TRIADA – THE LIFETIME CRUISE
12. Internal Celebration
Event Description and Key Objectives
• We organized one of the largest and most complex incentive trips in 2022 on the Polish market. Our challenge was to find an attractive trip for 700 people that would meet all the client's objectives and requirements. • The event's concept was centered around integration, developing positive client relationships, and motivating further cooperation and product sales for our client, the largest distributor of food products in the Pomeranian region. • The trip was the final stage of a sales program for the top clients from the food and gastronomy sectors. • We decided to offer a Mediterranean Cruise, covering three countries: Italy, France, and Spain, with six European ports and eight local excursion destinations. The 700 participants were divided into two groups, each supported by an 18-member staff, including artists brought in from Poland. • The goal was to create a unique journey that clients wouldn't typically choose for their private vacations or get in the regular travel agency. • Due to the pandemic, the trip's format was about to differ significantly from previous ones as per clients request. Instead of a single hotel event abroad, we designed an experience that combined leisure with unconventional sightseeing and special thematic evenings featuring Polish artists. The cruise allowed for a comfortable experience without the need for constant packing and unpacking. • Our client wished to blend tourist and recreational activities with entertainment, aiming to integrate the brand through private ship parties, dedicated restaurant spaces for business meetings, private concerts, and specially organized excursions branded with the client's logo. • The event's arragements required exceptionally complictaed and multilevel logistics. • As the travel agent, we were committed to incorporating sustainable tourism elements and conducting the trip with an environmentally-conscious approach, ensuring the smallest possible carbon footprint for such a large group. We convinced our client of the value in supporting eco-friendly initiatives for the sake of our shared future
• Our primary objective as organizers was to ensure the smallest possible carbon footprint. Hence, we diligently looked for solutions and offerings aligned with sustainable development principles. • We chose the most eco-friendly ship with zero emissions, the world's first vessel powered by liquefied natural gas (LNG), making it emission-free and eco-friendly. We proved that large-scale journeys can be realised at an excellent standard with priority to the environmentally-friendly suppliers, hotels, and, in this case, cruises. • The selected cruise covered three different countries and seven destinations/ports, without the need for packing and changing hotels, multiple flights between the countries (reducing the carbon footprint of flights and transportation) while ensuring guests' comfort. We provided the opportunity to explore three countries through an emission-free vessel, minimizing the carbon footprint by avoiding excessive flights and bus transfers. For instance, 700 guests would have required 14 coaches and numerous plane seats, all of which we successfully avoided. • In ports where the ship docked within walking distance of the city center, we avoided hiring coaches and prioritized walking tours, thereby further reducing the carbon footprint. • One of our main goals was to take guests on a journey they wouldn't have embarked on individually and where they felt exceptionally valued by the inviting company. We organized private themed events, concerts, and excursions in each port to create an unforgettable experience. • Despite the enormous group size, we managed to secure all cabins with balconies and provide private space in one of the two main theaters for our special client evenings. The most spectacular part was the themed evenings with performances by artists specially brought in from Poland. We also arranged thematic parties with our DJs and animators. The suitable branding and event decor, as well as a thematic dress code tailored to each performance's character were applied to emphasaze exclusivity and privacy. • On such a large ship governed by harsh, pre-established rules, achieving this level of space allocation only for our incentive program was a spectacular success, thanks to excellent cooperation among our team, the ship's operator, and its crew. • With such a large operation, unforeseen situations can occur, such as the controllers' strike at Italian airports, resulting in cancelation of the flights and charter time changes. However, our swift action allowed us to resolve the issue promptly and conclude the trip positively. Within a few hours, we organized tours of Rome for guests affected by the rescheduled charter and arranged an additional private charter for guests whose LH flight was canceled. All guests returned home on the planned day, despite the strike
Basic information about the event
The client desired an extraordinary trip, especially since they hadn't organized any excursions during the pandemic, which had always been an integral part of their company's strategy. The trip was intended for a large group, and the client expected special events and an exceptional setting. The idea of using a ship proved to be spot-on, as it allowed guests to travel through several countries within Europe in comfort, eliminating the time wasted on flights and transfers. We negotiated with ship permission for private parties, providing guests with a feeling of special treatment from the inviting company. Moreover, we arranged performances by top singers and cabaret artists, as well as thematic parties.In addition, all this took place with great care for the environment by choosing an eco-friendly vessel, the ship, and all the elements described below.
• The event was based on a very on complex logistics of group exchange, organization of multiple excursion variations and private events, and arranging flights for the artists from Poland, which required careful synchronization. • Introduction of the application as a form of communication and branding. • Choosing a modern, emission-free ship with cutting-edge solutions further added to the innovative aspect of the trip.
