How the Polo was Rocked (Events)
Chinawhite Rock The Polo at Cartier International, July 27th 2008
It's all very well that event agency GSP has an enviable list of prestigious events to its name. But with new client Chinawhite, GSP had to pull out all the stops to create a party that's renowned as a social whirl of royalty, celebrity and society.
Rock the Polo 2008 also had to bring to life the exclusivity and party ethos that has kept Chinawhite at the apex of the club scene for so long.
Here, the GSP team frankly recounts the elation of winning a highly competitive pitch and the fraught process of stamping its imprimatur on the eight-year-old party. Sat Bal watched GSP take the event to finish, alternating between Veen water and Veuve as temperatures soared into the 80s on the big day. (4 Aug '08)
The Pitch...
Claire Walton - Project Manager, GSP (pic right)
"The first pitch date was in early February and we were ready with a scale plaster model, visuals and plans. We wanted this job so badly!
"Our prospective client walked in, in a
somewhat unreceptive mood, and sat there with arms folded. By the end of the pitch, he was smiling.
"Two weeks later we
had to totally rethink our structure presentation and concept. A fortnight afterwards we were still going back and forth with the budget. A decision would would be made by Monday.
"On Saturday, we
got the call - against pretty high odds - that we were going to produce Chinawhite's Rock the Polo. I squealed for at least an hour!
"Time to face the challenge and better an event that had already
been done so well for years by the previous agency.
"Suddenly the industry's buzzing about it. Our client starts to get random calls from former
suppliers indicating that we're not up to the job and can't deliver
what was promised. Thankfully he continues to have faith in us and let
us get on with it.
"We want to make this a GSP event but have to absorb the event first. Meeting after meeting ensues. Seems that a lot of people are watching and waiting
for us to fail."
The Countdown...
WEDS 16 July
"No one had quite been able to visualise the sheer scale of this.
"Our Portakabins arrive - my home for the next 2 weeks, so we buy a plant, scented candles and a treat store. If we're going to be stuck here for so long, we might as well make it pleasant!" Claire Walton, GSP
FRI 18 -SUN 20 July
"Five artic lorries arrive to unload the tent structure. It's raining. Please, please let the weather pick up! As the trackway is finished and the first tent structure goes up, we realise the site hasn't been marked out completely square before we arrived. Re-measure and square off corners and hope Guards Polo Club won't flip.
"Main structure is up and finished. God, we could probably fit two 737 jets in this space but then the overall capacity has been increased significantly from last year to accommodate extra dining and entertainment. Still can't quite picture the finished result.
"Keep thinking 'This time next week...' but then a problem emerges. The central curved truss feature is too low - visions of drunken revellers trying to hang off it on the dance floor. Frantic calls finally result in two lengths of different truss to allow us to raise the central bar." Claire Walton
TUES 21 July
Jules Stevenson -
Director, GSP:
"A problem with the lining of tent crops up. We refuse to use a typical tent lining since we
want a Chinawhite feel not a wedding feel!
"We use a tack off system
which is a huge undertaking for a tent this size. The lining is not fitting as
it should.
Jules Stevenson ponders his next move
"We have to bring in another lining crew to dedicate them to rectifying the problem. This means that security and lighting are installed to allow the crew to work through the night to meet deadline!"
WEDS 22 JUL
(Left) VIP area shapes up
"The weather is amazing but we hear that rain's a possibility for Friday so we make preparations for that. A dressing crew of 30 is in today and this brings colour to the build.
"The other good news is that staff costumes are en route from Bali and the French drummers are also due in." Jules Stevenson
FRI 25 July
"Decking arrives for the garden area. It's been so roughly
cut that we're going to have to lay it and then take a circular saw to the
whole lot to finish the edges. "On a better note, the sun is shining, contrary to earlier reports. The party finale will now feature a chant urging revellers to 'Look at the sky' where they'll see three amazing heliospheres suspended in the sky. It's a great way to tell guests that the party is ending."
(Right) Outside bar in progress
Following England's victory over Australia in the Coronation Cup on Sunday 27 July, guests were finally welcomed to Rock the Polo to witness a mesmerising new
structure, cascading terrace water features and an extravagant and
death defying aerial acrobatics display – all of which built to the
climax of the night; a showstopping DJ set by award winning New York
music producer Mark Ronson. Ronson was supported by top London club DJ,
Sam Young; while the second dance tent was taken over by dance music
maestro, DJ Jeremy Healy.
Client feedback? Chinawhite's Jeremy Hartley (R) feeds back
A special viewing platform was erected for VIP guests to watch the set and in prime position was Harry Potter star Emma Watson, who danced with hands in the air for the duration of the set. Ronson also presented London club DJ Sam Young with a cake with the words ‘Sam Young rocked the polo on his 29th birthday’. Drummers and stilt walkers in floating white robes also populated the stunning Balinese inspired marquee. Guests drank was Veen water and bottles of Icelandic Glacial Water, and shots of Diplomat Vodka.
At the Chinawhite Rock The Polo lunch, 1700 attendees sat down to a delicious three course meal prepared by Rhubarb Food Design.
A chocolate desert hand crafted by chocolate aficionado Willie Harcourt-Cooze, of Willie’s Wonky Chocolate Factory fame. After the Coronation Cup in the presence of HRH Prince Charles, Chinawhite welcomed its guests back for a traditional British afternoon tea.
Mark Ronson heats up the party
At the end of the night, giant heliospheres were released in to the night sky, featuring Cirque de Soleil-style trapeze dancers. Behind the scenes, organisers also worked with the CarbonNeutral Company resulting in the party offsetting 309 tonnes of CO2.
What the client said:
“GSP were simply outstanding from start to finish; I have been seriously impressed. I sat down for lunch for the first time in the event’s eight-year history. Say no more!”
Jeremy Hartley, Managing Director, Chinawhite
Guests included...
Kris Marshall
Margot Stilley
Kelly Brooke
Jimmy Choo
Emma Watson
Mark Ronson
Jenson Button
Alex Pettyfer
Paul Sculfor
David Gandy
Dita Von Teese
Holly & Sam Branson
Lady Victoria Hervey
Simon Kassianides
Sam Sangster
Isabella Anstruther-Gough-Calthorpe
Tina Hobley
Caprice
Natalie Imbruglia
Zafar Rushdie
Salman Rushdie
(Above) Natalie Imbruglia & Emma Watson(Right) Dita Von Teese
For image gallery click pic below:
Suppliers -
Set Design and Build: Sculptivate
Catering: Rhubarb
Bars: Dynamic
Lighting: Event Concept
Sound: Green-i
Power: EMF Events
Lasers: LM Productions
Flowers: Jayne Copperwaite
Structures: Complete Events and Intent Productions