10 minutes with Paul and Nadine Fenton on creating Viva Esprit event agency

PA Life talked to Paul and Nadine Fenton, joint Managing Directors and founders of Viva Esprit, an independent boutique events agency, about their business journey and the agency they have created…

Can you take us back to the start of Viva Esprit – how did it all begin, and what inspired you to start an event management agency?

Viva Esprit began in 2005 from very humble beginnings—our first office was on the landing of our house, and we even sold our car to cover the setup costs! Both of us have deep roots in the hospitality industry; we actually met while working at the same golf course in Surrey. The timing just felt right to take the plunge and start our own agency. We understood that events are about so much more than just the venue—they’re about creating memorable experiences and leaving a lasting positive impression.

You create and manage events around the world with a small team. How do you manage an international operation?

Even though we’re a relatively small company, we manage international events by taking a highly personalised approach with our clients. Our success comes from truly understanding each client’s unique needs and becoming an extension of their organisation—a genuine strategic partner. We focus on the specific requirements, cultural nuances, and individual needs of each event to create experiences that resonate deeply with participants. For example, we recently had a client with delegates coming from around the world, and it was essential to find a location that was easily accessible and could cater to everyone’s needs, including dietary requirements.

We’re also very selective when it comes to recruiting like-minded individuals and freelancers who share our passion for events. Over the years, we’ve built strong relationships with venues and suppliers worldwide. Our team is constantly attending industry events, city, and venue site visits—it might sound glamorous, but it’s a lot of hard work. We need to stay on top of new locations, refurbishments, and openings to provide our clients with the most up-to-date information.

What’s unique about Viva Esprit’s offering, and how do you stand out from other event specialists?

We’ve been fortunate to work with some of our clients since Viva Esprit’s inception, and we never take that for granted. Our passion drives us to continually come up with new ideas and make every event special.

What sets Viva Esprit apart is our deep understanding of the challenges our clients face. We know that organising an event is often an additional responsibility on top of an already busy day job, and we understand how stressful it can be. Our approach is all about making our clients feel comfortable and confident from the start. We take the time to understand their needs, then handle all the heavy lifting to ensure every detail is covered. Recently, a PA asked us to source a location and activities for a board meeting. She could have done it herself, but with her day-to-day demands, it made sense to give us the brief. In the end, she contracted us to manage the entire programme because of her workload.

What advice would you give to PAs and EAs new to organising events?

Of course, we’d say, use an event agency! But if you’re new to organising events, here are five top tips:

1. Be clear on your objectives: Define the main goal of the event—whether it’s team building, celebrating a milestone, or launching a product. This will guide your decisions.
2. Research suitable venues: Do your homework to find the best venues. Read reviews and consider factors like location, capacity, and facilities.
3. Understand your guests: Know who your attendees are and tailor the event to meet their needs and interests.
4. Stick to your budget: Keep a close eye on your budget to avoid unexpected costs.
5. Send save-the-dates early: Ensure your guests can attend by sending a ‘save the date’ as soon as possible.

Our advice would be to speak to the experts. We take the stress out of organising events with our insider knowledge to ensure that nothing is left to chance. Our venue-finding team will secure the best location and negotiate the best rates. We’ll arrange all-important site visits—because, while websites and images are professional, a site visit is crucial to ensure you’re happy with the space. We walk the event from the guest’s perspective to make sure it’s in line with your vision. We also add value by offering additional services like arranging transfers and conference apps.

For more tips, visit our website at vivaesprit.com, where we share useful insights on creating exceptional event experiences.

What key trends do you see in this market?

In the post-COVID world, there’s a stronger desire for in-person interaction. People crave face-to-face connections, so events now need to include time and spaces for networking and informal meetings. We always challenge our clients to increase coffee break times or to have a dedicated, structured networking time in their agenda. Recently, we ran a conference for 700 people with a 60-minute session for structured 1:1s on an 8-minute rotation, and people loved it.

Sustainability is also a top priority. We believe it’s not a compromise but an opportunity to create engaging and environmentally responsible events. Our Greengage EcoSmart certification reflects our commitment to sustainability. We assign one of our Sustainability Champions to each event to ensure that sustainability is always a key focus for us and our clients.

Health and wellbeing are increasingly important, with a focus on healthier menus and activities like yoga or meditation. Inclusivity is another critical focus, ensuring events are accessible and welcoming to everyone. AI is also playing a growing role, offering powerful tools for creativity and simplification, opening up new possibilities in event planning.

In a few words, what makes an event a great success?

A great event’s success comes from having a passionate, dedicated team at the helm. It’s about delivering exceptional experiences and seeing guests leave with a smile on their face. We absolutely love what we do!

Contact Viva Esprit

For help with your next event or to find out more about Viva Esprit go to www.vivaesprit.com or contact them at inspire@vivaesprit.com or call on 0203 981 0112.

PA Life Club members enjoyed a fantastic FAM Trip organised by Viva Esprit.