Case Study

VMware

How we planned a private party for VMware’s Cloud Solutions team at Mandalay Bay’s Foundation Room during their VMworld 2018 conference

Results

We created a chic private party that enhanced VMware’s marketing presence and their relationships with both customers and employees. This was a customer development event with C-level executives and employees from industry-leading tech companies. It was successful thanks to our extensive planning prior to the event.

We delighted and impressed both our clients and their guests with premium open bar services, a sushi display with a personal chef, intimate lighting and decor as well as audio/visual and branded presentations throughout the venue.

Stats

  • 333 total guests
  • $50,000 budget
  • 3 hours of premium open bar
  • 300 pieces of hors d’oeuvres
  • 150 pieces of sushi

    Challenges

    Due to the sheer size of VMware and their customer base, Mandalay Bay Resort was packed with different teams hosting their own parties and events throughout the property. Our client approached us only three months before the annual VMworld conference to help plan a private party. We worked fast to secure the best venue, Foundation Room, in order to meet the client’s vision. Due to the popularity of Foundation Room, some other groups were not able to secure an event there. However, thanks to our longstanding relationships with management, we were able to lock down this space for our clients.

    Insights

    During busy conference days demand of top venues at Mandalay Bay Resort are high. In fact, the hotel’s events team publicly showed that spots such as the Foundation Room were completely booked at the time of VMworld. However, we were able to secure a buyout, because of our access to management at this venue. As a result, we were able to advocate on the customer’s behalf to get the party to start at the time they wanted in the space they desired.

    Solution

    When VMware’s Cloud Solutions team approached us to help them plan a private party during their 2018 VMworld conference, we knew it was going to be a fun and interesting project.

    Preliminary planning

    Tasked with finding a venue inside Mandalay Bay Resort that was both unique and comfortable for 350 people, we decided on Foundation Room for its intimate decor and breathtaking outdoor vista.

    Lefteris, the event organizer, and Matt.

    The venue is located 63 floors high and gives you an exhilarating view of the Las Vegas Strip. We knew our client would love the space.

    Managing and staffing the event

    To promote the client’s brand, we strategically setup TV monitors throughout the space to showcase VMware’s Cloud Solutions products. We also provided VMware branded hats, T-shirts and other small items to promote the brand.

    Inside the lounge and on the terrace were premium open bars. Guests relaxed on comfortable tufted leather couches and took in the view of the Strip. The same plush seating was also offered inside. The casual setting promoted socializing between the guests.

    The outdoor terrace was a hit among the guests.

    To enhance the experience, a sushi chef created delectable bites on request. Atmosphere models and other staff also served up warm and cold hors d’oeuvres.

    The sushi chef turned out to be a crowd favorite!

    Stupak not only planned the event, we assisted with venue setup, door management and crowd flow. We managed the guest list, distributed wristbands and photographed the event to document the experience.

    VMware’s Cloud Solutions team socializing inside the venue.

    It was a pleasure to help our client, and we look forward to next year with the potential for even greater responsibilities.

    Summary

    VMware was hosting their annual VMworld conference at Mandalay Bay Resort, and multiple departments were looking to host private parties and team building events inside the hotel. However, ideal venues inside the property were limited, so we were tasked with securing a prime location with a lot of value to the customer. As a result of our decades of relationship-building with top decision makers around Las Vegas, we were able to secure a buyout of Foundation Room, a high-class lounge with an outdoor patio overlooking the Las Vegas Strip.

    Our Roles

    We were responsible for reserving the venue and coordinating a buyout to maximize our client’s value. In addition to curating the entire guest experience, we had Stupak staff members at the event managing the door and expediting guest entry as well as overseeing the guest list and distributing wristbands. There were also a number of last-minute additions to the guest list so we held our post to ensure everyone had a smooth entry.

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