By admin

Houston Travel Group – CUBA

Over the course of seven days, 6 people from Houston traveled to Cuba for a full submersion into the culture.  They were on the inaugural United Airlines direct flight from Houston to Havana.  Fun the sun soaked beaches of Varadero to the culturally robust Havana to the tobacco fields of Vinales, the guests truly experienced the country. They touring the old town square and visiting historic churches, soaked up every inch of Earnest Hemingway’s Havana, visited the National Cemetery, Earnest Hemingway’s house, a cool farm and ended the fun day with Salsa Dancing Lessons and the Parisian show at the Hotel Nacional, the world famous Buena Vista Social Club, Arts and Culture day with a visit to Jose Fuster Mosaic Wonderland and a private performance by the The Havana Dance Company.

Coordination Effort Included:

  • Budget development and maintenance
  • Hotel contract negotiations and liaison
  • Vendor selection , contract negotiations and coordination
  • Floral, linen and decor design
  • All menu planning, on and off site
  • On-site logistics and operations
  • Scheduling of activities including spa, golf and tours
  • Transportation liaison, ground and air
  • Off-site venue selection
  • Hotel liaison

Clients Comments: “This trip was the best, most well planned trip that I have ever been on.  Every detail was taken care and allowed me to experience Cuba in the most wonderful way .” Rolando Maldonado, MD

By admin

Kentucky Derby Couples Retreat

Over the course of three days, 90 guests enjoyed the ultimate Kentucky Derby Weekend filled with private plane transfers, Rolls Royce cars, lunch at Three Chimneys Horse Farm, Whiskey tour at Woodford Reserve, private dinner at the 4th Street Promenade, doublewide suite at Churchill downs infield, and a BBQ dinner at a private residence.  Each night they received a coordinating gift bag including etched glass whiskey bottles, signed Louisville Slugger Bats, and a host of horse themed related items.

Coordination Effort Included:

 concept development and creative design for all events
 budget development and maintenance
 hotel contract negotiations and liaison
 vendor selection , contract negotiations and coordination
 floral, linen and decor design
 all menu planning, on and off site
 on-site logistics and operations
 scheduling of activities including spa, golf and tours
 transportation liaison, ground and air
 off-site venue selection
 hotel liaison
 rolls royce and driving logistics manager
 selection and coordination of gift bags and amenities
Clients Comments: “Well done.  Thanks for all of your time and effort to make the Derby week so memorable.” John Weinzierl

By admin

Delta Airlines Global Sales Conference

Delta Airlines Global Sales Conference

Upon signing the hotel contracts, planning for the 2011 Delta Air Lines conference at the Swan and Dolphin Hotel began in January and quickly developed.

Momentum: Leverage.Deliver.Win. was selected as the dynamic event slogan.

Guest registration and bi-weekly newsletters were automated and executed via a state-of-the-art, user-friendly web portal. As guests stepped off the plane, hotel check-in registration, ground transportation, and every logistical detail in between were seamless thanks to a team of project managers.

Event branding was a combination of Madison Avenue promotional genius and purposeful execution. Outside the hotel flew large, customized flags flew from custom-built poles. Vinyl decals and large maneuverable posters, each representing the ninety-seven countries represented by Delta, were displayed throughout the convention space along with a directory of everything from meeting locations to the company store for quick and accessible information. Walkways guiding guests to hotel elevators added a subtle touch of grace. Each evening event also received many examples of the same type of branding; for instance the lighted eight-foot box, which morphed seamlessly with change of fabric showcasing each evening’s sponsor.

Eco-friendly registration bags featured refillable water bottles, note pad with pen, and a portable hard drive of slideshows and handouts. Etched nametags added a stylish alternative to the paper and vinyl holder type.

The state-of-the-art general session included speeches by Delta’s marketing vice president and the Chief Operation Officer. Twelve breakout sessions paired with an equal number of workshops by experts and motivational speakers kept guests engaged and focused, leading to a commendation from a senior V.P. as to our efficiency in keeping nearly a thousand participants off smart phones or otherwise distracted. Coca Cola, Delta Private Jets, T-Mobile, and other travel-related organizations comprised a distinguished vendor and co-sponsor list. Each day consisted of a breakfast, a themed lunch with coordinating linens, and several healthy, fun afternoon breaks.

The conference was community-driven in two ways: a silent auction and t-shirt sales raising $20,000 for earthquake victims and employees assembling 350 backpacks stocked with school supplies and 900 clean kits consisting of toothbrush, paste, shave cream and razor, all distributed to local homeless shelter.

