Event Organising The Malvern College Summer Ball 2009

“Thank you all very much indeed once again, it was a really superb night”

This was the fourth year running that Malvern college approached us to produce their annual end of term ball.

Having built a fantastic relationship with faculty over the past three years we were confident this year would be the best yet.

With extensive notes from last year and knowledge of what production works well within their grounds we bounded into our first production meeting with school boy enthusiasm.

The brief was simple:

To entertain 500 guests aged between 17 and 97 after dinner in the schools’ houses.

As with previous years, both ourselves and the college wanted to make full use of their fantastic historical grounds and architecture.

As guests walked over from the houses after dinner they would approach the central courtyard of the school, flanked on three sides by the medieval architecture, with a St George statue in the middle and sweeping steps leading to flat tarmac and a grass area.

It was here that we erected three marquees.

The first would house a 30ft long bar, hog roast, chocolate fountain and live jazz quartet. Its sides would be clear pvc, allowing guests to look out across the school grounds and the magnificent views to the Malvern hills. We installed a series of low sofas, tables and giant bean bags to give guests a relaxing place to sit. It was fully carpeted with colour changing LED lights to slowly up light the marquee linings throughout the night.

The middle marquee was centrally positioned in front of the clock tower and St George at the top of the main steps. It was completely clear, allowing guests to soak up the fantastic architecture, watch the fireworks and enjoy a drink at the 12ft cocktail bar even in the event of rain. Poser tables and high black leather bar stools were placed around this area.

The final marquee was for the full mobile night club rig. With an impressive black and white dance floor overlaid onto red carpet, fully integrated light rigs using the latest technology and a powerful speaker system this room was designed and erected purely for dancing.

Red carpet was laid throughout the whole event space, leading to the top of the main steps to welcome guests. In the grassy area above the marquees we installed a series of outside furniture. The surrounding medieval buildings were up lit with a series of city colours, powerful up lights and two fantastic sky trackers. Small event flood lights were used to give light to the darkest corners and two gas flambes were installed either side of the steps by St George.

With finishing touches of fairy lights, red bar down lights to match the carpet and some extra large bean bags the event space was set up and ready for guests after a two day build.

Despite some torrential down pours the event was a huge success. The series of 3 marquees with a central clear span roof meant guests could enjoy the wonderful atmosphere, set off by the architectual lighting, flambes and sky trackers without fear of getting soaked.

A professional fireworks display was fired at 2230 hrs, with guests having a 360 degree view through the clear span. It was a fantastic backdrop to the event before guests enjoyed a cocktail, dancing and the chocolate fountain.

As always, it was a pleasure to work with the college again and we look forward to continuing success in 2010!

Testimonial from client:-

Dear Ben and Nick,

I’m writing to thank you both, Kate and all the staff you had working with us on

Friday at the ball. Throughout the evening a host of pupils, parents and teaching

staff came up to me to say what a superb event it was. It seems all the elements

came together extremely well: bar, music, marquees (especially the transparent

section), seating, lighting, firework
s, organisation and the overall smooth running

of everything.

In the three years I’ve been doing this event Friday was undoubtedly the most

successful thanks to your hard work, planning and organisation. We’re almost

verging on “well-oiled machine” territory now for the Malvern Ball.

Thank you all very much indeed once again, it was a really superb night.

Regards

Mat

Event Organising The Malvern College Summer Ball 2009

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