Case Study – AIA Insurance Conference and Gala Dinner 2016

Case Study – AIA Insurance Conference and Gala Dinner 2016

Date: 4 January 2016
Client: AIA Insurance Hong Kong
Organisers: Main organiser – Hong Kong based organiser company
Responsible for production: Hong Kong based production house
Participants: 1300 attendees
Venue: Hall G1 – Convention and Gala Dinner
Hall G2 – Coffee break and VIP area, Entertainment area

On an annual basis AIA Hong Kong invites its top performing sales people for an incentive trip to honour their year-long hard work. In 2016 the employees got a chance the visit Budapest and attend the 30th Summit Club at HUNGEXPO. The one day event at the largest multifunctional event venue of Hungary occupied the 9504 sqm state-of-the-art Hall G which was divided into two equal sections by the built-in mobile wall of the pavilion.

HUNGEXPO was responsible for not only providing space but for all event services such as complete AV set-up, catering, built-up installations, security, catering, decoration and furniture.

Hall G2 primarily served as arrival and registration area with 3 custom-made cloakroom/registration booths. For the morning session a 1000 sqm closed VIP lounge and two VIP changing rooms were built from temporary structure next to the coffee break area, which got dismantled during the reset period to give space for the ‘Grand Budapest Hotel’ the entertainment cponcept for the evening gala. At this area guest received finger food and beverages while enjoying the entertainment acts, such as beer bikes, speciality gelato, arm wrestling or the live music of a traditional gipsy band.

In Hall G1, the other section of the pavilion, a big stage and an exceptionally large 18*5m LED screen was built to be the background of the conference in the morning, where the 1300 guests were seated in theatre style and the evening gala, where132 round tables were set-up.

Altogether 40 buses transported the guests between the 4 hotels and the venue; 750 m of drapes were used to guarantee complete blackout in the pavilion and 7000 sqm carpet contributed to ensuring the luxury atmosphere of this outstanding event.