Awards Ceremony; Future is Female 2023

AP LIVE were responsible for sourcing, shortlisting and contracting the perfect venue for the awards ceremony to take place. As this is an annual event, we were tasked with finding somewhere new that would fit the brief of prestigious venue  for a largely female crowd with the ability to dress the venue and host an after party for up to 200 guests.

We shortlisted various venues; the winner being the newly renovated Reuben Gallery and Future Galleries at BAFTA which provided the perfect blank canvas for this event.

We helped curate the perfect menu to serve at the event, using BAFTA’s exquisite in house caterers.

Production was provided by our sister company Absolute AVS who provided the tech to run the awards ceremony and after the awards ceremony, guests enjoyed entertainment by magician Chris Flemming and singer Violetta Mazzotta during the drinks reception and talented female DJ provided by Sternberg Clarke after the awards had taken place.

Limited access time

While working with BAFTA across numerous events that week, we encountered a significant challenge for this specific occasion: limited access times. Initially, we were only granted access to the main space from 6 pm, while the event was scheduled to kick off at 6.30 pm.

To add complexity, we had to deal with installing all the technical equipment and entertainment, including a projector screen and a DJ kit, as well as dressing and theming two floors—all while accommodating BAFTA’s catering operation. Clearly, a mere 30 minutes would prove insufficient. Anticipating early access was uncertain, as we couldn’t confirm until the event week.

Proactive measures

In response to this uncertainty, we took proactive measures. We decided to hire an additional space within the building, which would allow us to load in and stack all the equipment earlier in the day. Subsequently, we mobilised a substantial crew to swiftly transform the main space when access was finally granted. In the world of event planning, it is crucial to establish a well-thought-out plan in advance, and if conditions work in your favour on the day, it becomes an added bonus.

Prepare and be prepared…

Fortunately, our foresight paid off. We managed to secure earlier access to the main space and set up everything smoothly and efficiently. However, seasoned event planners always prepare for the worst-case scenario to ensure a seamless event day. By being proactive and adaptable, we ensured the success of the event.

In an evening filled with celebration, recognition, and joy, the event bestowed awards on 10 amazing trailblazers that set the standard high for what unfolded as a week of brilliant events during Advertising Week Europe at BAFTA.