Annual Employee Recognition Event Management | Multi-Edition Team Symposium
November 6, 2025250-Person Employee Talent Showcase & Awards Event Management
The Challenge
Gilbarco Veeder Root, a global leader in fuel dispensing and retail automation technology, approached ICE India to produce "Udaan 2018"—their annual employee talent showcase and awards ceremony celebrating team achievements, recognizing excellence, and fostering organizational culture through authentic employee performance showcase. Unlike standard corporate recognition events, talent showcases demand balancing professional production quality with genuine employee creativity, managing 30+ diverse performances across dance, music, comedy, skits, and instrumental acts, coordinating complex technical requirements across varying performance types, and creating inclusive celebration atmospheres making every participant feel valued.
The August 29, 2018 event at Westin Garden City Goregaon brought together 250 employees for a full-day celebration featuring traditional lamp lighting inauguration, Innovathon awards recognizing engineering innovation, 8-tiered R&R (Recognition & Reward) ceremony acknowledging diverse contributions, 30+ employee cultural performances showcasing internal talent, red carpet experiences creating celebrity-like arrival moments, and evening DJ celebration party. This ambitious programming demanded meticulous coordination across venue management, performance choreography, AV technical production, awards logistics, and catering—all while maintaining seamless flow across 14+ hours of programming.
Employee Talent Showcase Complexity
Talent showcase events differ fundamentally from standard corporate gatherings. These celebrations authentic employee creativity—performers are colleagues, not professional entertainers, requiring supportive production environments enabling confidence and success. Performance quality varies widely—some employees bring professional-level talent, others perform courageously despite limited experience. Technical requirements span diverse categories: group dances demand synchronized lighting and smoke effects, solo singing requires karaoke track playback and lyrics display, mime skits need blackout lighting capabilities between scenes, instrumental acts demand acoustic-quality sound systems preventing feedback.
Gilbarco Veeder Root's "Udaan 2018" featured extraordinary diversity: LED group dance inauguration (3 performers), acoustic guitar singing (2-person duet), social awareness mime skit (10 performers from Payments CLO team), Rajasthani folk dance trio, 12-person fusion dance from GDC Coimbatore, flute instrumental solo, retro Bollywood couple dance, mobile addiction mime act, hydraulic team ad-mad skit, musical whistling performance, romantic solo singing, comedy dance skit from SmartCRIND team (10 performers), Tamil-Hindi-English fusion dance, managers' secret performance video, solo classical Kathak dance transitioning to Bollywood, patriotic hydraulic team mime skit, project manager life musical skit (13 performers from PMO team), and Marathi Lavani traditional dance.
This performance diversity required technical crew managing 30+ distinct lighting cues, smoke effect timing, video backdrop displays synchronized with performances, music track playback for 20+ different songs, microphone configurations (handheld, ear mics, mic stands), props management (chairs, tables, stools), costume change coordination backstage, and seamless transitions between acts preventing awkward gaps or rushed setups undermining performance quality.
Awards Ceremony Integration
Talent showcases must balance entertainment with recognition. Udaan 2018 wove two major awards ceremonies throughout the day: morning Innovathon Awards recognizing engineering innovation with presentations (11:30am-1:00pm), and afternoon R&R ceremony featuring 8 award categories strategically inserted between cultural performances preventing ceremony fatigue while maintaining program pacing.
R&R categories celebrated diverse contributions: Fresh Talent (recognizing new employee potential), Extraordinary Engineer (technical excellence), Extraordinary FBS Team (finance/business services), Extraordinary Team (collaborative achievements), Extraordinary Coach (mentorship and development), Extraordinary Leader (management excellence), Extraordinary Supporting Role (behind-scenes contributions), and Employee of the Year (highest organizational recognition). Strategic placement between performances maintained energy—award presentations provided respite from performance intensity while cultural acts energized ceremony segments preventing monotony.
Full-Day Event Flow Management
14+ hour events demand meticulous flow coordination. Udaan 2018 began with 8:30am bus departures transporting 250 employees from company offices to Westin Garden City Goregaon. Arrival coordination managed bag storage, breakfast service in pre-function area, and 10:00am group photo session. Morning red carpet (10:15am-10:40am) created arrival excitement before safety briefing and 10:45am traditional lamp lighting inauguration featuring 5 senior leaders and LED group dance performance.
