caseSTUDY Client: Capgemini Event: Awards Trip Group Size: 33 guests Agency: Venues Event Management Date: 20th April – 23rd April Venue: Vila Vita Park, Portugal
caseSTUDY The Brief To devise and deliver a five-star employee recognition ‘awards trip’ to mainland Europe on behalf of Capgemini (global leaders in consulting, technology, outsourcing, and local professional services). Following a successful tender, Venues Event Management assumed full event management of three such trips a year. Award-winning delegates are from diverse backgrounds, have different interests and are geographically dispersed across the UK. A typical trip would feature 20 delegates, each accompanied by one guest.
caseSTUDY Execution Friday Venues Event Management organised a 37-seater coach to pick up guests from Shropshire and then onto offices in Birmingham. All guests arrived at the Sofitel Hotel at Gatwick where a buffet dinner and drinks was held at the hotel.
caseSTUDY Saturday Two separate flights were organised – Monarch airlines from South Terminal and easyJet from the North Terminal. Upon arrival to Faro, Venues Event Management had arranged for Cititravel to welcome the groups before taking them on to the hotel. Guests arrived at Vila Vita Parc where they were taken straight to the Garden Bar on the lawn for lunch. A full buffet was provided with drinks.
caseSTUDY The evening’s pre-dinner drinks took place on a Catamaran Cruise around the coast of the Algarve. Guests set sail for a two-hour sunset cruise with an open bar and nibbles available. After the cruise, it was back to Vila Vita Parc for dinner in the Adega Portuguese restaurant.
caseSTUDY Sunday The morning’s activity was a three hour Jeep Safari that stopped to taste and experience some of Portugal’s traditional firewater and fresh honey. Afterwards, guests returned to Vila Vita Parc for a BBQ lunch on the terrace area of the Bela Vita Restaurant, before a free afternoon to enjoy the hotel facilities or explore the town. Vincent’s Restaurant was the locations for a Gala Dinner in the evening with a seven-course menu.
caseSTUDY Monday The coach departed for a surprise wine tasting trip to Adega do Canto, Cliff Richard’s vineyard. Guests then went on to Couleur France restaurant for a three- course lunch. Coach transfers to Faro prepared guests for the return trip home.
caseSTUDY Challenge 1 Wet Weather Many of the excursions were outdoor activities, so wet weather contingencies were required to ensure activities were still available for the delegates. Solution • Lunch in the Garden Bar at Vila Vita Parc took place in the Restaurant Atlantico in the Clubhouse Building. • To replace the Catamaran Cruise, guests would take part in some wine tasting in the hotel cellar.
caseSTUDY Challenge 2 Two Flights Due to the number of delegates, Venues Event Management had to book two separate flights from Gatwick. In the event of one being delayed, a contingency was required at Faro Airport to transfer guests without disruption. Solution Communication was key and there was a representative either from Venues Event Management on each flight where they would inform the other of any potential delays. If either flight was delayed, staggered coach transfers would be adopted.
caseSTUDY Challenge 3 Accident on motorway A motorway accident meant a delayed arrival at Gatwick Airport for guests on-board the coach from Shropshire. All guests traditionally meet for dinner on the eve of the trip and stay overnight at an airport hotel. Solution This is one of the reasons for gathering guests at the airport hotel the night before flight departures to allow for any potential delays. Dinner was served slightly later once all guests had arrived.
caseSTUDY Verdict The event was a great success and planning for two more events are already underway. With the exception of the delay on the motorway on the first night, no other contingencies were called-upon and all the original plans went ahead. The trip was thoroughly enjoyed by all.
caseSTUDY Testimonials “I wanted to thank you and all that helped with the organisation of the trip for the award winners. We had a thoroughly enjoyable time and really appreciated all the hard work that went into the event. It couldn’t have been any better and was a truly remarkable memorable trip, thank you.” – Delegate from Capgemini “I would like to say a massive thank you to you both for all your hard work over the weekend whilst we were in Portugal. The event had a really relaxed feel about it which was due to you both working in the background to keep everything flowing smoothly. “ - Clare Sambrook, Capgemini Awards Trip Manager