ensuring that issues were resolved quickly and efficiently. Our ability to adapt and find solutions under pressure highlights our commitment to delivering a successful event despite logistical setbacks.

Event Objectives

MBE is a highly regarded series of exclusive and motivational events focused on business and personal development for salon owners and their teams. These gatherings allow salon partners to network with like-minded professionals at the forefront of the industry who are establishing best practices.

The MBE Leadership Retreat aims to offer insights, inspiration, and personal development strategies to enhance salon performance and profitability. The objective is to connect salon partners in an environment that fosters skill development, promotes growth, boosts motivation, and sparks creativity. Additionally, the retreat serves as a platform for new business opportunities, featuring a program designed to attract and convert new salons to the Kao brand.

Event Specifications

• Location: An elegant and luxurious setting that inspires the high standards of our guests.
• Distinctive Experiences: Designed to foster creativity, enhance motivation, and support personal and professional development.
• Agenda: A well-rounded combination of educational and business content, sophisticated social events, as well as unique and WOW elements.
• Bespoke Registration Portal: Offering a personalised experience for all attendees and staff.
  

Key Deliverables

• Event Budget: A comprehensive budget in both THB and AUD to oversee all incoming and outgoing funds.
• Critical Path: A document detailing all deadlines related to the event to ensure smooth program execution and minimize or eliminate penalties where possible.
• Online Registration: Management of all facets of online registration, including form creation, database maintenance, and communication with attendees regarding their arrangements, in line with critical path deadlines.
• Accommodation Management: Close collaboration with the hotel to allocate rooms according to guest preferences, ensuring compliance with attrition and cancellation policies to avoid unnecessary fees.
• On-Site Event Management: The entire event was staffed and managed by The Event Gap, supported by a local DMC. Event Gap staff were on hand from attendees’ arrival at the airport in Thailand until their departure from the hotel.
• Post-Program Wrap-Up: Comprehensive reconciliation of the event budget, collection of attendee feedback through an online survey, and a detailed debrief report, followed by a meeting with key stakeholders to discuss outcomes.

Program Highlight

Castello Di Bellagio

The Castello Di Bellagio was exclusively ours for an unforgettable evening of dining and a vibrant masquerade party. Guests were transported straight to Italy as they made their way up the tree-lined drive, surrounded by lush greenery and breathtaking garden vistas, setting the perfect scene for an extraordinary night.

Entering the grand Tuscan-inspired castle, guests were greeted with handcrafted cocktails and serenaded by live opera singers and performers, setting an opulent tone for the evening. A delectable three-course meal awaited, culminating in a dazzling cabaret show that led guests to the rooftop, where a stunning fireworks display lit up the night. As fireworks burst overhead, masquerade masks were handed out, transforming everyone for the excitement below. Downstairs, the space had turned into a vibrant dance floor, pulsing with music from a local DJ to fuel the celebration.

With endless cocktails, dancing, and spirited singing, the night became an unforgettable celebration of elegance, energy, and fun.

Challenges Overcome

The AV team in Thailand faced challenges due to language barriers, which led to misunderstandings around technical setup and equipment compatibility issues. Frequent disruptions, such as delayed slide changes, required one of our team members to remain at the AV desk throughout the conference to ensure everything ran smoothly for attendees.

Event Objective

MBE is an industry renowned series of exclusive and inspiring business and personal development events for salon owners and their teams. At these events, Salon Partners get the opportunity to network with likeminded Salons at the forefront of the industry who are developing best business practices.

The purpose of the MBE Leadership Retreat is to provide information, inspiration, personal development concepts, initiatives, and ideas to increase Salon performance and profitability. The goal is to connect with our Salon Partners to provide the right environment and opportunities to further develop the skills to successfully drive growth, build motivation, and encourage creativity as well as being a platform for new business prospecting, by providing a program of experiences to attract and convert new Salons to Kao brands.

Event Specifications

• Destination – glamorous and luxurious that is inspirational to the calibre of attendees.
• Unique Experiences – to encourage creativity, build motivation and help develop personal and professional growth.
• Program – Providing well-balanced mix of educational / business content, glamorous social functions and free time whilst providing value for money.
• Bespoke Registration Portal – providing a personal touch for all attendees & staff.

