Event objectives

Collaborating closely with Caudwell Children’s team, we balanced their ambitious creative vision and budget requirements. Through collaborative planning, proactive communication, and innovative solutions, we ensured every detail—from immersive theming and high-end catering to live entertainment—was seamlessly delivered, resulting in an event that exceeded  expectations.

• Launch a distinctive annual gala with its own identity separate from traditional Halloween events. 
• Create an exclusive and immersive guest experience. 
• Integrate brand experiences elegantly, including tailored cocktails by headline sponsor V-Rum. 
• Deliver premium-quality theming, AV production, and catering within charitable budget constraints. 
• Ensure adaptability and precision in response to shifting event dynamics.

“Maddie – you were incredible on the evening. A couple of the team have mentioned how well you looked after us. The dinner service was really good, as well as clearing – thank you. Again, thank you so much for all your help and support, it has been so lovely working with you on our first ever Moth Ball.”

– Vicky Glanville, Event Manager, Caudwell Children

High-tech AV and connectivity

Collaborating with in-house AV and IT teams, we introduced two unique Wi-Fi networks for guests and production, ensuring smooth presentations on Chromebooks and glitch-free live demos. Our dedicated IT support on setup day installed Google-specific access points in adjacent meeting rooms, a first for 8 Northumberland Avenue.

Partnership mindset

We recognised the complex interplay of Google’s branding demands and budgetary considerations. By maintaining open communication, sharing potential pitfalls, and offering creative solutions, we delivered a high-impact event that satisfied both the agent and the client.

Event Stats

• 370 delegates
• 11 venue spaces utilised
• 64 venue and catering staff plus 34 production staff
• 250 bespoke cocktails served
• 8 themed catering stations
• 270+ minutes of learning and immersive sessions
• 2 live bands and 1 memorable karaoke moment

A detailed planning framework

We approached The Moth Ball with a consultative, transparent, and creative mindset. By providing proactive solutions and maintaining precise cost management, we supported Caudwell Children in creating an outstanding and memorable event.

Our teams combined out-of-the-box thinking with meticulous attention to detail, flexible budget management and transparent collaboration with the client to bring a sophisticated vision to life. The result was not only a feast for the senses but also a heartfelt success, raising £76,160 to support vital services for disabled and autistic children and setting a new benchmark for premium events at 8 Northumberland Avenue.

The success of The Moth Ball reinforces our strengths in:

• High-end, immersive event design 
• Seamless integration of theming, catering, and AV 
• Strategic budget management 
• Flexible and proactive planning 
• Partnership-focused client relationships 
• Premium guest experiences with bespoke details
• Precise logistical execution and adaptability

Read the full case study below.

The Moth Ball – Caudwell Children 2024