The “Fire and Ice” welcome reception, sponsored by American Express featured the company’s iconic blue box logo contrasted with flame orange as the color scheme. Guests were encouraged to wear beach attire and upon arrival, donned flip-flops emblazoned with the Amex logo leaving the legendary financial institution’s footprints in the sand as they made way to a colorful reception steps. Guests marveled at a show of fire and ice sculpture performers while bartenders served colorful concoctions in event-themed cups; not surprising, ice cubes and swizzle sticks bore sponsor logos as well. A multitude of food stations were covered in silver tops with orange and blue linens. Featured were a chop salad bar, gazpacho lollipops prepared on an anti-griddle, a shrimp cocktail tray sculpted from ice, chicken kabobs, sliders, and, for dessert, ice cream prepared on a liquid nitrogen bar. As if it were even necessary, the décor was enhanced by none other than, fire and ice centerpieces. In its periphery, large lighted Airstar balloons, a company-branded sand sculpture, vinyl event signs, modern tiki torches, and custom embroidered white furniture were strategically displayed. The evening was capped off by a disc jockey perched atop of a white Hummer emblazoned with the Amex logo.

Day two’s “Love the 80’s” party, sponsored by BCD Travel and spirits giant Brown-Foreman asked guests to don their best 80’s inspired costumes. The evening paid homage to the era of valley girls, catchy slang phrases and bright neon colors. Food stations looked like the ubiquitous puzzle game, as did the centerpiece glow bar, which was topped with a giant custom-made replica of a Rubik’s Cube. Food and beverage stations were combined so that coordinating cocktails complemented each food selection; for instance Crab and Watermelon was paired with the “Velvet Elvis” and Chicken and Waffles was paired with a Southern Comfort drink. The champagne and dessert station had a brick wall backdrop, which was adorned with many 80’s elements. A menu sign was placed next to each station, which included the food, drink and sponsor. Large fabric banners with sponsor logos were designed to not only help keep out the public but serve as a unique backdrop to each station.

Additional design elements included entertainment consisting of vintage arcade games and an interactive graffiti artist. The stage for “Rubik’s Cubed: The Band” was made of large sails, guitars and other 80’s iconic elements. An “album wall” festooned with covers of era albums and a lighted dance floor strewn with movie posters completed the retro theme. The focal point of the evening was a custom designed candy station, which looked like a giant Rubik’s Cube. The station consisted of lighted cubes with a bowl of nostalgic sweets such as Fun Pop Rocks, Fizzy Zotz, Charms Blow Pops and Candy Necklaces put the finishing touches on the throwback theme.

The final night, “Chefs and Champagne”, showcased an anti-gravity living chandelier and a champagne glass-clad model greeting guests with glasses of bubbly upon their arrival. Guests arrived in evening attire and walked down a living red carpet with a gorgeous model at the end. The silver, white, red and turquoise color scheme aptly honored sponsor Carlson Wagonlit. Its company logos were embroidered on white custom furnishings, pillows and displayed on bar fronts and lighted gobos. The evening started with a cool jazz group playing from a crisp, white stage with crystal bead backdrop. The video mixing disc jockey soon took over with dynamic effects reflecting off the lighted dance floor. The delectable food stations included “Not So Traditional Waldorf Salad”, Duck Confit and a very innovative dessert station, Nitro Kettle corn, which smoked when eaten. “Bon Bon” girls dressed in cute costumes passed out the fun treats and snapped souvenir Polaroid pictures. Other décor highlights included beautiful lighted trees, five hundred feet of pristine white pipe and drape, Parthenon-reminiscent crystal columns and a suspended chandelier of Swarovski crystals.

Coordination Effort Included:

 concept development and creative design for all events
 budget development and maintenance
 hotel contract negotiations
 vendor selection and contract negotiations
 floral, linen and decor design
 all menu planning, on and off site
 all vendor coordination
 transportation liaison, ground and air
 off-site venue selection
 hotel liaison
 marketing supervisor

By admin

Deer Breeders Co-Op

Deer Breeders Co-Op Conference
The 16th annual Deer Breeders Co-Op Conference was held in Conroe, Texas at La Torretta Del Lago Resort in July of 2010. The three day conference drew breeders and families from all over the state and had an attendance of 800+. In addition to the classes of various educational content, and the much anticipated action, the participants were able to visit the various tradeshow merchants and receive a welcome bag complete with program.

Coordination Efforts included:
 overall turn-key event management including all logistical aspects of event
 coordinated event sponsorship and underwriting” coordinated all collateral material, including signage,
 exhibitor and sponsor communication and management including speaker managment
 budget development and maintenance
 vendor selection and contract negotiations including hotel, audiovisual, printing and transportation
 ordered and assembled attendee bags
 coordinated onsite registration and managed one hundred volunteers and staff
 on-site logistics and operations
Client’s Comments: “You were very instrumental in helping us coordinate the event.” Vicki Hughes, Co-Chair

By admin

AIM Incentive Toronto

AIM Incentive Toronto

Over the course of three days, AIM invited 150 of their most valuable clients and their spouses to participate in their annual incentive trip at the Four Seasons in Toronto, Canada. Each night the guests were treated to a spectacular dinner and entertainment including attending a musical show. During the day, guests could take in a game of golf, shopping or spa treatments. The entire group took a trip up to Niagara Falls and toured the wineries in the area.

