Vitanest 25th anniversary
Main category
B2B
Sub-category
4. Ceremony
Watch the event video
Event Description and Key Objectives
Vitanest was established on 6 May 1999. It deals with the import and distribution of air conditioning, ventilation and heating units. In April and May 2024, we prepared various events to celebrate our 25th anniversary in the community of business partners, which are a key element of our growth and success. On May 31, 2024, we symbolically ended the celebration.
The anniversary event for 300 guests was held on Friday in our warehouse. It ran from late afternoon to midnight. We organized a cerminonial and entertaining part, a banquet with food and drink. We highlighted the company activitity, organization, teamwork, importance of the community and each individual, and above all generosity.
Traditionally, we organize entertaining gatherings. In this way, we strengthen the involvement and connection with the community of companies involved in the architectural designing, engeneering, sale, installation, maintenance and servicing of air conditioning, ventilation and heat pumps.
Key challenges
1. Location and venue
The event was organized by ourselves. We wanted to celebrate at our headquarters in order to present our business directly and at the same time reduce organisational challenges, especially time and logistics. The only suitable place for all weather conditions was the warehouse of merchandise, which we had to rearrange for this purpose.
2. Banqueting a large number of people
We have adapted the banquet to men, while at the same time taking care of a smaller part of women. We decided for on site food preparation for additional animation. We coordinated different catering businesses.
3. Organization and timeline
A large number of guests and performers required timely planning, conclusion of contracts, organization of the schedule, script, preparation of materials and texts, for which were in charge two persons, since the involvement of a large number of co-workers in the preparation is burdensome for the business process. Collegues were included on the day of the event.
Basic information about the event
Name of the organiser
Vitanest d.o.o.
Location
Industrijska cesta 7A, Nova Gorica
Event duration
31/05/2024-01/06/2024
Client
Vitanest d.o.o.
VOTING LINK
Event results
Creativity
Our creative focus was on the transformation of the warehouse into an aesthetic, multifunctional venue. The event space of 1.500 m2 was designed with the help of goods in stock, packed in cardboard boxes. We used lighting design to expose storage shelves, stage and performance locations. We mainly used the company’s distinctive colors.
We organized the event at various thematic locations throughout the space, imaginatively highlighted the activity and the anniversary. The involvement of guests was achieved by placing bracelets on arrival, using comedy in the cerimonial part, signing an artistic picture with the newly introduced company logo, competing in the rodeo, drawing prizes, performances among guests, displaying key turning points throughout the dining area, an on-site food preparation and a large bar of drinks…
Employees and contractors wore T-shirts with the jubilee logo, which showed the team spirit and planty of people involved in the implementation.
Innovation
We used our commercial goods, including the company owner's oldtimer car, as part of the equipment. During the event, we presented the company owners and their hobbies, among which sailing was the most important. As a symbol of drive, focus, balance, and teamwork, sailing was also included in the new company logo in the presentation video.
With the silicone bracelets including LED lighted logo received upon arrival, we additionally surprised the guests. In the evening, they discovered that the Vitanest sign illuminates on touch, which we used to connect people and create a night disco atmosphere.
Our employees tried themselves in many roles that were a surprise to our partners. A sales colleague, for example, conducted a competition on a rodeo bull in a playful but at the same time professional manner. Due to the knowledge of the characteristics and hobbies of the business partners who participated in the competition, it turned out great. We showed ourselves as people with many talents.
Execution
60 companies were involved in the project. On the day of the event, 40 individuals and 22 employees actively participated.
In front of the entrance, guests were welcomed by our employees, we placed bracelets and handed them a ticket for the prize draw. We offered an aperitif, freshly cut prosciutto in dough and cherries, shared by the women of Brda. A comedic performance and ceremonial speeches followed. At the end of the ceremonial part, we presented a new logo and invited guests to sign the artwork. During the following dinner, performances were carried out (aerial silk, cabaret, para dance, lollipop hoop show). The event was connected by the announcer, and the stage master made sure that the performers performed up-to-date. After dinner, we had a rodeo bull competition. In the meantime, the DJ played and the acoustic band performed among partners. We awarded the prize to the winner of the competition and drew the prize winner from the tickets. We all stayed until the last guest left.
Measurable results
First, the results of the event were reflected through the presence of the participants, who sincerely expressed their satisfaction, joy, and praise. Our close business partners have personally expressed their gratitude, some have even pointed out that they have not participated in a better event in their entire career and want a repetition.
The level of attendance was clear, there were as many people as we expected despite the rainy weather. Most of the participants arrived on time, we provided clear guidance, plenty of parking, a clear event schedule, and effective communication.
At the event itself, competitors got communicated together, which means that the result of connecting and fortifying relationships was achieved with the help of goodwill. Informality of meeting business partners of the same profession is a key activator of communication proximity in business. We got the confirmation that such meetings facilitate mutual business relationships and thus many challenges.
Communication
In March, we made a LinkedIn post about the anniversary to evoke interest.
In April, the anniversary event was first announced to the 25 best business partners who came with us to visit the Mitsubishi Electric factory in Turkey.
We sent an envelope to 300 best companies 40 days before the event. The invitation letter illustrated our anniversary, the content indicated a varied and stimulating program and a desire for socializing. At the bottom of the invitation was a QR code with simple instructions for registration. We created a user-friendly login interface and received a list of participants, which we monitored.
We paid more attention to the guests who had not yet registered, and our colleagues communicated with them about the event by phone or in person. Every employee occasionally mentioned the upcoming event to our partners and so we aroused enthusiasm.
After the event, we sent a letter of thanks with a video recap of the day to the participants, thereby creating a lasting memory.
Sustainable practices
We equipped our warehouse with reused equipment, commercial goods and storage equipment. We transported the equipment by our own means of transport, which at the same time carried out the daily distribution of our goods. We distributed the alive green decoration to our colleagues after the event. The venue builder was a neighboring company, the equipment traveled to the location with our electric forklift. We used LED lighting. Promotional labels remained a part of the space.
We ordered the preparation of food at the event, so we controlled the quantities and involved guests . The dishes were self-served, cutlery and plates were reusable, made of ceramic, paper or recycled plastic. There was very little waste that we separated. After the event, we distributed the remains of the food to the employees and conctractors who cleaned up the scene. We used local wine and beer. We agreed with the supplier of the bottled beverage to take over the unused beverage and empty bottles for reuse