Key Deliverables

• Event Budget – one overall budget in two currencies FJD and AUD for management of both incoming and outgoing monies.
• Critical Path – document outlining all event related deadlines to ensure the seamless execution of program and penalties avoided or reduced where applicable.
• Online Registration – to manage all aspects of the online registration including creating the online form, maintaining the database and liaising with attendees regarding their arrangements in accordance with the critical path deadlines.
• Accommodation Management – worked closely with the Hotel to ensure rooms were allocated as per the guests’ requirements and all attrition and cancellation policies were adhered to ensuring no unnecessary cancellations fees were charged.
• On-Site Event Management – The entire event was staffed and managed by The Event Gap with the help of a local DMC. The Event Gap staff were available and of service from the time the attendees arrived at the airport in Fiji to the time they departed the hotel.
• Post Program Wrap-up – complete reconciliation of the event budget; Attendee feedback collected via an online survey, as well as a detailed debrief report and corresponding meeting conducted with key stakeholders of the event.

Program Highlights

Malamala Beach Club

The entire beach club was hired out exclusively for our group for a full day, providing them with their own private oasis on pristine white sands, lined with vibrant coconut trees and surrounded by crystal clear turquoise waters of the South Pacific Ocean.

Our group arrived at Malamala Beach Club on a privately chartered luxury catamaran, where they were greeted by delicious tropical cocktails and the incredible voices of the beach club staff singing a traditional Fijian welcome.

Our group enjoyed the tropical sunshine both on land and water during their time on the island. They savoured delightful cuisine and beverages, all amidst the soothing melodies of island tunes, while the day gracefully transitioned into night under a breathtaking Fijian sunset.

Challenges Overcome

The participants are highly selective globetrotters, requiring us to maintain specific luxury standards to leave a lasting impression. Despite budget constraints, we managed to secure a destination and venue that fulfilled this essential requirement. Leveraging our strong supplier connections and fierce negotiations, we successfully hosted the event at the Fiji Marriott Resort Momi Bay. This exquisite hotel not only established the program’s ambiance but also served as a remarkable highlight in itself.

Overview

Event Overview

The EN2024 Conference + Exhibition, held from March 19 to March 21, 2024, was a significant networking event designed to connect professionals and businesses in the energy sector. Managed by The Event Gap, the event included an exhibition, a series of sponsored social events, networking sessions, and presentations.

Event Objectives

With 1,366 attendees and over 67 exhibitors, the event aimed to foster collaboration and showcase advancements in energy technology. The event’s goal was to create a top-notch networking platform and facilitate knowledge exchange among industry experts. To ensure a seamless experience for delegates, The Event Gap handled the Exhibition, Registration, Accommodation, and various other logistics throughout all stages of the event, from pre-event planning to post-event assessment.

Key Deliverables

• Coordinated event planning and communication, with regular meetings and centralised inbox management for delegate, exhibitor, and sponsor queries.
• Built and managed the event website and registration portals, overseeing over 1,000 registrations and handling early bird rates and promotions.
• Collaborated with the exhibition sales team to manage the Exhibition, finalising the layout for 67 exhibitors, producing an Exhibition Kit, and managing onsite logistics.
• Organised social functions and sponsored events, including the Welcome Reception, Gala Dinner, and various breakfasts, ensuring seamless sponsor integration.
• Oversaw onsite registration, accommodation coordination, signage, and post-event analysis, providing a comprehensive budget overview and process improvement recommendations.

Program Highlights

• Opening Plenary and Keynotes where industry leaders shared insights on trends, innovation, and the future of energy, setting the conference’s tone.
• Welcome Reception in the Exhibition Hall producing a relaxed cocktail event for early networking, giving exhibitors a chance to connect with delegates.
• A fully-booked Exhibition hall featuring 67 exhibitors, showcasing cutting-edge products and services from the energy sector, driving engagement throughout the conference.
• A Farewell Reception to close the program which was held outdoors by the Adelaide River, this final social event offered a last opportunity for delegates to connect in a relaxed, scenic setting.

Challenges Overcome

• Coordination with Multiple Suppliers: Working alongside and managing all suppliers involved required efficient communication to ensure alignment and prevent overlap.
• Budget Constraints: Strategic supplier negotiations maximised value within budget limits.
• Financial Tracking: Suggested and implemented a unified payment tracking system to streamline financial reconciliation, reducing payment confusion and attendee queries.

