NAME: Club Excellence
TYPE: A series of seven events for an incentive program.
CLIENT: An international business software company bringing delegates from 17 countries across Asia Pacific.
NO. ON ORGANISING TEAM: Ten Off-Site Connections (OSC) managerial staff in partnership with 225 catering staff, 151 entertainers, 75 contracted staff, 40 chefs, 21 technical staff and the team at Carlson Marketing.
PAX: 5100 pax in total over seven events.
BUDGET: TOP SECRET
WHAT YOU DID: Using a variety of signature Gold Coast locations, OSC created and managed a diverse portfolio of events ranging from on-site to off-site, from public parks to the Palazzo Versace. The most spectacular location, where the majority of the events took place, required the construction of an event ‘mini city’ at Doug Jennings Park on the Spit at Southport, overlooking the Broadwater of the Gold Coast. It took eight days to build, and incorporated four marquees, the largest of which was a 100-metre by 45-metre main marquee. Aside from a plethora of equipment, crew and infrastructure, OSC also built a full-size rodeo in the compound. Two welcome events, titled ‘A Sunburnt Country’ combined rustic Australian charm with native Australian wildlife, horse and dray rides, roving performers, and an Aussie bush carnival complete with sideshow alley amusements, fairy floss and face painting for the kids – the perfect welcome to Australia for 3000 guests. The following evening, OSC managed five dinners held simultaneously at the Gold Coast Convention and Exhibition Centre, with delegates divided into groups according to country or region. The room décor, entertainment and catering was changed to reflect a different modern theme for each room.
SPECIAL TOUCHES: The children’s marquee equipped with games, toys, roving story book characters, baby change rooms and nursery, face painters, balloon sculptors and a variety of craft activities and kiddie-friendly food made delegates and their families feel welcome and relaxed.
CHALLENGES: Creating a luxurious, decadent and comfortable five-star service experience at an off-site venue on such a grand scale was a challenge, as off-site venues lack on-site resources including running water, electricity and amenities and security.
OVERCOMING CHALLENGES: Over the 22-day event program, the installation and event removals were as tightly scheduled as the event entertainment programs, to control the flow of delivery trucks and crew in and out of the venue. Catering for more than 5000 creates consumption of underhire, including more than 19,000 glasses, 6144 bottles of wine, 4.5 tonnes of ice and 400 kilograms of potatoes. OSC was diligent in menu selection including facilitating the preparation of 50 kosher meals, 32 Halal meals and 200 Indian vegetarian meals.
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