Coordination Effort Included:

 concept development and creative design for all events
 budget development and maintenance
 hotel contract negotiations and liaison
 vendor selection , contract negotiations and coordination
 floral, linen and decor design
 all menu planning, on and off site
 on-site logistics and operations
 scheduling of activities including spa, golf and tours
 transportation liaison, ground and air
 off-site venue selection
 hotel liaison
 marketing supervisor
 selection and coordination of gift bags and amenities

Clients Comments: “Thanks again for you help in coordinating our FID sales conference. The meetings were great and everyone had a blast. You are a pleasure to work with.” – Mike Needles, FID Division

By admin

AIM Incentive Colorado

AIM Incentive Colorado

Over the course of three days, AIM invited 200 of their most valuable clients and their spouses to participate in their annual incentive trip at the gorgeous Broadmoor Hotel in Colorado Springs. Each night the guests were treated to a spectacular dinner and entertainment including a BBQ dinner on the side on the mountain.. During the day, guests could take in a game of golf, shopping or spa treatments. The entire group took a trip up to Pikes Peak, participated in a summer olympics and enjoyed a fabulous lunch.

Coordination Effort Included:

 concept development and creative design for all events
 budget development and maintenance
 hotel contract negotiations and liaison
 vendor selection , contract negotiations and coordination
 floral, linen and dïeor design
 all menu planning, on and off site
 on-site logistics and operations
 scheduling of activities including spa, golf and tours
 transportation liaison, ground and air
 off-site venue selection
 hotel liaison
 marketing supervisor
 selection and coordination of gift bags and amenities
Clients Comments: “Thanks again for you help in coordinating our FID sales conference. The meetings were great and everyone had a blast. You are a pleasure to work with.” – Mike Needles, FID Division

By admin

Chevron Agbami Incentive Trip

     Chevron Agbami Incentive Trip

To celebrate the First Oil drawn by the Agbami group, 150 participants from the group traveled for a fun-filled three days in New Orleans at the Hotel Monteleone. Upon arrival guests were able to participate in spa, golf, cooking classes, cemetery tours, plantation tours or shopping. The first night they had dinner at Emeril Lagassi’s famed restaurant and participated in their own parade down Bourbon Street. After a gospel brunch at the House of Blues the following morning, they had fun doing activities during the day and enjoyed a fabulous dinner celebration at the Wax Museum. Each night they received an elaborate gift basket with a wine theme the first night and spa theme the second.

Coordination Effort Included:

concept development and creative design for all events
 budget development and maintenance
 hotel contract negotiations
 vendor selection and contract negotiations
 floral, linen and decor design
 all menu planning, on and off site
 on-site logistics and operations
 scheduling of spa, golf and tours
 all vendor coordination
 transportation liaison, ground and air
 off-site venue selection
 hotel liaison
 marketing supervisor
 selection and coordination of gift bags
 scheduling of air and ground transportation

Clients Comments: “We could not have been more pleased with the weekend. It was everything we wanted for our guests and more.”- Pat Murphy – Chevron

By admin

PFS Carmel Executive Retreat

PFS Carmel Executive Retreat

Over the course of four days, the PFS Group took their executive to Carmel, California for golf, spa, shopping, whale-watching and gorgeous dinners on the beach and in a vineyard.

Coordination Effort Included:

  • Concept development and creative design for all events
  • Budget development and maintenance
  • Hotel contract negotiations and liaison
  • Vendor selection , contract negotiations and coordination
  • Floral, linen and decor design
  • All menu planning, on and off site
  • On-site logistics and operations
  • Scheduling of activities including spa, golf and tours
  • Transportation liaison, ground and air
  • Off-site venue selection
  • Hotel liaison
  • Marketing supervisor
  • Election and coordination of gift bags and amenities

Clients Comments: “Debbie and I sure appreciated the way you organized our PFS Group Executive Retreat. We had a blast and not having to worry about any details sure was nice. I’ve heard nothing but great things from the team.” Jeff Gorski, PFS Group

Houston Travel Group – CUBA
Kentucky Derby Couples Retreat
Delta Airlines Global Sales Conference
Deer Breeders Co-Op
AIM Incentive Toronto
AIM Incentive Colorado
Chevron Agbami Incentive Trip
PFS Carmel Executive Retreat