• One month before the trip, we launched a specially prepared application containing the travel itinerary, practical information, preparations, and a description of the ship, along with personalized invitations. Prior to departure, guests also received SMS reminders about the event. This proactive engagement allowed guests to be informed and excited even before the journey began. We decided for the application to avoid printing informational and branding materials for 700 guests, thus reducing paper consumption and preserving trees. • The airport check-in process was carefully organized to accommodate such a large number of people and two flights departing simultaneously. Through the app the guest were provided with the information to which of eight color-coded groups wehre assinged. Each guest received an SMS notification about their respective color. This ensured smooth and swift check-ins at the airport. In Rome, pilots and coaches were coordinated with the same color-coding system. • This was an exceptionally challenging and complex logistical operation, best represented by the numbers: o 700 participants in two groups, divided into the food and gastronomy sectors. o 15 days of intense on-site work. o three private charters and four commercial flights. o specially brought in Polish artists for private concerts, including a cabaret group, singer, cellist, and seven themed evenings organized for this purpose. o two DJs and nine themed parties and evening entertainment, each with a different dress code for guests. o high level professiona hospitality thanks to a team of 18 members of the staff on-site, including two DJs, two MCs, lighting and sound technicians, seven pilots, four entertainers, and two coordinators overseeing the entire event. Additionally, several local guides. o a personalized application and personalized electronic branding displayed on screens during private events that helps us to avoid a tones of paper/ printed branded materials o a private reception and telephone line on the ship solely for our incentive group. o a dedicated, private area in the restaurant for à la carte dinners, o the highest all-inclusive drink package with access to multiple bars and restaurants, o cabins with balconies for all teh guests o on-site operations involved managing the ship's logistics and organizing excursions for participants: 14 days of excursions with various group configurations, with each day accommodating 50 to 300 participants divided into smaller groups
• The project aimed to maintain relationships with existing clients while building new connections with potential clients. • The trip was preceded by a sales program, where clients from the retail food and gastronomy sectors had to achieve specific targets to participate in this exceptional incentive trip, enriched with exclusive events not available through travel agencies. Organizing special concerts and events made guests feel genuinely appreciated by the inviting company. • The established goals from the client's perspective were successfully fulfilled, as confirmed by the client, the owner, and managers of Triada. Guests also expressed their satisfaction through numerous social media comments and personal thanks. • The client wished to offer guests a comfortable, exclusive, and richly serviced trip, not available through travel agencies, allowing space for communication and business discussions. The combination of elements such as cruises, excursions, private parties, providing opportunities for shared experiences, integration, conversations, concerts, dedicated restaurant areas, and shared excursions, along with seamless logistics and our handling of a crisis situation, met and surpassed their expectations. • Guests were provided with space to interact with the brand, managers, and the inviting company. • We faced a major crisis situation on-site due to the airport strike, necessitating the organization and provision of an additional aircraft within a few hours. Together with the client, we turned this into a success, demonstrating care and concern for their safe return home as planned, despite the adversity, which now strengthens the client's sales and business relationships. • The investment paid off with increased sales, as confirmed in discussions and recommendations from the client. Another incentive trip is already in the planning stages, and clients are working towards achieving the set sales targets to participate in the next incentive. Guests now identify more strongly with the brand.
• One month before the trip, we launched a specially prepared application containing the travel itinerary, practical information, preparations, and a description of the ship, along with personalized invitations. Prior to departure, guests also received SMS reminders about the event. This proactive engagement allowed guests to be informed and excited even before the journey began. We decided for the application to avoid printing informational and branding materials for 700 guests, thus reducing paper consumption and preserving trees.
We emphasize the need of elimination of the carbon footprint and convincing the client to organize a trip based on sustainable tourism principles and ecological awareness. • We chose the most eco-friendly ship with zero emissions, the world's first vessel powered by liquefied natural gas (LNG), making it emission-free and eco-friendly. We proved that large-scale journeys can be realised at an excellent standard with priority to the environmentally-friendly suppliers, hotels, and, in this case, cruises. 100% of the waste colected on board is segregated and sorted. In thus manner, waste is managed with the environment respect transforming into resources for transforming into resources for reuse in innovative projects within a circular economy. On the ship, single-use plasyic items have been nearly competely eliminated. Microplastic particles have been eliminated form cleaning products, cosmetics, and spa irtems Freshwater is a limited resource, which is why two-thirds of the water used on board comes from the sea: it is desalinated and purified, making perfectly suitable for use on deck. • Onboard, all menus at bars and restaurants were presented as QR codes, eliminating the need for printed menus. In line with this approach, we provided the Polish versions of the menus in the dedicated app for the trip, so guests had access to the menu without the need for physical prints. • Energy conservation. The rooms did not have refrigerators or minibars to save electricity and promote ecological practices. Instead, guests could order the entire minibar assortment via room service. Additionally, eco-friendly toiletries in refillable dispensers were used in the bathrooms, reducing single-use packaging Throughout our journey, we also prioritized environmental care. • We avoided unnecessary material printing and waste by maximizing the capabilities of the app for branding and communication with participants. Instead of printing informational and branding materials, we equiped guests with a modern app dedicated to the event for communication ( messages and online chat) All branding was electronic, with logos displayed during private concerts, evenings, and within the restaurant area. The app served was a great source of information and practical hints for the guests. • We demonstrated that it was possible to organize a large-scale incentive trip, one of the largest in the market in 2022, with consideration for the environment and a commitment to reducing the carbon footprint, especially the trip covered three different countries and seven destinations. Despite having a substantial budget, which could have been allocated for a distant incentive trip, we convinced the client to go for a shorter flight, and we chose the closest Polish airport despite having seven different destination options for the cruise embarkation. • We focused on walking tours, excursions on foot, and shared transportation. • The most crucial element was the choice of the ship, as we preferred a more expensive but emission-free option despite having other cheaper alternatives available, demonstrating our commitment to sustainability