Not just a trip.
A solution.
A solution.
Corporate Training and Incentive Trip
Client: International investment company managing private equity funds
Destination: Georgia
Group size: 80 participants
Format: Corporate training, accommodation, meals, gala dinner, transfers and optional incentive activities
Services: Hotel sourcing, conference facilities, catering, transport, local coordination, excursions, winery visit and supplier management
Client
The client was an international investment company managing private equity funds.
It was planning a multi-day trip to Georgia for 80 employees. The schedule combined internal training, group meals, a gala dinner, airport transfers and a choice of leisure activities on the free day.
The company wanted one partner to manage the hotel, conference facilities, catering, restaurants, vehicles, guides and winery arrangements. Participants were arriving on different flights, so the travel schedule also had to cover several arrival times and vehicle types.
The client was an international investment company managing private equity funds.
It was planning a multi-day trip to Georgia for 80 employees. The schedule combined internal training, group meals, a gala dinner, airport transfers and a choice of leisure activities on the free day.
The company wanted one partner to manage the hotel, conference facilities, catering, restaurants, vehicles, guides and winery arrangements. Participants were arriving on different flights, so the travel schedule also had to cover several arrival times and vehicle types.
The brief
The main purpose of the trip was a corporate training programme for 80 participants. The client needed accommodation, conference facilities, meals, a gala dinner, airport transfers and optional activities outside the working schedule.
Baltic Business Tour was asked to source a suitable four- or five-star hotel that could accommodate the participants and host the training sessions. The requirements included breakfast, reliable internet and a conference hall for 70 people.
The hall had to have natural daylight, air conditioning, presentation equipment, microphones, flipcharts and water for participants. A separate area was needed for coffee breaks.
Each training day included two coffee breaks and a buffet lunch without alcohol. The hotel restaurant also had to serve the participants within the agreed timetable.
The gala dinner was scheduled for the first evening. As the employees were arriving on different flights, the transfer plan included coaches, smaller vehicles, individual sedans and business-class cars.
The main purpose of the trip was a corporate training programme for 80 participants. The client needed accommodation, conference facilities, meals, a gala dinner, airport transfers and optional activities outside the working schedule.
Baltic Business Tour was asked to source a suitable four- or five-star hotel that could accommodate the participants and host the training sessions. The requirements included breakfast, reliable internet and a conference hall for 70 people.
The hall had to have natural daylight, air conditioning, presentation equipment, microphones, flipcharts and water for participants. A separate area was needed for coffee breaks.
Each training day included two coffee breaks and a buffet lunch without alcohol. The hotel restaurant also had to serve the participants within the agreed timetable.
The gala dinner was scheduled for the first evening. As the employees were arriving on different flights, the transfer plan included coaches, smaller vehicles, individual sedans and business-class cars.
What required close coordination
The project involved three connected schedules: training sessions, meal service and transport.
The conference hall had to be ready before the first session, with technical support available during setup and equipment connection. Coffee breaks were served to the full group within limited intervals, while lunches had to fit between the morning and afternoon sessions.
Arrivals and excursions required separate transport plans. On the free day, the participants split into several subgroups, each with its own departure time, vehicle, guide, restaurant reservation and return schedule.
Any timing change had to be passed promptly to the suppliers involved. For example, an amended excursion route could affect the guide, driver and restaurant reservation at the same time.
The project involved three connected schedules: training sessions, meal service and transport.
The conference hall had to be ready before the first session, with technical support available during setup and equipment connection. Coffee breaks were served to the full group within limited intervals, while lunches had to fit between the morning and afternoon sessions.
Arrivals and excursions required separate transport plans. On the free day, the participants split into several subgroups, each with its own departure time, vehicle, guide, restaurant reservation and return schedule.
Any timing change had to be passed promptly to the suppliers involved. For example, an amended excursion route could affect the guide, driver and restaurant reservation at the same time.
Hotel and training setup
Baltic Business Tour worked with the hotel on the accommodation arrangements and the daily running of the training sessions.
The conference setup included:
The client requested a fixed rental fee for the conference hall instead of a price calculated per participant.
Before each training day, Baltic Business Tour confirmed room access, equipment setup, coffee-break service and restaurant timings. The hotel received a detailed timetable covering all sessions, breaks and meals.
The training team therefore had a confirmed working schedule before the first session began.
Baltic Business Tour worked with the hotel on the accommodation arrangements and the daily running of the training sessions.
The conference setup included:
- theatre-style seating for 70 participants;
- flipcharts;
- microphones;
- screen and projector;
- air conditioning;
- water for participants;
- natural daylight;
- technical assistance with setup and equipment connection.
The client requested a fixed rental fee for the conference hall instead of a price calculated per participant.
Before each training day, Baltic Business Tour confirmed room access, equipment setup, coffee-break service and restaurant timings. The hotel received a detailed timetable covering all sessions, breaks and meals.
The training team therefore had a confirmed working schedule before the first session began.
Gala dinner
The gala dinner took place on the first evening, after the participants had arrived and checked in.
The client requested a private room where all 80 guests could dine together. The venue also needed sufficient staff to serve the group within the agreed timeframe.
Baltic Business Tour arranged:
The gala dinner took place on the first evening, after the participants had arrived and checked in.
The client requested a private room where all 80 guests could dine together. The venue also needed sufficient staff to serve the group within the agreed timeframe.
Baltic Business Tour arranged:
- room layout;
- seating;
- menu options;
- drinks;
- service timings;
- staffing;
- local entertainment elements;
- transport where required.
