Case Study Summary
Event type: Annual UK Company Incentive Trip – 2-day event
Venue and accommodation: Turnberry
Delegates: 50
The Client Brief
Our client was hosting its 2022 annual company incentive trip. The event followed altered plans for its 2021 event due to Scottish Covid restrictions, which meant this was a highly anticipated trip.
Bigger and better than ever before, the 2022 event was the first of the client’s incentive trips to include two nights’ accommodation. And as an incentive trip, the client’s goal was to provide guests with immersive, motivational, and memorable experiences.
The Requirements
- Venue finding for accommodation and activities
- Venue management & liaison
- Contract signing
- Delegate registration & management
- Accommodation rooming list
- On site event management
- Theming
- Activities
- Travel & transportation
- Event logistics
- Delegate gifts
- Catering
- Entertainment
- Consolidated invoicing
We understand the needs of this team, as an existing BV client. But we’re never complacent! We had plenty of internal and supplier meetings to ensure we could weave extra fun and surprises into the requirements to wow the guests.
The BV Approach
The BV approach is to initially find the perfect venue and activities, e.g. types of dinners offered by a venue, the activities they offer onsite, or nearby – for the client’s goals.
Once these are agreed or shortlisted, we the look at a theme and entertainment to fit the venue style.
For 2022, we used the Turnberry, which was the original preferred venue for the client’s 2021 event – until Scotland’s Covid changed the plans. It sat alongside the following suggestions when we completed the original proposal:
- Turnberry
- Chewton Glen
- Stoke Park
- Lucknam Park
- Bovey Castle
- Sheen Falls Lodge
- Rockliffe Hall Hotel, Golf & Spa
The Solution
The client had chosen the Turnberry, due to the venue’s Championship Golf Course. They were excited to revert to our original plans for the 2021 event. We packed in the activities and theming for a truly memorable experience:
Day one
- Welcome buffet
- Highland Games
- Drinks reception at Turnberry Lighthouse
- Beat The Retreat Scottish Welcome (traditional Scottish marching band)
- BBQ & Entertainment
- Fireworks
Now that’s what we call a welcome!
Day two
- Activities – Golf (Ailsa Craig Championship Course), Spa Day or Action Day (Quad Bikes, Archery & Clay Pigeon Shooting)
- Depending on activity, lunch at Golf Club House, Hendrick Afternoon Tea Experience or Picnic Lunch
- Drinks Reception
- Gala Dinner
- Traditional Scottish Ceilidh
- Band
Day three
- Airport transfers
The Result
We’ve had brilliant feedback from the events we’ve managed for this client in the past, including this 2019 celebration.
And this year there was more.
The feedback from the delegates onsite and post-event was phenomenal, with BV’s main client contact summing up:
We have used Bien Venue for many years, and following a successful 2021 event arranged by the team to Port Lympne, we were delighted to use them again for this year’s event.
Our event at Turnberry was a challenge as we wanted it to be much bigger than any previous company event. It was the first time we planned to fly staff to a location and the first with a two-night stay.
But the BV team took the challenge on and excelled at it. Mark arrived the day before the event with two members of our management team and me. And he stayed until after all guests had left, despite eight extending their stay – so he always went that one step further.
Before the event, BV’s team was always at the end of the phone and available for weekly catch-up calls in the final months. They had sourced everything from great bands, photobooths, Beat The Retreat Entertainment and fireworks! Everything was so impressive, and the attention to detail in making everything perfect really stands out.
Throughout the event, Mark was on hand to resolve issues and deal with last-minute changes, such as poor weather leading to last-minute event activity location changes. Nothing was too much trouble.
The event was a huge success, and the feedback received from staff has been phenomenal – not sure how we would ever top that!
You would not be disappointed to appoint Bien Venue to help organise your company event; we recommend them and look forward to working with them for next year’s event!
Our sincere thanks again to Mark and the team at BV!
Event Booker, Asset Management Company
Need help with your next event?
For more information on Bien Venue’s Event Management services or to discuss your next incentive, away day, conference or company event please contact our team of experts.
Bien Venue are a boutique creative agency who specialise in a free UK venue finding service. It’s not just workshops, training, conferences, or off-site meetings we can arrange and venue search for but also away days, residential training events, awards ceremonies, networking, roadshows, hybrid events, summer parties, Christmas celebrations, private dining, team building, incentives, employee engagement hampers and virtual activities. We also offer accommodation booking platforms for both corporate bookers and event specific allocations of bedrooms
Our re-identified strapline alongside ‘Our Team is Your Team’ is ‘Event Management – Professional, Pro Active with a personal touch’.
Bien Venue’s reach isn’t just UK or Europe we offer our service globally. We have also featured in a Parliamentary Review for Best Practice Representative – https://www.theparliamentaryreview.co.uk/organisations/bien-venue