An awards gala and full-day speaking conference made possible with BSY’s full-fledged capabilities
PRCA is a global professional body for PR and communications professionals. Every year, PRCA holds multiple awards ceremonies and conferences, each seating between 100-200 people. PRCA APAC intended to host a Corporate Affairs Forum and Gold Standard Awards in October 2025.
Challenge
PRCA APAC needed a cost-effective arrangement to hire a full team of professionals to manage individual aspects of the event and help coordinate all necessary pre-event outcomes. These preparations include registration lists, AV requirements, host scripts, presentation materials, on-site print materials, meal requirements, and the ongoing coordination with multiple vendors to ensure proper setup and teardown.
Both events — happening on the same day — were fast approaching, and there was an urgent need to keep things on track, so that the team could focus on closing sponsorships and registrations.
What we did
A. Project tracker put in place
We implemented the BSY Creative Events Platform Tracker to set deadlines, reminders, and action items for all pre-event coordination. This provided visibility to all parties, giving priority to completing urgent tasks and freeing up blockers.
B. Assumed the overall coordinator role
With the PRCA APAC team focused on driving event profitability, we stepped in to be the party liaising with all other vendors, hosts, and internal stakeholders, such as the Design Team. This allowed the client to simply communicate with one party for all instructions. We also provided a clear cost estimate of all items, facilitating easy planning on the must-haves and nice-to-haves at both events
C. Deployment of small team to cover multiple roles including on-site coordination, visuals, timekeeper, and awards ceremony DJ
The full-day Corporate Affairs Forum notably featured Minister of State Baey Yam Keng as the Guest of Honour, as well as a host of speaking topics including travel, AI, public policy, and sustainability.
For the nighttime awards gala, we transformed the event space, filling it with cocktail tables and spotlights to highlight the mesmerizing nominees. The attendees ranged from PR powerhouses to high-performing in-house teams. The Gold Standard Awards concluded with a post-event networking party.
We helped the client to keep within its budget, deploying experienced team members who can wear multiple hats. As a result, both events ran like clockwork, with no delays or interruption to the schedule. Our creative interpretation of award stingers and event music meant substantial cost savings to the client, who then managed to hire a professional magician to delight attendees during networking.
