Host Your Award-Winning Event at Utah Valley Convention Center

The Client & Their Event Goals

• The Shingo Institute, part of the Jon M. Huntsman School of Business at Utah State University, teaches revolutionary practices around operational excellence. Many of these practices were incorporated into the renowned Toyota Production System.
• The Shingo Institute hosted an awards gala as a portion of their annual conference. This event has been an ongoing tradition at Utah Valley Convention Center (UVCC) for the past four years.
• The Shingo Institute’s key priorities for the event included:
  • Creating a memorable evening for their attendees.
  • Designing a themed reception-style dinner complete with intricate décor.
  • The theme for the year was James Bond.
• Why UVCC? The Shingo Institute returned to UVCC for the fourth consecutive year, citing the exceptional service and the facility’s ideal size. UVCC can accommodate the entire conference, and hosting at a larger venue would have required sharing space with other groups, which was not ideal.

The Planning Process

• Pre-Event Support
  The UVCC team played a crucial role in the planning stages:
  • Food & Beverage: The Director of Food and Beverage created an extensive themed menu with six buffet stations, each designed with a unique James Bond theme. The menu and décor were included in the per-person cost.
  • Marketing Coordination: UVCC’s Marketing Coordinator printed 24 movie posters, which became part of the venue décor, hung from the ceiling.
  • Event Management: The Event Manager designed a room layout, ensuring an appropriate number of banquet rounds for attendees. The Manager also acted as the single point of contact for the client, streamlining communication with all departments.
  • Audio Visual: UVCC’s AV Manager devised a custom lighting plan, ensuring that the room and each buffet station were well lit and visually appealing.
• Vendor Collaboration
  The event planning was solely handled internally by UVCC departments and the client. All services were provided in-house, ensuring seamless coordination.

The Event Experience

• Event Highlights
  The event day was a true reflection of UVCC’s attention to detail and commitment to creating a standout experience:
  • Atmosphere & Aesthetics: The venue was transformed with themed lighting, music, and décor. LED up lights highlighted each buffet station, which was themed to different James Bond movies. Gobo images and ice sculptures added to the ambiance, impressing the attendees.
  • Themed Food & Beverages: Each buffet station featured food and drinks inspired by iconic Bond movies. Examples included:
    • Casino Royale: Karadjordje’s Steak, Ajvar with Flat Bread, Cevapi.
    • Live and Let Die: Andouille Jambalaya, Jerk Chicken Skewers, Beignets.
    • You Only Live Once: Sushi Bar, Yakitori Chicken, Gyoza.
    • The Spy Who Loved Me: Snow Crab Claws, Basil Saffron Rice, Bacon-wrapped Scallops.
    • For Your Eyes Only: Mediterranean Beef Skewers, Feta and Vegetable Salad, Baklava.
    • Spectre: Italian Meatballs, Antipasto Skewers, Pistachio Cream-filled Cannoli.
    • Signature Drinks: James Bond Martini and Casino Royale cocktail.
  • Event Signage: Custom event signage was created for the bar to enhance the theme.
• UVCC Support: The on-site staff ensured smooth service, providing exceptional décor, lighting, menu, and overall event management.

Features of UVCC That Made a Difference

• Venue Spaces Used: The large ballroom was the centerpiece for the event, allowing ample space for the buffet stations, a large AV setup, a bar, and banquet tables, all in one room.
• Technology & Logistics: UVCC’s technical support ensured smooth event execution:
  • On-site AV technicians worked closely with the culinary team, ensuring seamless lighting at each station.
  • The lighting plan, created a month in advance, played a vital role in enhancing the event’s ambiance.

Results & Outcomes

• Event Success: The event was a resounding success, with attendees praising the creative décor and themed menu. The Shingo Institute received positive feedback from their guests, leading to high levels of engagement.
• Client ROI: The client received significant praise for creating a memorable experience, and the event exceeded expectations.
• Repeat Bookings: Thanks to the positive experience, the client has expressed their intent to rebook UVCC for the future, ensuring the Shingo Conference will return to Provo.

Advice to Other Event Planners or Businesses

• Client’s Advice to Others: The client emphasized the importance of taking advantage of UVCC’s in-house team, which coordinated all departments seamlessly. Event planners should also utilize the single point of contact system to streamline communication.
• Lessons Learned
  • Plan Ahead: The more detailed the planning, the better the negotiation opportunities for pricing.
  • Embrace Creativity: Don’t hesitate to go “off-script” with unique, custom elements. UVCC’s staff enjoys pushing the limits and creating unique experiences, as seen with the custom menu and décor.
• Would the Client Recommend UVCC?
  Absolutely. The Shingo Institute is already planning to bring the conference back to UVCC in future years due to their outstanding service and the venue’s capability to host large-scale events with seamless coordination.