Results and Key Takeaways

• Successful Attendance and Engagement: The event hosted 1,366 attendees, including key industry players, exhibitors, and students, with positive feedback on networking opportunities.
• Enhanced Process Recommendations: The Event Gap’s post-event recommendations addressed issues such as the importance of budget planning, the need for early task delegation, and the benefits of digitalised event management.
• Relationship Development: This event highlighted the need for strong, transparent relationships with vendors and sponsors, specifically recommending early budget discussions and comprehensive briefings for future collaborations.
• Event Atmosphere and Brand Recognition: Despite budget constraints, the event’s digital signage and theming were well-received, leading The Event Gap to recommend reusable branding assets for future cost-effective theming.

Conclusion

The EN2024 Conference + Exhibition exemplified the complexities and impact of organised event management. By identifying and addressing gaps in communication, financial tracking, and exhibition coordination, The Event Gap laid the groundwork for an improved framework, which can serve future events in maintaining quality, clarity, and efficiency from planning through execution.

OVERVIEW

Event Objectives

To bring together the Dymocks Franchise Network and Company Stores for their annual Conference providing them with the opportunity to hear from Guest Author and Speakers with upcoming book releases and the opportunity to network with each other throughout the Conference.

To provide publishers and suppliers of Dymocks books to connect with the Dymocks network and showcase their current offerings.

Event Specifications

• Bespoke Delegate & Sponsor Registration Portal – providing a personal touch in the registration process which is to be provided for all attendees, speakers and sponsors.
• Social Event Venues – Sourcing engaging and close to accommodation social event venues that provide the best atmosphere for networking and best set up for presentations by guest authors and speakers.
• External Suppliers – Obtaining the most suitable external suppliers for the Conference to deliver the Conference, trade show and social event venues.
• Onsite Logistics – Seamless logistics for attendees from registration to onsite transfers, accommodation and travel to social events.

Key Deliverables

• Event Budget – managed one main budget including clients’ direct charges and all supplier charges across the event.
• Critical Path – ensuring deadlines were met and cancellation penalties were avoided or reduced where applicable.
• Accommodation Management – Close collaboration with the hotel to allocate rooms according to guest preferences, ensuring compliance with attrition and cancellation policies to avoid unnecessary fees
• On-Site Event Management – entire event was staffed and operated by The Event Gap. The Event Gap staff were visible and available from the time the delegates & sponsors were onsite to leaving the venue.
• MC & Speaker Management – Successfully managed the MC and speaker coordination, ensuring seamless communication and collaboration to deliver a high-performance agenda, maintaining engagement and timing throughout the proceedings.
• Sponsor Management – Effectively managed sponsor relations and the Trade Show, ensuring seamless logistics for freight delivery, booth setup, and pack down, resulting in a smooth experience for all sponsors and attendees.

Program Highlights

The recent conference showcased several exciting and successful components, contributing to a memorable experience for attendees and participants alike.

Key Highlights

1. Welcome Reception

   The Welcome Reception was held at the newly opened Dymocks Adelaide store with a drinks and canapes served throughout the event, fostering networking among delegates to kick start off the Conference. The atmosphere was vibrant, and guests enjoyed the beautiful setting of the previously Regent Theatre which was reinvented into the new store.

2. Guest Authors and Speakers

   The conference featured an impressive lineup of esteemed authors and speakers, including Mem Fox, Markus Zusak, and Gina Chick. Each speaker experienced a seamless journey throughout the conference, from arrival to presentation, enhancing the overall experience for the speakers and the audience.

3. Successful Trade Show

   A key component of the conference was the Trade Show, which included 22 sponsors. The event facilitated smooth logistics for booth setup and dismantling, ensuring efficient handling of sponsor freight and store freight being sent back to each nominated store. This pre-event organisation allowed sponsors to engage effectively with attendees, maximising their visibility and impact with the attendees.

Challenges Overcome

On the morning of the conference, two key members of the venue’s conference operations team were unavailable, presenting an opportunity for swift adaptation. The Event Gap team informed the Duty Manager of the need for additional support, and promptly organised venue staff from various departments to ensure all essential preparations, including signage, lighting, and arrival tea and coffee service, were completed on time. This collaborative effort allowed the conference to begin seamlessly, with delegates experiencing a smooth and professional atmosphere.

Later that afternoon, The Event Gap met with venue management to discuss the day’s events and establish enhanced communication protocols to support the trade show component and other conference activities. The team proactively coordinated with on-site conference operations staff, enabling prompt support for each session. Following the event, The Event Gap negotiated financial adjustments with the venue on behalf of Dymocks, reflecting the positive and solution-focused collaboration throughout the conference.