Venues Event Management was hired by Capgemini to plan and execute an awards trip for 33 guests to Vila Vita Park in Portugal from April 20th to 23rd. The trip included transportation from the UK to Portugal via coach and plane, accommodations at Vila Vita Park, and curated activities such as a catamaran cruise, jeep safari, and wine tasting. Contingency plans were made for potential issues like bad weather and flight delays. The trip was a success and thoroughly enjoyed by all guests, receiving positive feedback for Venues Event Management.

1. case
STUDY
Client: Capgemini
Event: Awards Trip
Group Size: 33 guests
Agency: Venues Event Management
Date: 20th April – 23rd April
Venue: Vila Vita Park, Portugal

2. case
STUDY
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.

3. case
STUDY
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.

4. case
STUDY
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.

5. case
STUDY
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.

6. case
STUDY
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.

7. case
STUDY
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.

8. case
STUDY
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.

9. case
STUDY
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.

10. case
STUDY
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.

11. case
STUDY
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.

12. case
STUDY
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