Client and brief

An international investment company approached Baltic Business Tour to organise a multi-day corporate trip to Georgia for 80 employees.
The programme combined internal training sessions with group meals, a gala dinner and a choice of incentive activities on the free day. Participants were arriving on different flights, so the project also required a detailed transfer plan covering several arrival times and vehicle types.

The client needed one MICE partner in Georgia to coordinate the hotel, conference facilities, catering, restaurants, transport, guides and winery arrangements.

Baltic Business Tour was responsible for bringing these services into one working schedule and maintaining communication with all local suppliers before and during the trip.

Hotel and corporate training arrangements

The hotel had to provide both accommodation for the group and suitable facilities for the corporate training programme.

Baltic Business Tour sourced a four- or five-star hotel with:

• accommodation for 80 participants;
• breakfast;
• reliable internet access;
• a conference hall for up to 70 people;
• a separate area for coffee breaks;
• a restaurant able to serve the group according to the training schedule.

The conference hall required theatre-style seating, natural daylight, air conditioning, a screen and projector, microphones, flipcharts and water for participants.

The client also requested a fixed daily rental rate for the meeting room rather than a fee calculated per participant.

Each training day included two coffee breaks and a buffet lunch without alcohol. Baltic Business Tour agreed the service times with the hotel so that meals and breaks fitted between the morning and afternoon sessions.

Before the programme started, the hotel received a detailed schedule covering room access, equipment setup, technical assistance, coffee breaks and restaurant service.

Coordination of the programme

The main operational challenge was aligning different flight arrivals with the training schedule, group meals and separate incentive programmes.

Airport transfers were linked to individual flights or passenger groups. The free-day programme required additional schedules for each excursion route, including departure times, vehicles, guides, restaurant bookings and return transfers.

Changes to one part of the programme could affect several suppliers. An amended excursion time, for example, could require updates to the driver, guide, restaurant and local coordinator.

Baltic Business Tour maintained a shared operating schedule and provided each supplier with the information relevant to its part of the project.

Gala dinner for 80 guests

The gala dinner was held on the first evening after the participants had arrived and checked in.

The client required a private dining room where all 80 guests could be seated together. The venue also needed enough service staff to serve the group within the agreed timeframe.

Baltic Business Tour coordinated:

• the room layout and seating plan;
• menu options and drinks;
• service timings;
• staffing;
• local entertainment elements;
• transport where required.

The gala dinner was planned separately from the hotel’s standard meal arrangements and incorporated into the overall corporate trip schedule.

Incentive programme in Georgia

The free day was designed as a flexible incentive programme. Instead of sending all 80 participants on one route, the group could choose between different activities.
This approach required separate transport, guides, restaurant reservations and timings for each subgroup.

Kakheti winery programme

One group travelled to Kakheti for a regional programme that included:

• Gremi;
• Ilia Lake;
• lunch;
• Khareba Winery in Kvareli;
• a winery tour;
• wine tasting;
• local masterclasses.

The programme covered the full-day route from the hotel and the evening return transfer.

Tbilisi and Mtskheta programme

Another group followed a combined Tbilisi and Mtskheta itinerary.
The route included:

• Holy Trinity Cathedral;
• Rike Park;
• Bridge of Peace;
• Tbilisi Old Town;
• Gabriadze Clock Tower;
• Abanotubani;
• Legvtakhevi Waterfall;
• lunch at a Georgian restaurant;
• Jvari Monastery.

The programme combined walking tours with private transport between locations. Lunch was booked in advance, with the serving time coordinated around the sightseeing schedule.

Airport transfers and local transport

The transport plan was prepared using confirmed flight details and the participants’ selected excursion programmes.

It included:

• airport transfers at different arrival times;
• coaches for larger groups;
• smaller vehicles for separate arrivals;
• individual sedans;
• business-class cars;
• transport for the Tbilisi and Kakheti programmes;
• return transfers;
• individual arrangements for selected participants.

Each transfer was assigned to a specific flight or passenger group. Vehicle sizes for the excursion day were based on the final number of participants registered for each route.

The schedules also covered luggage requirements, vehicle access, waiting times, driver instructions and return journeys.

Services provided by Baltic Business Tour

For this corporate training and incentive trip to Georgia, Baltic Business Tour coordinated:

• hotel sourcing and accommodation;
• conference hall rental and setup;
• technical equipment and support;
• coffee breaks and buffet lunches;
• gala dinner arrangements;
• airport transfers;
• group and individual transport;
• incentive programmes in Tbilisi, Mtskheta and Kakheti;
• restaurant reservations;
• winery visit and tastings;
• guides and local representatives;
• supplier communication;
• schedule updates during the trip.

The hotel, transport company, restaurants, guides, winery and local coordinators worked from one agreed operating schedule. This allowed the client to manage the programme through a single contact rather than coordinating each supplier separately.