Streamlining Experiential Event Bookings for a Leading Drinks Company

Written by Clare Chaney

June 2025

The Challenge 

A global beverage company executed exceptional experiential activations – ranging from sampling to branded pop-up bars – but the booking and management process was fragmented. Field teams and customer marketing used various online systems and manual processes from email, texts, phone calls and spreadsheets to organise a single event. This resulted in:

  • Inefficient, time-consuming and inconsistent booking processes
  • Missed opportunities due to slow processes and responses 
  • Limited visibility of asset availability and planned activations
  • Inefficient re-use of high investment assets 
  • Disconnected customer journey

The Solution

We implemented the Experience This platform to centralise and streamline the entire experiential event booking process. Now all departments can:

  • Request and manage activation through a single, easy-to-use platform 
  • View available assets and activation assets for faster execution
  • Reuse previously created assets and formats across all regions
  • Track bookings, status and performance in real time

Critically, Experience This remains fully agency-neutral – giving brand owners total flexibility to engage the agencies or suppliers of their choice, ensuring competitive pricing and the best-fit delivery partners for each activation. 

The Results

  • Smarter asset reuse, saving time and increasing ROI: £2.5M saved through asset re-use!
  • Faster Activation: Field teams can book and execute campaigns more efficiently
  • Greater Agility: Brand can respond to opportunities and feedback at pace
  • Streamlined Operations across regions and teams 
  • Full visibility of experiential activity for better planning and reporting
  • Freedom of choice: teams can maintain control over agency selection, supplier pricing while ensuring brand compliance
  • Providing a fully connected customer journey

 

From reactive and manual to connected and agile – Experience This helped this FMCG company take experiential marketing to the next level, without locking them into rigid agency models. 

Find out how Experience This can improve your team’s productivity and your marketing ROI