Back in May 2019, we completed one of our most ambitious mobile coffee services to date, with a month-long series of coffee bars and baristas attending 11 events as part of Xero’s roadshow.
This now seems a world away. But we wanted to look back on the project as one of last year’s highlights. It came together exactly as planned and we’re looking forward to taking on similar challenges as soon as we can.
What’s the background?
Xero is a business providing cloud-based accounting software. Their customers and prospects are small businesses and accounting partners. An important part of Xero’s sales strategy is meeting with prospects to explain and demonstrate their products and capabilities.
Xero is a new business, founded in New Zealand, where they already have a reputation for providing partners and guests with great coffee at their events. For their UK roadshow, they needed to match this high standard and serve coffee that would help them be remembered for the right reasons.
What was the challenge?
The roadshow included 11 dates and venues across one month, with between 100 – 500 attendees at each event. The team at Xero were looking for a mobile coffee partner to:
• Provide a professional and consistent service across all events
• Serve speciality coffee to the high standards expected by prospects
• Complement their modern and approachable brand and culture
With varying numbers of attendees, it was down to us to advise and provide the most suitable set up for each venue, ranging from 1 bar with 1 barista to 2 bars with 4 baristas.
The roadshow package included branded bars, cups, aprons, and stencils at each roadshow event.
What we did
We worked closely with the roadshow coordinators, All About Venues Limited, and event production company, Stirling Event Group, to map out the logistics and schedules.
Everything was planned and communicated between Xero, the event coordinators and us, to happen at a fast but steady pace. Considering tight turnaround points with overnight location changes, we mapped out the event plan and hit all 11 dates and venues:
1. Crowne Plaza Newcastle
2. The Lancashire County Cricket Club
3. Jurys Inn Brighton Waterfront
4. Hilton Cardiff
5. Grand Harbour Hotel Southampton
6. Crowne Plaza Plymouth
7. Holiday Inn Norwich North
8. The Mermaid London
9. Balmoral Hotel Edinburgh
10. The Belfry
11. Queen Elizabeth II London
Across the month, we took 13 coffee bars to 11 events, with 19 baristas serving our signature blend. Drinks were served on arrival and in break times, meaning extremely busy service peaks for our baristas. In total, 33kg of coffee beans were used to make 2,726 drinks.
It was hugely satisfying to work on such a large project that took a full team effort – both internally and with partners – and see it come together without hitch.
It’s great working with a brand that has such a genuine and contemporary attitude towards its operation and understands the real importance of good quality coffee and hospitality.
Speaking of the roadshow’s success, Liz Anderson, Senior Project Manager at Xero, said:
“The team at Barista crewed a number of Xero UK events and whether we’ve needed one barista or twenty, they always provide a great set-up. They’ve been efficient, friendly and have seamlessly served up perfect coffee, along with smiles and other hot drinks too. They have an impressive commitment to sustainability and have proven time and again that they’re all round great bods to work with.”
Xero told us that after the roadshow, our baristas and coffee were asked for at subsequent events. It’s great to hear this and it goes to show the impact good quality hospitality can have.
While there’s no doubt that Xero’s roadshow would have been a success with or without our coffee, it can be the small details that leave a memorable impression with prospects. The gesture of perfectly made coffee served with care, is what takes events like this to the next level.