Leadership addresses (11:00am-11:30am) from chief guest and CEO Rav set event tone connecting celebration to organizational vision. Morning Innovathon awards and presentations (11:30am-1:00pm) recognized technical innovation before 1:00pm lunch break. Afternoon cultural events and R&R ceremony (2:00pm-6:00pm) delivered 4 hours of continuous performances and awards maintaining audience engagement through strategic pacing and diverse act sequencing.
Evening transition (6:00pm-7:30pm) enabled employees freshen up before evening red carpet (7:30pm-8:00pm) creating second arrival moment building anticipation for dinner and DJ party (8:00pm-11:00pm). This flow balanced formality (ceremonies, leadership addresses) with entertainment (cultural performances, DJ celebration), professional recognition (awards) with relaxation (meals, party), and structured programming with organic networking time.
Operational Complexity
Managing 250 employees, 30+ performances, 2 awards ceremonies, and 14-hour event duration demanded comprehensive coordination. Venue partnership with Westin Garden City Goregaon secured appropriate ballroom space, professional stage with lighting rig, integrated AV systems, backstage preparation areas, and catering facilities supporting breakfast, lunch, and dinner service. Pre-event coordination involved collecting performance technical requirements from 30+ acts, creating detailed run-of-show documents specifying timing and cues, coordinating rehearsals (limited to avoid excessive employee time commitments), and managing costume/prop logistics.
Awards coordination required collecting nominee data across departments, managing winner selections confidentially, preparing physical awards and certificates, choreographing presentation sequences, and coordinating manager participation in recognition moments. Transportation logistics managed bus departures from company offices, staggered arrivals at venue, bag storage during event, and evening departures post-party. Catering coordination ensured quality breakfast, lunch, and dinner service accommodating dietary preferences across full-day event.
Technical production demanded professional AV crew managing sound systems ensuring clear audio across ballroom, video projection displaying performance backdrops and lyrics, stage lighting synchronized with performance requirements (disco effects, smoke timing, plain light, blackout capabilities), confidence monitors for hosts viewing scripts, backup equipment preventing failures during critical moments, and recording capabilities capturing event highlights for internal communications and future promotional materials.
Our Strategic Solution
Comprehensive Pre-Production Planning
Successful talent showcases require months of advance coordination. ICE India initiated planning 3 months pre-event conducting talent scouting through internal Gilbarco Veeder Root communications identifying willing performers and act types. Nomination forms collected performance details: participant names, department affiliations, contact information, performance category (dance/singing/skit/instrumental/others), duration estimates, theme descriptions, and special technical requirements (lighting effects, smoke, video display, props, microphone configurations).
This data enabled creation of master run-of-show document specifying performance sequences balancing act diversity (avoiding consecutive similar performances), timing precision maintaining 2:00pm-6:00pm cultural event schedule, and R&R award integration strategically placing 8 recognition moments between performances. Performance sequencing considerations included energy flow (opening with high-energy group dance, varying tempo throughout), technical complexity (grouping acts with similar requirements reducing setup changes), and audience engagement (placing crowd favorites at strategic moments maintaining attention across 4-hour afternoon block).
Technical Production Excellence
Diverse Performance Support
30+ performances spanning diverse categories demanded specialized technical capabilities. Group dances required stage lighting synchronized with music beats creating dynamic visual atmospheres, smoke effects timed to performance climaxes, video backdrop displays showing cultural imagery (Rajasthani motifs, Tamil song visuals, Bollywood themes), and spatial stage setup accommodating choreography for groups ranging 2-12 performers. Lighting crew managed disco light effects, plain light segments, spotlight focuses, and blackout transitions with split-second precision following detailed cue sheets.
Solo singing acts needed handheld or ear microphones ensuring vocal clarity, karaoke track playback synchronized with performance start, lyrics display on front-facing screens enabling confident singing, and audience-view video projection on back screens creating concert-like atmospheres. Acoustic quality sound systems prevented feedback while delivering clear audio across 250-person ballroom. Musical whistling and flute instrumental performances demanded sensitivity—microphone configurations capturing subtle tones, ambient lighting creating appropriate atmospheres, and acoustic treatment preventing echo disruption.
