Case Study: How Branded Bamboo Fans Enhanced the VIP Experience at Room 187’s Summer Festival
Creating memorable events is often about the smallest details. While headline performers and great venues attract audiences, it’s often the thoughtful extras that guests remember long after the day has finished.
That philosophy was central to Room 187‘s latest summer festival, held at Colesdale Farm on 18 July 2026. As part of hotline’s ongoing support for community events and organisations across the UK, we were delighted to sponsor 100 branded Bamboo Fans for VIP guests attending the festival.
Far more than a simple giveaway, the fans became a practical part of the festival experience—helping guests stay cool throughout a warm summer’s day while providing a keepsake that could be used again for future holidays, festivals and outdoor events.
187 & Park festival supported by hotline.co.uk
About Room 187
Room 187 has spent the past five years building a strong reputation for delivering high-quality R&B events, steadily growing its audience and expanding the scale of its productions.
What began as regular R&B events evolved into 187 & Park, a daytime event combining live performances with the atmosphere of a boutique music festival. As the brand continued to grow, launching a larger outdoor festival became the natural next step.
David from the 187 & Park team explained:
“We have been hosting R&B events for five years now and this was a big step for us. We have built up a big brand… now in our fifth year we took the big step and hosted this festival which made sense with the growth of our brand.”
The move represented an exciting milestone, bringing together music lovers for a full-scale outdoor celebration in the middle of summer.
Creating a VIP Experience Worth Remembering
For Room 187, the VIP experience needed to feel genuinely special rather than simply offering a different ticket.
More than 400 VIP guests enjoyed dedicated seating, exclusive toilet facilities, a separate food vendor and an improved view of the stage, all designed to create a more relaxed and comfortable environment throughout the day.
As David explained:
“We wanted to create an experience that matched what the customers paid for… exclusive, welcoming and memorable.”
It was this attention to detail that made the bamboo fans such an appropriate addition.
Rather than giving guests something they would quickly put into a bag and forget about, the team chose an item that solved an immediate problem while reinforcing the premium nature of the VIP package.
Why Bamboo Fans Were the Perfect Festival Giveaway
Outdoor festivals in July inevitably bring warm weather, and practical comfort quickly becomes part of the guest experience.
The bamboo fans offered a simple solution.
They were:
• lightweight
• easy to carry
• foldable
• reusable
• visually suited to the festival atmosphere
• useful throughout the event and beyond
David explained why they worked so well:
“The fans were beautifully created—it fit the aesthetic we were going for because of how summery the design was. People were able to use them to cool down when they needed.”
Rather than competing for attention, the fans became a natural part of the event itself.
Guests Didn’t Just Collect Them—They Used Them
One of the biggest challenges with promotional merchandise is ensuring people actually use it.
That certainly wasn’t an issue here.
The first 100 guests through the VIP entrance received one of the sponsored bamboo fans, creating a sense of exclusivity from the outset.
According to David:
“We had people saying we should hold on to them for them! Everyone was using them as a fan or as a prop to enhance their look!”
This perfectly illustrates what makes effective promotional merchandise so valuable.
The fans weren’t tucked into bags or left behind at the end of the day—they became part of the festival experience itself.
187 & Park Bamboo Fans in use
More Than a Giveaway—A Lasting Souvenir
The best promotional products continue delivering value long after an event has finished.
Because bamboo fans are durable, lightweight and practical, they are likely to be used again during future holidays, festivals and warm-weather events.
David summed it up perfectly:
“A nice, memorable touch and a souvenir that the guests can keep and use for future summers to come.”
That longevity is one of the reasons promotional merchandise continues to be such an effective marketing tool.
Every future use represents another reminder of the positive experience associated with the event.
Sustainability Was an Added Benefit
While practicality was the primary reason for selecting the fans, the bamboo construction also aligned with the organisers’ preference for more environmentally conscious products.
David explained:
“We liked that they were made from bamboo instead of plastic… it was nice that they were a more environmentally friendly option as well.”
As more organisations seek reusable alternatives to disposable giveaways, products made from responsibly sourced materials are becoming increasingly popular for festivals, exhibitions and corporate events alike.
Why Practical Promotional Products Deliver Better Results
One of the strongest lessons from this sponsorship is that successful promotional merchandise doesn’t have to be expensive or complicated.
The most effective products are those that genuinely improve someone’s experience.
For outdoor events, this could include:
• Bamboo fans
• Reusable water bottles
• Cotton tote bags
• Picnic blankets
• Branded towels
• Sunglasses
Interestingly, David suggested many of these himself when asked what he would recommend to other organisers planning summer events.
By selecting products that people genuinely want to use, organisers create a stronger connection between their brand and a positive experience.
Close-up of the branded bamboo fan showing the printed design.
Working with Hotline™
We’re always proud when customers highlight not only the finished product but the service behind it.
Reflecting on the sponsorship, David commented:
“We have had a perfect experience working with Hotline… Everything was well explained, the fans were well done… they even went over and beyond to find our flyer to make the design relevant without us giving them that information.”
Taking the time to understand a customer’s event and branding helps ensure the finished promotional products feel like a natural extension of the occasion.
That’s exactly what our free 20-minute Visual Proof™ is designed to achieve—giving customers confidence in how their artwork will look before production begins.
Looking Ahead
Following the success of this year’s festival, the Room 187 team already has further events planned before the end of the year, including a number of parties and the possibility of another major end-of-year celebration.
As the organisation continues to grow, we’re delighted to have played a small part in helping create another memorable event for their guests.
Conclusion
Thoughtful promotional merchandise doesn’t simply promote a brand—it enhances the experience people remember.
For Room 187’s summer festival, the branded Bamboo Fans became much more than a giveaway. They provided practical comfort during a warm outdoor event, complemented the festival’s relaxed summer aesthetic and gave guests a useful keepsake that could be enjoyed long after the music had ended.
Whether you’re organising a music festival, outdoor corporate event, charity fundraiser or VIP hospitality experience, choosing promotional products that genuinely add value will always leave a stronger and more lasting impression.
If you’re planning an outdoor event and would like advice on selecting promotional merchandise that your guests will genuinely appreciate, explore Hotline’s range of branded event giveaways or contact our team to discuss your ideas. With our free 20-minute Visual Proof™, you can see exactly how your branding will look before placing your order.