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Case Study: Venture Capital Company Annual Meeting

OBJECTIVE

A Venture Capital company was bringing its investors into Austin for an Annual Meeting where they could learn about the companies in which their money was being invested. A key element of the meeting was the off-premise Meet & Greet and dinner, which was to be a low-key, relaxed opportunity for the investment business owners to mingle with their investors. CLINK was tasked to design, plan and coordinate this off-premise event.

HIGHLIGHTS

Since many of the investors were from out of state, CLINK designed the event around a general Texas theme, but with Austin-specific details. The meetings themselves were being held at an historic downtown hotel, so a venue was suggested that juxtaposed a newer, more modern feel, while still relevant to the theme – the Texas State History Museum.  A Texas hill-country color palette was developed and was used in invitations, event décor and supporting collateral, including programs, signage, menus and guest give-away packaging.

The use of a unique venue, such as a state museum, poses challenges, as set-up for an event cannot begin until the museum closes to the public at 5:00pm, no exceptions. Our clients were able to focus on their meetings and have no worries that when the first motorcoach pulled up to the museum at 6:30pm, a flawless event would be awaiting them. CLINK brought in a top vendor team and extra staff to make sure that the quick install went smoothly.

The event was designed to be fun, interesting and productive. A mix-and-mingle cocktail hour in the rotunda offered the meeting participants the chance to let loose a little with libations, while building relationships and exchanging information. Then curtains were pulled back to reveal long tables for a seated dinner we had designed to be conducive to talking. We paid homage to Austin’s live music culture by bringing in a small local country band, just enough for ambiance but not so loud as to get in the way of the evening’s objectives. After dinner, attendees were invited to tour the museum’s exhibits.

CLINK also successfully executed the following conference elements:

  • Contract negotiation/Venue & Vendors
  • Transportation
  • Collateral & Registration
  • All food and beverage
  • Entertainment

THE CLINK DIFFERENCE

Given a general description of the objectives of an event, CLINK will design an experience that not only meets these objectives, but also flows seamlessly with other events that are scheduled. Repeating themes and design throughout a multi-day program adds to its impact, with a subtle conveyance that attention to detail is important and taken seriously by First Rate companies.

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