Mime skits required plain lighting with blackout capabilities enabling scene changes, props management (chairs, tables) coordinated with performers, video projection displaying thematic imagery (social awareness messages, patriotic symbolism, comedic backgrounds), and audio playback supporting wordless storytelling. Musical skits and comedy acts needed versatile setups—PMO team's 13-person "Life of a Project Manager" musical skit required 6 chairs, 1 table, presentation display, and balanced audio for spoken comedy and musical segments.
Seamless Transitions & Backstage Coordination
Performance transitions make or break talent showcases. Awkward gaps between acts kill energy and expose production weaknesses. ICE India maintained technical crew backstage managing equipment changeovers during host introductions, coordinating performer entrances/exits through dedicated pathways, preparing props and costumes for upcoming acts, and troubleshooting last-minute issues (costume malfunctions, music track problems, microphone batteries) preventing performer awareness. Hosts (Sudipto, Neelam, Ramya, Durgesh, Pranjali, Gaurav Bhonsule, Preet, Sukriti, Vignesh, Manigandan, Kirti) maintained audience engagement during transitions through scripted banter, audience interaction, and performance context-setting.
Awards Ceremony Choreography
Innovathon Awards (11:30am-1:00pm) recognized engineering innovation through presentations showcasing technical achievements. Award sequence and presenter coordination ensured smooth pacing—nominees presented innovations, winners received recognition from senior leadership, and presentations educated audience on technical excellence fostering organizational pride. R&R ceremony integration throughout afternoon cultural events maintained recognition visibility without overwhelming program with ceremony fatigue.
8 R&R categories were strategically placed: Fresh Talent after sequence #5 performances, Extraordinary Engineer after #6, Extraordinary FBS Team after #10, Extraordinary Team after #12, Extraordinary Coach after #17, Extraordinary Leader after #18, Extraordinary Supporting Role after #24, and Employee of the Year after #31 (penultimate performance before managers' making video). This pacing provided natural performance breaks, maintained award significance through strategic placement, and prevented ceremony monotony through cultural act interspersion.
Red Carpet Experiences & Cultural Elements
Two red carpet moments created celebrity-like arrival experiences building excitement. Morning red carpet (10:15am-10:40am hosted by Neelam and Vivek) welcomed employees to formal event setting elegant tone. Evening red carpet (7:30pm-8:00pm hosted by Pranjali and Gaurav Bhonsule) transitioned event from day ceremonies to evening celebration party creating renewed arrival anticipation. Professional photography captured red carpet moments providing employees memories and social sharing content.
Traditional lamp lighting inauguration connected corporate event to Indian cultural traditions. 5 senior leaders jointly lit ceremonial lamp symbolizing knowledge enlightenment and auspicious event beginning. LED group dance immediately following inauguration (featuring Gaurav, Vaishanvi, Sumit Nandi) blended traditional ceremony with contemporary performance creating memorable opening fusion. These cultural elements grounded celebration in meaningful traditions beyond generic corporate programming.
Full-Day Catering & Hospitality
14-hour events demand comprehensive catering coordination. Westin Garden City Goregaon partnership provided arrival breakfast (8:30am-10:00am) welcoming transported employees, lunch service (1:00pm-2:00pm) post-Innovathon awards enabling afternoon session energy, and dinner (8:00pm-11:00pm) during DJ celebration party. Catering quality matched event formality—5-star hotel standards demonstrating organizational investment in employee experience. Dietary accommodations (vegetarian, vegan, religious requirements) ensured inclusive dining experiences.
DJ Celebration Party & Evening Entertainment
Evening DJ party (8:00pm-11:00pm) transitioned event from structured programming to organic celebration. Professional DJ provided music catering to diverse preferences enabling employee dancing, networking, and relaxation after intensive day programming. Lighting systems transformed ballroom from ceremony space to party atmosphere. Dinner service during party enabled casual dining and conversation. This evening component provided closure while extending celebration creating memorable shared experiences beyond formal recognition moments.
