Case Study #1

An international event, which stands out as a good example for both the number of participants handled (2,500 persons in total) and the complexity of its planning and operation was an incentive program of a well known "Natural & Health Products" company.

Two thousand five hundred persons arrived from 16 different countries by more than 80 different flights and stayed in 7 different hotels. The first interesting point of this operation was that the initial request for a proposal was received only 7 weeks prior to the arrival date. In this last minute International cancellation, Athens emerged as the best back-up solution where hotel accommodation in the summer is not an issue.

After securing accommodations and receiving the confirmation of Athens being the destination for the program, in the planning process we had to prepare for the fact that each nationality needed customized social events, customized menus, and tours to be conducted in their mother tongues. An even higher challenge was the fact that the program had to be treated and handled as seven individual incentive programs with common only the 2,500 guest meeting and gala dinner.

The fact that the event had changed destination at such a short notice led to an additional problem: the organizer, was unable to communicate to us, the DMC, the exact arrival flights of the participants, with the exception of the French delegation (approximately 220 persons), since the participants booked their flights individually. A pure challenge to know for sure who was coming, when and on which flight.

The Account Executive in charge of the program was leading a team of 7 Operation Managers (one per hotel), each of whom was responsible from A to Z for their own group requirements and operating each as a separate incentive group. Daily meetings of the above 8 (Account Executive and 7 Operation Managers) along with the Transportation Manager were held late each evening and included two phases: "Report of the day's activities" and "Tomorrow's needs". As all hotels were booked through Horizon, our company was also responsible for the smooth operation of all services within the hotel (room block, conference, F&B, room gift deliveries).

The lack of organization of this particular client led us to be all the more vigilant in accounting matters, to the point that we managed to present the entire final bill the day after the departure of the group.

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Case Study #2

Sometimes the greatest challenge a DMC faces with a program is not its complexity or the number of participants, but the demand for creativity – for designing program components that have never been done before, and which often "push the system" regarding the local infrastructure with its governmental restrictions and local ordinances.

Such was the case with a high end & highly-demanding organization comprised of corporate Presidents and CEOs from around the world, all of whom became head of $100 million dollar companies before reaching the age of 40. Understandably these participants are high-energy, "just do it" people, and the components of their programs need to reflect their nature and match their egos.

Horizon took up and successfully met this challenge, and was honored to be selected to operate simultaneously all the programs (called "Academies").

The Academies were developed with the specific needs and requirements of Corporate President's & CEO's in mind, and to make each Academy the most stimulating, memorable and ultimately enriching experience possible for each guest. Throughout the development process, the following key points were incorporated into the Academies:

• Key point #1: To stage uniquely-themed events and activities exclusively for them
• Key point #2: To arrange on-site education not available to the general public
• Key point #3: To provide facilities, equipment and operations support in order to enhance safety and security
• Key point #4: To offer relaxed yet stimulating time for group interaction and networking
• Key point #5: To ensure group and personal VIP treatment for all participants

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Case Study #3

A large-scale event, which stands out as a good example is an incentive program that Horizon operated for an automotive company (USA and Canada divisions). This remarkable program, not so much for the number of participants handled (480 persons), but for the complexity of its planning and operation.

The USA division operated a 2-tier program, whilst the Canadian division a single program. We therefore had the following 3 programs operating simultaneously:

• USA Grand: Top (VIP) level program for 80 participants
• USA Basic: Basic program for 240 participants
• Canada: Upscale level program for 160 participants

The program outline of the two higher level programs (USA Grand & Canada) was:

• September 25-27: 2-night stay in Athens
• September 27-October 01: Cruise to the Greek Isles & Turkey
• October 01: Disembarkation in Kusadasi & flight to Istanbul on charter planes
• October 01-04: 3-night stay in Istanbul