Case Study

A trip to the United Arab Emirates worth of a Thousand and One Nights tale

 

CWT

Industry: Motor

Service: End to end management of an incentive trip for TOTAL clients

Location: United Arab Emirates

Objective

Oil company TOTAL requested an incentive trip for the best licensees repair garages of a renowned French car dealer, to an exotic destination.

The objective required the agency to create an incentive trip that attendees would not forget. The experience required a mix of activities, including leisure time attendees, and their guests totaling 190 people.

Challenge

The first step in the process related to finding a destination for a specific budget provided by TOTAL. Among the options considered, Abu Dhabi and Dubai stood out as the preferred options.

Once TOTAL approved the destination, the CWT M&E team focused on two areas: curating an exceptional itinerary with exhilarating activities, and proposing a website that would make the communication and the management of all the participants easier.

Solution

Cultural visits were scheduled to the Sheikh Zayed Mosque, known for its more than a thousand columns and 82 white marble domes, and the Louvre Museum in Abu Dhabi where visitors can admire works by Van Gogh, Da Vinci and Monet.

A visit to the Ferrari World Park allowed speed enthusiasts to get on its iconic roller coaster, the Fiorano GT Challenge, and visit the exhibition of historic and racing cars were part of the program. The highlight for the attendees was the walk over the golden sand dunes, which was enhanced by the spectacular landscape and sunset. Ending the day with dinner and party in a Bedouin camp.

The event stage was a large swimming pool with more than two million liters of water. During the performance, the pool filled and emptied several times in a few seconds, according to the needs of the stage. The most advanced technology and engineering work was required for the artists and acrobats performing, leaving the group breathless throughout.

With all the excursions and activities meticulously scheduled, a spectacular sandstorm broke into the city on the day the group were supposed to fly over Dubai in hydroplanes. However, CWT M&E arranged an alternative activity in record time.

TOTAL gave a very high rating for the responsiveness and decisiveness shown by the CWT Meetings & Events team. Also because the team were able to offer an alternative activity adapted to the variety of profiles and tastes of the guests.

CWT M&E offered a registration website to manage the trip and provided information in advance. The tool was used for the first time by TOTAL, facilitating travel information, the registration of participants, and the collection of data from guests by being available 24/7. The benefits meant the volume of formalities, calls and e-mails received and managed by the team were significantly reduced.

Thanks to the website, travelers could resort to a reliable source of information to resolve any issues they might have. Given the traditional profile of some guests, not all communication was  focused on the online platform. Those who wanted special assistance or preferred personal attention were able to directly contact TOTAL and CWT Meetings & Events staff.

The satisfaction and well-being of the participants were priorities for both companies. Given the unique characteristics of the hotel chosen for the accommodation, whose reception is on the 30th floor, CWT M&E set up three hospitality counters at the key points of the hotel during the entire trip, with permanent information and assistance from the group's accompanying staff.

The results of these efforts were noted in the final assessment questionnaire. The organization of the trip, the great service received and the speed in solving incidents were the most valued aspects of the trip. Not forgetting the wide variety of activities, the choice of spectacular hotels and the high quality restaurants.

Results

  • Participants had a positive experience due to a registration site with information about the destination, timings and activities.
  • CWT M&E managed to solve unforeseen problems and make the best out of situation for the participants.
  • TOTAL was impressed with CWT M&E performance and agility in organizing such show stopping events.

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