One of Forbes Magazine’s “Cloud 100” companies was looking to host an incentive trip for 1,600 of their top performers. The problem? They had a three-year contract with one of our competitors but was highly dissatisfied with their lack of creativity and direction. So they cancelled their contract and said Hello!. We then took guests down the Rabbit Hole and on a mysterious Journey Through Wonderland where a world of adventure awaited them as the night got curiouser and curiouser.
Let's Start at the Beginning
Our client wanted to throw an epic final night party for their guests; one that would have a rewarding environment to make them feel honored and appreciated. They wanted a theme that would connect their program to the “magic” of Orlando. We were tasked with using three disjointed event spaces at the Gaylord Palms—The Coquina Lawn, South Beach Pool, and Wreckers Sports Bar—to create an immersive environment where each space had its own special design, but the event maintained a cohesive feeling overall.
Keep Calm and Wonder On
Continuity: The biggest challenge was finding a way to combine the event spaces since they aren’t normally meant to flow together. We determined that entertainment was key to making that connection, and the close working relationship we’ve developed with the Gaylord Palms was integral in allowing us to change existing furniture and flow.
Load-In: Wreckers Sports Bar and the South Beach Pool had to remain open for hotel guests, which made for extremely tight turnarounds. With an event start time of 6:30 p.m., we weren’t able to gain access to the upper-level of Wreckers until the late morning, and the lower-level until 3:00 p.m. Installing ceiling décor and removing all restaurant furniture meant everything had to be executed exactly as planned if we were to be successful. In addition, although we gained access to the pool at 9:00 a.m., installing a custom acrylic bridge over a pool is no small feat. The installation, safety inspection, and décor placement meant there was no room for error in sticking to our production schedule.
Entertainment: We had a large number of entertainment features throughout the space, which meant a lot of contracting, coordination, and management. Everything was planned down to the minute to eliminate concerns of missing sets. We also dedicated a team of professionals to solely oversee the entertainment component. With so many areas within the venue, it was essential to position managers in each space to ensure flawless execution.
The Final Exclamation
Following the event, we held an immediate meeting with the client to discuss their observations and thoughts about the event. We’re happy to say they had nothing but rave reviews and conveyed their pleasure at having decided to invest in us and buy out their contract with our competitor.
Picking up the pieces to create a highly successful experience? It’s what we do!
