When the Scale of the Venue Meets the Scale of the Client

The Challenge

As one of Scotland's most popular visitor attractions, Edinburgh Zoo welcomes thousands of guests every year. When a major distribution business approached us to host its annual Summer Family Fun Day, we were tasked with delivering an event that would not only move their longstanding celebration off-site but also create a memorable experience for employees and their families.

The client had previously hosted the event at its warehouse facility and was looking for something different. Initial attendance was expected to be around 350 guests, with a maximum capacity of 500.

The Growth

Demand far exceeded expectations. Within the first weekend of registrations, more than 600 guests had signed up to attend. Working closely with the client, we increased capacity first to 800 and ultimately to 1,000 attendees, representing a 149% increase in attendance compared with the previous year.

Scaling an event of this size required us to rapidly adapt our plans while maintaining an exceptional guest experience for both event attendees and the zoo's general visitors.

The Solution

A key priority was creating a seamless experience that clearly distinguished event guests from the public while minimising disruption across the site.

To achieve this, we provided the group with a dedicated entrance and event-specific arrival experience. Branded wristbands were issued to all attendees and served multiple purposes: identifying event guests, highlighting dietary requirements and enabling ice cream redemption across the zoo.

To ensure catering operations ran smoothly, we created a dedicated event catering hub within the Lemur Lodge, an African-inspired marquee located in the heart of the zoo. Live BBQ stations added theatre and atmosphere, while guests enjoyed lunch on the adjoining lawns before exploring the zoo and its attractions throughout the afternoon.

The Results

The event was a resounding success for both the client and their guests:

• 149% increase in attendance compared with the previous year
• 1,000 attendees successfully accommodated
• 100% satisfaction rate achieved
• Guest feedback highlighted appreciation for a unique experience away from the workplace and the opportunity to enjoy a family day at Edinburgh Zoo

By combining operational flexibility, creative event planning and a venue experience unlike any other, Edinburgh Zoo transformed a traditional employee event into a memorable day that delivered exceptional engagement and lasting impact.