
Case Study
Find Out How Match My Venue Delivered A Comprehensive Venue Search For A Large Tech Client And Their Christmas Party.
The Brief
When our client contacted us just five weeks before their Christmas party, they needed a creative and spacious venue that could accommodate 120 standing guests with plenty of room for immersive theming. They envisioned a vibrant and memorable celebration and entrusted us with not only finding the perfect space but also developing the entire theme and event package. With a tight timeline and a Thursday evening date in December, the challenge was to deliver a fully realised event concept that aligned with their festive goals.
​
The brief was ambitious, calling for a venue with extensive AV capabilities, a stage for live entertainment, and a flexible layout to bring their vision to life. Alongside this, they required five hours of unlimited drinks and five street food bowl options to delight their guests. It was clear that this event needed meticulous planning and creativity to ensure every detail—from the theme to the menu—came together seamlessly within the limited timeframe.
Challenges
One of the primary challenges of this brief was the date availability. Thursday, 5th December 2024, fell during one of the busiest weeks in the events calendar, making it particularly difficult to find a suitable venue with availability at such short notice. The high demand for venues at this time of year meant we had to act quickly and creatively to secure options that could meet the client’s requirements.
​
Adding to the complexity, the client specified an industrial-style venue with high ceilings in central London. This narrowed the search significantly, as such spaces are both highly sought-after and limited in availability. The venue needed to be able to accommodate their standing guest list of 120 while offering ample space for theming and food stations, requiring a capacity of around 500-700 to ensure the layout worked effectively. Balancing these constraints with the tight timeframe required a strategic and proactive approach to identify the perfect location.
Knowledge
Thanks to our extensive knowledge of venues and strong industry connections, we were able to tackle these challenges head-on. We immediately began contacting all suitable venues in central London that matched the client’s brief, prioritising industrial spaces with high ceilings and the required capacity. Understanding the urgency, we even included a wild card venue in the mix, offering a creative alternative that could still meet the client’s needs. Within just 24 hours, we curated a shortlist of five venues that not only had availability on the desired date but also aligned perfectly with the client’s vision.
​
To help the client visualise their event, we provided an overview for each venue, showcasing potential themes that could be implemented quickly and would aesthetically complement the space. This proactive approach ensured the client could make an informed decision without delay. Two days after presenting the venue options, we arranged a site visit, allowing the client to explore the spaces firsthand and solidify their choice. This seamless process ensured we met the tight timeline while delivering on every aspect of the brief.
The Venue
Once the client selected their preferred venue, we promptly facilitated the process of raising, reviewing, and signing the contract, ensuring every detail was in place. Simultaneously, we managed the invoicing to finalise the booking without delay. With the venue secured, our focus shifted to creating a comprehensive brief for the event’s theming and running order. We carefully crafted a plan that aligned with the client’s vision, ensuring every element complemented the venue’s industrial charm and high-energy festive atmosphere.
​
To meet the client’s catering requirements, we sourced an exceptional caterer renowned for their creativity and quality. They delivered five unique street food bowls, served in branded, themed, and sustainable packaging. Adding to the immersive experience, the caterer set up wooden huts within the venue, incorporating menu-themed decor and stand displays that further enhanced the aesthetic. The result was an innovative catering solution that exceeded expectations, contributing to the event’s overall success. After receiving final sign-off from the client, we engaged all suppliers, coordinating every detail to ensure flawless execution.
Delivery
The result was nothing short of spectacular. The venue underwent a complete transformation, brought to life with bespoke theming, striking decor, and dynamic entertainment. The catering stations added both functionality and visual appeal, creating an engaging space for guests to explore. Every aspect of the event worked seamlessly together to deliver the client’s vision.
​
The client was thrilled with the outcome, even joining guests on the dancefloor to celebrate the evening. Feedback from attendees was overwhelmingly positive, with many commenting on the creativity, atmosphere, and attention to detail. The client later shared that the event garnered some of the best feedback they had ever received, cementing it as a resounding success.