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  • Name of the event: 20 years of Global IT
  • Date: May 2016
  • Location: Hvar, Croatia
  • Organizer: Intours DMC
  • Client: Global IT
  • Event type: Incentive trip

Q: How would you describe the event and what were the key objectives?

For an IT company celebrating its 20th anniversary, Intours DMC designed an a la carte incentive program for 650 guests, one of the largest incentive groups ever on Hvar Island. Two hotels were privatized to accommodate the guests and staff, enabling Intours DMC to dress up the hotels, colour them in brand’s colours and provide for a unique setting for the guests. The guests had the opportunity to select among a number of activities to discover one of the sunniest Mediterranean islands, including a jeep tour, VW Beetle safari, sailing adventure around Pakleni islands on a historical galleon, culinary discovery of Hvar, sea kayaking … The highlight of the event was the bespoke concert, which involved a 3-month reconstruction of the special venue and a 6-day set-up process. Romantically lit road lead the guests to the event location, where 4 DJs, among them one awarded with a Grammy, singers, a drummer, violinist, saxophonist, two trumpeters and a group of dancers created a grooving atmosphere. The event, aiming to reward its global team, create overall motivation and renew appreciation, respect and dedication to their company, was a compete success. Every aspect of the event was carefully planned, down to the minute, the event planners and staff were on the same page and no detail was overlooked to design a truly amazing experience for 650 guests.

KEY CHALLENGES

Taking into consideration the group size and complexity of the event program, it was of crucial importance for Intours DMC to master at event logistics. This included organization of numerous activities taking place at the same time, with 680 event attendees splitting in smaller groups and embarking on a historical galleon, sailing boats, jeeps, VW Beetles, bikes and catamaran just in minutes.

A key challenge was to locate a special venue for a surprise celebration of a larger group on Hvar Island. Knowing each corner of the destination, Intours DMC proposed a special venue, which had not been used before and at the same time had to undergo considerable reconstruction for this occasion. Ensuring for impeccable organization of a logistically demanding event, Intours DMC provided for security, medical and fire control support. The organizers understood the potential last minute changes that would be necessary due to weather conditions and as local experts, a back-up plan was always in place. Intours DMC team worked on this project along with a network of trusted local suppliers, who could guarantee outstanding service in all circumstances.

CREATIVITY

Designing a bespoke incentive program for a larger group on Hvar Island, which usually hosts smaller groups of up to couple hundreds, necessitated a dose of creativity. This became apparent when identifying a special venue for a surprise concert for up to 700 guests in Hvar town and planning its reconstruction just for this occasion. This group also took over a square in Split town, where a luncheon with different food stations of great scales was organized, also for the first time in Split.

INNOVATION

The innovative character of the event lies in offering authentic, unique experiences for a larger group of attendees, enabling them to learn about olive oil pressing, lavender cultivation, Mediterranean culinary tradition and experiencing the colourful VW Beetle tour, catamaran ride, sailing, jeep adventure or bike tour.

A number of fun, authentic and unforgettable activities were offered to 680 attendees to discover the Hvar Island at once. Local partners and residents participated in carrying out such a special program. For this anniversary event a number of elements were used for the first time ever, including a private lunch for 680 guests on a square in Split, reconstruction of a special venue and set-up of a high-tech construction for the surprise concert with numerous entertainers.

EXECUTION

4 private charters brought the guests to the Split airport, where 16 buses waited them to take them to Split, followed by catamaran rides to Hvar island. Two hotels were privatized to accommodate the guests and staff, enabling Intours DMC to dress up the hotels, colour them in brand’s colours and provide for a unique setting for the guests.

On Hvar Island the guests had the opportunity to select among a number of activities to discover the destination in a more authentic way. The highlight of the event was a bespoke concert to celebrate the company’s 20th anniversary, which involved a 3-month reconstruction of the special venue and a 6-day set-up process. Seven trucks were needed to bring the necessary sound, lighting and stage equipment, furniture and decoration that dressed the venue for this special occasion. Seeing the guests had not known about the evening concert in advance, it was of crucial importance to orchestrate and complete every detail of the event, taking the guests by complete surprise. Romantically lit road lead the guests to the event location, where 4 DJs, among them one awarded with a Grammy, a drummer, violinist, saxophonist, two trumpeters and a group of singers and dancers created a grooving atmosphere. The group of performers, concert director, technical support specialists, event planners and organizing staff did their best in designing a truly amazing experience.

MEASURABLE RESULTS

The overall feedback from the guests and the client was extremely positive. Seeing it was an incentive program for all the employees of an IT company, the results pertaining to loyalty to the company, brand recognition and motivation, remain private. The agency was extremely satisfied with the bespoke event program, its execution and cooperation with the local DMC.

Miro Hribar, CEO of Intours DMC, commented: “A crucial success factor, when organizing this demanding event, was great cooperation between the Dutch agency, end client and the entire Intours DMC team. It is extremely rewarding when our relationship with the client grows into true partnership, one could even say friendship after 20 months working side by side.”

COMMUNICATION

Due to the character of the event, it was publicized only internally. After the event was positively reported in main meeting industry media.

USE OF SUSTAINABLE PRACTICES

The anniversary event focused on promoting local experiences, culinary traditions and engaging with local residents, raising awareness of local traditions among the attendees. At the same time event aimed to ensure the sustainable operation of the IT company – rewarding, motivating its employees to reach the goals and secure its financial sustainability.

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