CASE STUDY · EVENT MANAGEMENT
Two Days. 200 Guests. One Joined-Up Event.
A two-part corporate event in Essex for 200 guests, combining a daytime industry open day at the client’s own warehousing site with an evening celebration at Delta Hotels by Marriott Waltham Abbey.
RUMA Events managed the wider event planning and supplier sourcing, coordinating everything from the marquee, catering and staffing to entertainment, hotel arrangements and overnight accommodation for 100 guests.
200
Day & Evening Guests
Onsite & Delta Hotels
Essex Location
Two Day Corporate
Event Type
Exotic Pet Wholesaler
Client Industry
Event Management
RUMA's Service
THE BRIEF
Building an Event Around the Client’s Own Site
The client wanted to bring together customers, suppliers, business partners and industry contacts for a two-part event.
The daytime programme would take place at the company’s warehousing facilities in Essex, where a large open field needed to be transformed into a fully functioning event environment.
The evening programme would then move to Delta Hotels by Marriott Waltham Abbey for dinner, entertainment and overnight hospitality.
With 200 guests attending both the daytime and evening events, plus overnight accommodation required for 100 people, the brief depended on careful supplier sourcing and joined-up event management from start to finish.
The Client Needed
A temporary event venue
A large marquee and supporting infrastructure to create a professional event space within the company’s open field.
Catering & staffing
Suppliers capable of supporting 200 guests throughout the daytime programme.
Essential facilities
Portable toilets and practical on-site infrastructure.
Entertainment & hospitality
An evening programme that gave guests a clear shift from business engagement to celebration.
Overnight accommodation
Individual bedrooms for 100 guests staying after the evening event.
WHAT RUMA DELIVERED
Event Management Built Around the Moving Parts
This was a supplier-led event management brief from the outset.
RUMA sourced and coordinated the different partners required across both locations, giving the client one central point of contact across the daytime event, evening celebration and overnight stay.
1
Sourcing the large marquee and temporary infrastructure required to create the daytime venue from an open field.
3
Sourcing and coordinating the people required to support the guest experience and operational delivery.
4
Temporary Facilities
Arranging portable toilet facilities and the practical infrastructure needed on site.
5
Coordinating the evening event at Delta Hotels by Marriott Waltham Abbey for 200 guests.
7
Coordinating individual bedroom stays for 100 guests following the evening event.
8
Bringing all suppliers, timings, venues and guest requirements into one joined-up event plan.
THE EVENT
A Day of Industry Connection, Followed by a Night to Celebrate
The daytime programme centred on the client’s business and wider industry community.
Guests arrived at the company’s warehousing site for an open-day format designed around networking, business engagement and connection with customers, suppliers and partners.
The temporary event setup allowed the client to host a large audience on its own premises without compromising the guest experience.
Later, the event moved to Delta Hotels by Marriott Waltham Abbey, where the atmosphere shifted from business to celebration.
The evening brought all 200 guests together again for hospitality and entertainment, before 100 attendees stayed overnight at the hotel.
The Result
200 Guests Across Day and Night
Plus overnight accommodation for 100 guests
RUMA delivered a fully coordinated two-part event spanning the client’s own site and a separate hotel venue.
By managing the suppliers, hotel arrangements, entertainment and accommodation through one team, the client had a single point of contact across the whole programme.
A Clear Example of Full Event Management
There was no ready-made daytime venue to walk into. The event environment had to be built around the client’s site, which meant sourcing the right marquee, facilities, catering and staffing before coordinating the transition into the evening event.
