Case Study: Corporate FY Kick Off Conference and After Party for 800 Guests

The Client Brief: Short-Lead Conference & After-Party in Central London 

Our client, approached Rockitfish with an urgent event management enquiry: they needed to plan and execute their FY27 Kick-Off Conference for over 800 guests, followed by an evening after-party, with a lead time of just two months.

Key Event Challenges & Requirements:

• High-Capacity Venue Requirement: Securing a central London event venue capable of comfortably hosting an 800+ person plenary conference, catering experience, and evening party.

• Fixed Event Date: Finding a prime venue with rare availability on a non-negotiable date.

• Multi-Event Coordination: Simultaneous venue finding and event planning for two additional client events taking place during the exact same week.

• Rapid Planning Timeline: Full end-to-end event production managed from inception to execution in under 60 days.

The Solution: End-to-End Event Production at Old Billingsgate

1. Strategic Venue Finding: Old Billingsgate on the River Thames

Despite the tight deadline and strict date constraints, the Rockitfish venue finding team successfully secured the iconic Old Billingsgate on the edge of the River Thames in central London. By utilizing the versatile layout of the venue, we created a seamless flow for attendees across two distinct spaces.

2. Rapid 30-Day Event Planning & Production Execution

With venue contracts finalized, the Rockitfish corporate event management team executed the full event setup within a 30-day turnaround:

• Guest Arrival & Registration: Attendees arrived in the afternoon, collecting branded wristbands before enjoying an initial street food service prior to the main presentation.

• Plenary Conference Setup (West Hall): Hosted inside Old Billingsgate's expansive West Hall, featuring full AV and stage production, live presentation support, and a high-impact confetti cannon finale.

• Evening After-Party Transformation (East Hall): Immediately following the conference, 800+ guests transitioned to the East Hall for a vibrant evening celebration.

3. Event Catering, Interactive Entertainment & Live Production

Rockitfish managed all operational and creative elements of the afternoon and evening:

• Bespoke Street Food Catering: Interactive food stations serving mac ‘n’ cheese, bao buns, jerk chicken, and plant-based rice bowls.

• Experiential Entertainment: Fully managed drinks packages, vintage arcade games, photo booths, a live DJ, and a headline party band.

• Furniture, Décor & Production: Custom stage design, atmospheric event lighting, and outdoor terrace styling taking advantage of the riverside views over the Thames.
  
  

Event Outcome & Client Feedback

The FY27 Kick-Off was delivered on schedule and within scope, establishing a high-energy benchmark for the client's financial year ahead.

"Sarah, the pleasure is ALL OURS! Thank you so much to you, Catherine, Cara, Matt (and even Hope on Friday!). You're so on it and such a joy to partner with. Can you also pass our thanks onto the caterer and the band which were THE HIGHLIGHT OF THE NIGHT!"