Corporate, conference, exhibition, and social event management solutions from Virtually Smart Ltd.

Effective events and associated project management demand meticulous planning and preparation.

From large-scale conferences and exhibitions to team-building exercises and social events, the logistics involved in organising events are considerable.

One of the many business support solutions Virtually Smart Ltd offer is a unique approach to corporate or social event management. Virtually Smart Ltd not only organise and arrange appropriate corporate/social events, but they are also experts in arranging attendance and associated logistics for industry specific conferences and events too.

One of Virtually Smart Ltd.’s clients Dolphin N2, are developers of a Recuperated Split Cycle heavy-duty truck engine and are part of the UKs drive towards decarbonisation of the transport sector.

As part of the Dolphin N2 calendar attending key industry specific events allows them to showcase their technology, connect to other industry leaders and network across the heavy-duty and off-highway sector.

However, one thing which stands Dolphin N2 above the rest is that when they exhibit at an event, they do so with their full size Recuperated Split Cycle truck engine!

Therefore, as part of the Virtually Smart Ltd event management not only do the team need to ensure that all promotional materials are accurate and up to date, that the display materials are designed and ready to be installed, but they also need to ensure that the logistics to move a full-size truck engine are booked in advance with a company who can facilitate its movements.

Cenex Low Carbon Vehicle (LCV) and Future Propulsion Conference (FPC)

LCV and FPC are two key events in the Dolphin N2 calendar as they can showcase their physical Recuperated Split Cycle demonstrator engine at each event. The industry connections and networking opportunities at both events are important to the Dolphin N2 team and gain great exposure for their technology.

Virtually Smart Ltd are responsible for booking the event, ensuring the relevant delegates are assigned to the event, that the promotional stand artwork, text and imagery are all accurate and ordered in time and hotels booked for Dolphin N2 attendees/delegates. Virtually Smart Ltd are also tasked with organising the logistics of moving a full-size demonstrator engine to and from the events.

Dolphin N2 team day

The Dolphin N2 team event was planned to not only bring the team together for an internal update, but to allow outside speakers to address the team about the changes in the heavy-duty transport sector and how Hydrogen is influencing this. Therefore, the setting had to reflect the relevant sector and the ethos Dolphin N2 represents.

With this in mind, it was decided to approach the Advanced Propulsion Centre based at the University of Warwick to request the use of their new exhibition space, the National Propulsion Showcase.

Once the venue was booked the Virtually Smart Ltd team then set about bringing the event together.

This included contacting and booking relevant industry speakers, collating the Dolphin N2 team presentation decks, ordering the catering for an entire day – including breakfast, lunch and various breaks, organising hotels for attendees, sourcing and collating corporate company take-away bags, making sure all of the technology required for the day was correct, ensuring the live feed for remote attendees was connected and ensuring the agenda for the day was inclusive and varied.

To ensure the day went smoothly Helena Parrott – Director of Virtually Smart Ltd – was on site from 8.30am to set up and ensure the attendees, SLT and speakers’ needs were suitably catered for. Helena’s role throughout the day also included setting up the relevant presentations, ensuring the live feed for remote attendees was continual and being on hand for any technical and or logistical queries throughout the day.

Also on site for the day were Virtually Smart Ltd.’s Anna Stonehouse – Online Business Manager, Carina Rutter – Online Business Manager and Katy-Jane Mason – Content Manager. The Virtually Smart Ltd team were there to support Helena and ensure the day went smoothly for all involved.

Dolphin N2 Christmas party

Virtually Smart Ltd not only provide full conference and corporate event management, they also manage social events too. Covid had not only kept the Dolphin N2 team away from each other in a work capacity, but also in a social capacity. Therefore in December 2022 the Virtually Smart Ltd team organised a grand affair for the Dolphin N2 team.

With the Dolphin N2 offices being partly based near Brighton, it was decided to host the event in the city. An appropriate setting was chosen to allow for the maximum attendees and an afternoon of entertainment sourced and provided.

As always, the Virtually Smart Ltd team ensured that all attendees needing hotel bookings were suitably catered for and any travel arrangements for some of the remote teams were covered.

Virtually Smart Ltd can offer full business support solutions for you and your business, including offering outstanding corporate or social event management.