Rail Staff Away Day

The Client

The West Midlands Grand Railway Collaboration (GRC) is an alliance made up of train operators, Network Rail and other rail industry stakeholders. The partners of the GRC work together to identify areas where the rail industry can be improved for customers. An annual away day bringing together front-line staff from across 5 train operators is a key way to plan their activity for the year.

Services:

Design / Event Management / Film / Photography

The
Vision

The GRC Away Day event aimed to bring together key stakeholders from various train operating companies to discuss pressing industry issues, share best practices, and foster collaboration.

The goal was to create a memorable and engaging experience that would not only inform but also inspire the delegates. TeamBA, as an events and media company, envisioned an event that was meticulously planned and executed, ensuring a seamless experience from start to finish.

Our mission was to manage every aspect of the event, from initial invitations to post-event follow-ups, thereby allowing the GRC team to focus on their core objectives without worrying about the logistics.

The
Journey

Planning and Preparation

TeamBA’s involvement began with the conceptualisation phase, where we collaborated closely with the GRC team to understand their goals and expectations. Our Graphic Designer, Libby, played a crucial role in creating a cohesive and appealing visual identity for the event. She designed a ‘golden ticket’ invitation, which was sent out to all delegates, setting the tone for an exclusive and exciting event. Additionally, she built a comprehensive landing page that included all necessary information about the event, pictures from previous years, and a link for sign-ups.

Event Management

As delegates signed up, we managed all email communications, including confirmations and follow-ups, ensuring that attendees were well-informed and engaged. Our team also managed the venue logistics, ensuring that all necessary arrangements were in place for a smooth event day. We designed a consistent and professional slide deck that aligned with the GRC’s branding, which was used throughout the event.

Multimedia and Engagement

Our Videographer, Mike, created a captivating film that was showcased during the event. This film included interviews with key individuals discussing the GRC’s impact and their expectations for the Away Day. It served as an engaging film that set the stage for one of the day’s main themes. Additionally, Mike was present to capture the event, including a group picture and various important moments throughout the day. This footage was later used to create an impactful summary video, encapsulating the highlights and key takeaways of the event.

On-the-Day Coordination

On the day of the event, we managed the registration of delegates and ensured that the audiovisual (AV) setup was flawless. Our in-house host, Ben, played a pivotal role in organising and moderating the panel discussions with Managing Directors from different TOCs. His energetic and professional demeanour kept the event on track and maintained high energy levels throughout the day.

The
Impact

The GRC Away Day was a resounding success, thanks to the creativity, meticulous planning, and execution by TeamBA. The seamless coordination and engaging multimedia elements left a lasting impression on the delegates.

Testimonial

I have to say, every step of the way, they’ve been with me. All of the support from the media, the creation, making sure our agenda was flowing, on-day support, running the event… I feel like I’ve had so much support from the beginning to the end of the event which has just been amazing.

The end-to-end management by TeamBA not only met but exceeded the client's expectations, resulting in a highly satisfied client and a blueprint for future successful events.

Tara Walsh Head of GRC