Brief Overview
The Gym Group has been a highly valued client since 2019, and we are proud to have supported the delivery of their Annual Conference for several consecutive years. This flagship event brings together senior management and key colleagues from across their gyms to share end-of-year insights, celebrate achievements, and recognise excellence and long-service awards.
For the 2025 conference, the client wanted to refresh the experience and move away from the traditional hotel or conference-centre setting. Having previously delivered successful events at Sofitel London Heathrow and De Vere Beaumont House, we were excited to propose something completely different.
Center Parcs Woburn Forest proved to be the perfect choice—aligned with The Gym Group’s ethos of wellbeing, fitness, health, and happiness, while also offering strong transport links and the ability to host all 600 delegates in one immersive location.
The Task
We were appointed to deliver a full end-to-end event solution, including:
- Venue sourcing and contracting
- Travel booking (train travel for over 200 guests and coordinated coach shuttles)
- Entertainment bookings and full entertainment programme design
- Full event theming
- Venue liaison (accommodation, dietary requirements, logistics, and on-site operations)
- Branding rollout using The Gym Group’s brand assets
- Technical production support (in partnership with Kelvin and the team at Concept Event Solutions)
- Full budget management and cost control in collaboration with the client
Execution and Delivery
Over a six-month planning period, we worked closely with The Gym Group as a single, collaborative team. Together, we successfully navigated the complexities of hosting a large-scale conference across a vast resort site, ensuring a seamless delegate experience from arrival to departure.
Center Parcs Woburn Forest delivered the ideal environment for both business and celebration, combining nature, wellbeing, and high-quality event infrastructure.
The entertainment programme featured returning favourites Ultrabeat, alongside MC Neat and DJ Luck as headline acts, with Pacha Vibe making a second consecutive appearance—creating an energetic and memorable evening for delegates.
To enhance the look and feel of the event, we delivered bespoke table centres and a striking “living wall,” bringing the outdoors inside and adding warmth, texture, and sparkle to the space. Additional event staff were recruited to support guest movement across the large venue, ensuring smooth transitions between sessions and activities.
It was a huge success and through hard work and attention to detail we really did meet all the tasks (and would like to say smashed it!).
Events Incorporated Ltd just get The Gym Group. They understood the brief and delivered and more. From organising travel and accommodation to entertainment, nothing was too much.
Brad Martin
Engagement Manager
