Pre-event planning: Greenergy office manager Amanda Voller was responsible for choosing the itinerary and location for the biofuel company's annual awards and team-building event, which was held to outline the company's future plans and highlight top-performing staff. She hired G3 Events to organise the team-building activities.
"We chose G3 Events because they have a good knowledge of Scotland, as well as experience in choosing suitable team-building activities for delegates to get involved in," says Voller.
Objectives: Voller was keen to design an itinerary that would allow delegates time to relax, but also give them activities to take part in that would suit the wide range of ages and interests of the 102 delegates, 90 of whom were travelling from the UK, while the remainder were coming from countries including the US and Brazil.
Greenergy chairman Paul Lester was also due to make a speech at the event. "It was decided that Scotland would be a good location because it is easy enough for most of our delegates to access but still feels like a destination in its own right," says Voller.
Challenges: Having traditionally held skiing events in locations including the US, there was pressure for Greenergy to meet client expectations when it planned a more cost-effective four-day trip. "One of the biggest challenges was organising a timetable that would suit the schedules of the offices around the world and meet budget," added Voller.
Solutions: Delegates enjoyed team-building activities during the day before an awards dinner in the evening. To suit the wide range of tastes, Voller chose G3's team-building event that recreates giant versions of traditional board games, including Jenga and Kerplunk. Delegates, who competed in teams, could earn extra points by completing an orienteering task, especially devised for the occasion.
Voller organised overnight accommodation at Cameron House, which she booked exclusively for delegates with a lunch in the Cameron Grill restaurant, overlooking Loch Lomond. Coach transport was also included to the Shandon area for a 4x4 off-road driving experience, air rifle and clay pigeon shooting. For the evening celebrations at the hotel, full Highland dress was provided for a formal awards dinner designed to recognise the outstanding work carried out by staff in the past year.
"One of the main pressures was topping what we did the previous year, given our reduced budget. The conference has to stand out, and by booking the entire hotel for our staff and introducing the Highland dress element I felt we added a sense of fun to the proceedings," says Voller.
Client verdict: Voller says that the feedback from clients was great for the whole event.
"They enjoyed the event immensely and the verdict from many was that Scotland is a great destination and it made a refreshing change from skiing," she says.
Post-event analysis: Greenergy carried out no formal procedure to measure the success of the event, but Voller says that she was impressed with the venue and wouldn't hesitate to use G3 Events again.
Event: Team-building and awards ceremony
Group size: 102
Agency: G3 Events
Date: 20-21 January 2011
Venue: Cameron House on Loch Lomond