Overview
CLE were appointed to deliver a three day Industry Sector Conference and Workshop programme, bringing together over 400 delegates from across the sector. The event featured 32 sessions over two days, an early careers-focused opening day, and high profile evening events with keynote speakers, fireside chats, and an informal awards ceremony.
With extensive subject matter and an international audience, both in person and online, CLE’s role was to ensure flawless delivery in every aspect: from security and catering to digital platforms and live streaming.
Multi-session conference delivery
Over two days, we coordinated 16 sessions per day, ensuring each workshop and presentation ran to time and was supported with the correct AV setup, speaker management, and delegate logistics.
- Each of the 32 sessions was live streamed to virtual attendees, requiring professional AV support and resilient connectivity
- Early careers focused challenges on day one required a different format, with interactive workshops and breakout activities designed to engage and challenge
- A central operations hub was established to monitor schedules, session attendance and live streaming performance in real time
Bespoke delegate app
To manage the complexity of multiple sessions and delegate engagement, CLE worked with a software partner to design and deliver a bespoke event app. The app enabled:
- Delegate registration
- Session booking and personalised agendas
- Clear distinction between in person and virtual delegates, ensuring correct access to physical room schedules or streaming links
- Secure delegate profiles, allowing attendees to network with one another before and during the event
- Centralised event information, including session details, speaker bios, and venue maps
The app streamlined communication, reduced administrative burden, and provided a professional digital experience which reflected the high profile nature of the event.
Security & delegate management
Given the nature of this event, security was a critical element. CLE worked closely with security professionals to deliver:
- ID verification for all delegates on arrival
- Secure badge systems which had to be worn at all times
- Careful management of delegate movement across the venue to avoid congestion and ensure safe, efficient access to each session
Discretion and professionalism were embedded at every stage to ensure the comfort and confidence of all attendees.
Catering for 350+ delegates
CLE managed the catering provision of each meal service for the 350+ delegates per day. Ensuring the menus balanced efficiency with quality, our support included:
- Menus were designed to suit a wide range of dietary requirements while ensuring speed of service during short breaks
- Refreshment stations and informal dining areas helped reduce pressure on central catering points
- Food quality and presentation were maintained throughout
People flow & venue logistics
With 32 sessions spread across multiple spaces, people movement was a major operational challenge. CLE designed a traffic management plan, alleviating crowding at recognised footfall pinch points:
- Clear signage and floor staff to guide delegates between sessions
- Clear venue maps embedded in the app for delegates to plan their routes between sessions in advance
This system maximised efficiency and limited disruption between sessions.
Evening dinners & awards
Each evening, delegates came together to enjoy networking dinners featuring fireside chats with keynote speakers. These sessions were designed to be both informative and relaxed, offering space for open discussion.
The final evening culminated in an informal awards ceremony, celebrating contributions across the sector and announcing a winner from previous challenges set for the early careers delegates.
AV & hybrid delivery
Every session room was equipped with professional AV systems to support hybrid delivery. This included:
- High quality audio and video capture
- Streaming to the delegate app for virtual attendees
- Dedicated technical teams on-site to troubleshoot any issues
This ensured a seamless experience for both in-person and remote participants.
Outcome
The Industry Sector Conference and Workshops were delivered smoothly, securely, and to the highest professional standards.
To summarise, CLE successfully:
- Delivered a hybrid event with 32 parallel sessions
- Designed a bespoke app which streamlined registration, networking, and streaming access
- Ensured rigorous security and ID management for all attendees
- Provided high-quality catering for 350+ delegates across three days.
- Managed people flow and logistics to keep the event running on schedule.
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