Group size 150
Agency Carlson Marketing
Date 20-26 September 2008
Venue The Cascades, Pilanesberg, and Table Bay Hotel, Cape Town
The Brief The event was an incentive for medical technology firm Medtronic's top achievers across the EMEA region and their partners. The event needed to capture South Africa's highlights and meet delegates' high expectations.
Challenges All winners were to fly business class, so 150 seats needed to be booked with different airlines, but the winners were only announced two months before the event. Then, with just four weeks to go, the lodge that had been booked in Pilanesberg was destroyed by fire, leaving little time to secure another venue, and communicate logistics to attendees.
Solution The agency worked hard on flight logistics, keeping travel time to a minimum. Another hotel, The Cascades, was secured. The agency set up regular conference calls with the new property.
Execution The group flew from hubs in Paris, Zurich, Frankfurt, London and India.
Arrivals were staggered and guests were transferred to The Cascades, Pilanesberg, for a welcome lunch and address by Medtronic's president. An early evening game drive was followed by a traditional Boma dinner with a marimba band and a witch doctor.
The next day began with an early morning game drive followed with an afternoon at leisure. Guests headed to Cape Town on day three. En-route to the Table Bay Hotel, delegates took a cable car to the summit of Table Mountain for a champagne reception.
The following day, they were given optional pre-registered activities including a trip to Robben Island, Cape Point, a Winelands Tour and whale-watching.
The gala and awards dinner took place in the hotel ballroom, and featured entertainment from an acapella group.
Verdict Medtronic head of UK sales and event attendee Bettina Fitt says: "All winners got to realise what a special club they were members of."
Carlson Marketing engagement and event manager Jo Hayes adds: "The planning of the trip was on schedule until the unexpected fire at the lodge, just four weeks before the live event. However, the team worked really hard and quickly to secure another venue. The trip was a great success and the change of venue had absolutely no effect on the winners' experience."
For more information on South Africa, click through to the C&IT Destination Guide: South Africa