Real-Time Event Management
Throughout 14 hours, ICE India maintained operational presence managing real-time coordination: bus arrival management and breakfast service, group photo session coordination, morning red carpet hosting, lamp lighting ceremony choreography, leadership address timing, Innovathon awards presentation flow, 30+ performance cues and backstage coordination, R&R award presentations, technical troubleshooting (audio issues, lighting cues, video playback), lunch and dinner service transitions, evening red carpet hosting, DJ party coordination, and departure logistics. This presence ensured seamless execution despite inevitable real-time adjustments required across complex multi-component full-day employee celebration.
Measurable Impact & Results
Gilbarco Veeder Root "Udaan 2018" delivered on employee engagement objectives while showcasing organizational culture and strengthening workplace pride:
Operational Excellence
- 250 employees engaged across 14-hour full-day celebration event
- 30+ performances executed seamlessly across diverse categories and technical requirements
- 8 R&R awards presented recognizing achievements across organizational levels
- Zero technical failures during performances, awards ceremonies, or leadership addresses
Employee Engagement & Participation
- 100+ employees performed across 30+ cultural acts showcasing internal talent
- Cross-departmental collaboration fostered through team performances (Hydraulics, PMO, Payments CLO, GDC Coimbatore)
- Authentic celebration moments created through employee creativity and talent showcase
- Positive feedback on production quality elevating employee performances professionally
Organizational Culture Impact
- Strengthened workplace pride through recognition of achievements and talent celebration
- Cultural diversity celebrated showcasing regional traditions (Rajasthani, Tamil, Marathi, Kathak)
- Leadership visibility increased through awards presentations and intimate recognition moments
- Memorable shared experiences creating stories and bonds strengthening organizational identity
What Made Udaan 2018 Successful
Inclusive Talent Participation
Udaan 2018's success stemmed from inclusive participation spanning departments, roles, and regions. GDC Coimbatore teams brought Tamil cultural performances showcasing regional diversity. Hydraulics and Mechanical teams collaborated on ad-mad comedy skits. PMO team created elaborate 13-person musical skit. Payments CLO team delivered social awareness mime. Individual contributors (Tanay Khede, Chitra Kadam, Rajendra Tawade, Tushar Godbole) showcased solo talents. This inclusivity fostered organizational unity—employees saw colleagues beyond professional roles, appreciated diverse talents, and celebrated shared organizational identity transcending departmental boundaries.
Professional Production Quality
Employee performances deserve professional presentation quality. ICE India's technical production elevated amateur acts through synchronized lighting, smoke effects timed to performance climaxes, video backdrop displays providing visual context, clear audio quality ensuring vocals and music resonated powerfully, and seamless transitions maintaining show momentum. This professionalism enabled employee confidence—performers felt supported rather than exposed, audience engagement remained high throughout 4-hour afternoon block, and overall event quality matched corporate standards demonstrating organizational investment in employee experience.
Strategic Performance Sequencing
Maintaining energy across 30+ performances required thoughtful sequencing. Opening with high-energy LED group dance set celebratory tone. Alternating performance types (group dance followed by solo singing, then mime skit, then instrumental) prevented monotony. Placing crowd favorites (managers' secret performance video, comedy acts, fusion dances) at strategic moments sustained attention. R&R award integration provided natural performance breaks while maintaining recognition visibility. Ending afternoon with Marathi Lavani traditional dance created memorable cultural finale before evening party transition. This pacing prevented fatigue while building cumulative celebration momentum.
Cultural & Traditional Integration
Connecting corporate celebration to Indian cultural traditions created meaningful moments transcending generic corporate programming. Traditional lamp lighting by 5 senior leaders symbolized knowledge enlightenment and auspicious beginnings. Regional cultural performances (Rajasthani folk, classical Kathak, Tamil fusion, Marathi Lavani) celebrated India's diversity. Red carpet experiences created familiar celebrity-arrival excitement. These elements grounded Udaan 2018 in authentic cultural celebration rather than superficial corporate veneer.
Full-Day Experience Design
14-hour event duration enabled comprehensive employee experience. Morning formality (inauguration, leadership addresses, Innovathon awards) set professional tone. Afternoon cultural showcase created authentic performance celebration. Evening party transitioned to relaxed networking and dancing. This progression balanced recognition with entertainment, formality with fun, structured programming with organic interaction. Full-day commitment demonstrated organizational investment making employees feel genuinely valued beyond transactional employment relationships.