InsTech
Event Consulting | Event Delivery
Client
InsTech
Location
London
When
2024
duration
6 months
attendees
800+
About the PROGRAMME
InsTech is a leading community connecting insurers, brokers, investors and technology providers through a programme of conferences, networking events and executive roundtables.
As the organisation’s events programme continued to grow, additional event expertise was needed to support the Events Director, strengthen operational processes and increase delivery capacity across a busy calendar of events.
Natalie joined the team as an event consultant, working alongside the Events Director to review workflows, streamline event planning, develop scalable project management processes and create consistent ways of working across conferences, networking events and VIP roundtables. Alongside this consultancy work, Natalie also acted as Event Manager for a number of events, providing additional delivery capacity and ensuring the wider programme ran smoothly.
the challenge
As InsTech’s events portfolio expanded, managing a diverse programme of conferences, networking events and executive roundtables required clear processes, consistent planning and additional delivery resource.
Alongside supporting the delivery of live events, there was an opportunity to improve how projects were managed behind the scenes by creating more efficient planning processes and standardising workflows across different event formats.
Working closely with the Events Director, Natalie helped streamline event operations, improve project management and provide hands-on event management support, creating capacity within the team while strengthening the delivery of the overall events programme.
- 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
Successful events rely on more than excellent delivery. They also depend on efficient planning, scalable processes and the flexibility to provide additional support when workloads increase.
By reviewing existing ways of working and introducing practical improvements, Natalie helped create more consistent event management processes while also delivering a number of conferences, networking events and VIP roundtables as Event Manager. The result was a stronger operational foundation that supported both the immediate events programme and future growth.
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.
Working together: Event consultancy & delivery
I joined the InsTech team to work alongside the Events Director, providing event consultancy and additional event management support across a growing programme of conferences, networking events and executive roundtables.
Together, we reviewed existing workflows and introduced practical improvements that made event planning more consistent and efficient. This included streamlining planning processes, developing scalable project management systems and creating standardised ways of working that could be applied across different event formats.
Alongside this consultancy work, I also acted as Event Manager for a number of events, taking ownership of their planning and delivery to help balance the team’s workload and ensure every event was delivered to a consistently high standard.
By combining consultancy with hands-on event management, I helped strengthen the team’s operational capability while creating processes that continued to add value beyond my engagement.
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.