How we streamlined InsTech's event management, enhancing efficiency and sponsor value
Client
InsTech
Location
London
When
2024
duration
6 months
attendees
800+
About the event
At McDonnell Marketing, we specialise in providing strategic event management solutions for businesses facing resource challenges. When InsTech, a leading community in the insurance technology sector, approached us to support their busy event schedule, we immediately recognised the potential to transform their event operations, enhance efficiencies and deliver exceptional value to their sponsors and members.
the challenge
InsTech, known for its high-quality events and strong sponsor relationships, faced a significant resource constraint:
- Insufficient staff to manage their extensive event calendar
- Need for seamless execution of sponsor commitments
- Requirement for immediate expertise without extensive onboarding
Results That Matter
Our partnership with InsTech yielded significant improvements:
Streamlined event management processes, allowing the Events Director to focus on other critical areas.
Enhanced sponsor satisfaction through improved deliverable management.
Increased operational efficiency with the implementation of new tech and created standardised templates.
Successfully managed and executed multiple high-profile events, maintaining InsTech’s reputation in the industry.
Our role: strategic event management and process optimisation
McDonnell Marketing provided comprehensive support, working closely with InsTech’s leadership team. Here’s how we made it happen:
Event Management and Execution
- Took full responsibility for managing a portion of their event portfolio including private executive dinners and networking events.
- Conducted venue sourcing, supplier management, and coordinated speakers, sponsors, and delegates.
- Created detailed event handover documents for clear communication between internal and external teams.
Strategic Advisory and Process Improvement
- Introduced a collaborative project management platform to enhance communication between Event and Marketing teams.
- Developed standardised digital templates for various event types, enabling scalable and repeatable processes.
- Advised on sponsorship deliverables and timelines, ensuring consistent value for sponsors.
Flexible Resource Allocation
- Worked on a retainer rate package, integrating seamlessly with the InsTech team
- Initially engaged for a 3-month contract, extended to 6 months to support during a particularly busy period.
What they had to say
“Natalie was an excellent addition to our team. She was comfortable taking on significant responsibility for our events and dealing with clients. We all had the confidence of asking Natalie to lead a number of initiatives knowing that she would deliver these to a high standard. Natalie is excellent at communicating and providing updates both internally and to clients.”
Matthew Grant – CEO
InsTech
“To me, as someone who sells sponsorship of events and then hosts them, I need to have complete confidence in the person that is managing that event. I want to delegate all aspects of the delivery of the event and to be able to assume that the event will get delivered to a high standard and in accordance to sponsor’s expectations. Natalie and her team did that for us and I would have confidence that she does it for others too.”
Robin Merttens – Chairman
InsTech
Why They Chose us
InsTech selected us for our:
- Expertise: Ability to hit the ground running without extensive training
- Flexibility: Willingness to work on a retainer basis and adapt to changing needs
- Strategic Insight: Capacity to not only execute events but also improve overall processes
We Deliver More Than Just Event Management
For InsTech, we acted as:
- Strategic Advisors: Providing insights on project management and sponsorship strategies
- Process Optimisers: Implementing tools and templates to enhance efficiency
- Seamless Team Extensions: Integrating with the existing team to provide immediate support
Our Collaborative Approach
- Close Partnership: Worked directly with the CEO, Chair, and Events Director to align with company vision
- Adaptability: Adjusted our involvement as needed, from initial 3 months to an extended 6-month engagement
- Innovation: Introduced new tools and processes to improve overall event management efficiency
By combining our event management expertise with strategic process improvements, McDonnell Marketing helped InsTech overcome their resource challenges, deliver exceptional events, and enhance their operational efficiency, setting the stage for scalable growth in their event offerings.