At goMICE, in addition to many trips, congresses and meetings, we also organise more and more major events. For instance, we recently organised a large indoor Business Festival for 400 people.
Past September, we received the request to once again organise the annual Top Service Event from one of our regular clients. We organised this event in the Fabrique in Utrecht in 2017, but this year they wanted something entirely different, namely a Foodtruck Event with the theme “the Parade”!
Location for this event
When we receive such a request, the ideas already start brewing and we cannot wait to start creating a detailed programme.
One of the first and most important steps we take is finding the perfect location. The location needs to fit with the atmosphere and appearance of the event, and it must meet several other requirements, such as:
- Is the location easily accessible?
- Is the location large enough?
- Are there sufficient facilities available? (parking spaces, toilets, etc.)
- Are the basic requirements for a good plenary programme present? (think of things like technology)
- Are we allowed to transform and decorate the location entirely to our wishes?
- Are there no restrictions that could limit the event? For instance, is the location protected or cultural heritage? Are there restrictions in terms of sound/noise?
- Finally: does the location fit within the set budget?
An indoor festival
When you think of a festival like “the Parade”, you generally think of a beautiful outdoor location with lots of green, trees, lanterns, music, foodtrucks and entertainment! Because this festival would take place in the month of March (which involves a good chance of cold and rain), we chose to bring this festival indoors and look for a spacious location with enough room for the foodtrucks and decorations!
After visiting various locations with the client, we chose Hangaar2 in Katwijk. This location met all our requirements and with its 2,450m2, it was certainly big enough. Our promise to the client was: “we are going to bring the outdoor feeling indoors!”
Tuning the programme
Now that the location has been chosen, we could really get to work! After several brainstorming sessions with our team and meetings with various suppliers, the programme was taking shape. For events, we often work with several fixed suppliers in the field of technology, catering, and decoration. This makes the work a lot easier: you know what to expect from each other and you know that the quality they deliver meets our expectations.
The big day!
After months of preparation, the big day finally came on Friday 16 March, when the great Top Service Parade 2018 took place. It was a very successful event consisting of a reception with food and drink, a plenary programme including award ceremony, and of course the festival full of food trucks and entertainment.
Getting up early
On the day of the event, Anita and I were at Hangaar2 as early as 8.00 AM to receive our first supplier: Circus Bongo! To give the plenary programme a Festival / Parade-like atmosphere, we did not use a standard stage with associated seats but hired the original Bongo circus stand and circus track. A beautiful sight!
One hour later, the next supplier arrived, and we started the project of “bringing the outdoor feeling indoors”. A large truck full of things like olive trees, plants, logs, firewood, carts, potato crates, garden fencing, picnic tables and 75m2 of actual grass rolled into Hangaar 2, and just four hours later, the location was completely transformed. We definitely had a festival feeling at this point! In the afternoon, we took care of the final details and were ready to receive the guests: let the evening begin!
And the winner is…..
And the winner is…To open the event, we had the actual ring mistress of the annual Christmas circus in Ahoy: Sylvia Schuyer. In her most beautiful outfit (which weighs more than 25 kg!), she warmly welcomed the highly esteemed guests.
What followed were various presentations and the highlight: the award ceremony for the annual Top Service Awards. No less than 19 awards were presented to various prize winners. The atmosphere was great, confetti was popping and champagne was flowing!
At the end of the award show, it was time to reveal the destinations of this year’s two incentive trips. In May, for the seventh year in a row, we are going on a four-day trip with this client. Two groups of 55 people will be coming along as a reward for their performance in 2017. Where the trip went to Seville last year, the sunny Mallorca and vibrant Croatia are this year’s destinations.
Then it was time for the festival. The hall looked beautiful and the participants enjoyed the great food. Some started with some nice organic fries, while others enjoyed a tortilla with tequila-marinated chicken. The wide range of foodtrucks meant there were little to no lines. The dessert trucks were also a great success: the fresh crêpes and molecular ice cream (frozen with liquid nitrogen to almost – 200˚C!) were almost all gone by the end of the evening! A great addition to the catering concept was the Grab Your Own Coolkast. A large refrigerator from which people could take their own drinks. After all, the party is always most fun in the kitchen!
There was also more than enough to experience in terms of entertainment: a silent disco, a large merry-go-round (who said merry-go-rounds are just for kids?), you could sing karaoke ‘under the shower’ in a truck that was converted into a bathroom (you were allowed to keep your clothes on ?), the artistic guests could go all out on the digital graffiti wall, and the photogenic participants could enjoy themselves in the Volkswagen Photobus.
All this, of course, to the beats of good music. The band The Tributes alternated with a DJ and with Radio Barkas, which played old LPs from a car!
The evening flew by, and at 23:00 PM, the guests left tired and satisfied! See you next year! Watch the video with an impression of the entire event below!
Do you also want to have an event organised in Hangaar2 or another great location, either domestically or abroad? Then please feel free to contact us! Call us at 010-2412045 or send an email to Hello@goMICE.nl
Quote from client: It was another fantastic party! The different foodtrucks, the merry-go-round, great music and of course the photobooth provided a true ‘Parade’ feeling. We were able to give our guests a fantastic evening full of entertainment with something for everyone.