Dart To Dubai Project Plan

Dart To Dubai Project PlanIdea Presentation By Lavina Thakur for Global Nomads

Mobile: 08108236744E-mail: [email protected] / [email protected]

mailto:[email protected]


Brief

Every year Airtel hosts it’s annual awards at an offsite destination as an incentive to felicitate employees that have out-performed themselves in the past year.

This year the destination is Dubai & the Achievers are once again ready to claim their glory.

The brief is to devise a theme that will act as a background for celebration and recognition & detail the project experience from pre event to post event phase.

The Event

Airtel Celebrates it’s achievers at an

international offsite destination.

The destination is Dubai that is the classic place for

leisure & celebrating achievement.

600 people will be attending the

getaway taking place over 3 nights & 4 days

.

Proposed Event Concept & TreatmentIdea Presentation By Lavina Thakur

Mobile: 08108236744E-mail: [email protected]

Event objectives

Key Objectives:• As the most prestigious reward platform to be a part of the Achievers Club is a big deal!• To take them to a venue which is aspirational and gives them an experience of all flavors

under one umbrella• To make the TA celebrate the spirit of being an Achiever

Via the theme celebrate: • The Achievers spirit • The grandeur of being an Achiever• What it takes to be a Achiever• Felicitate the Achievers

What we have to communicate

Achievers deserve the best

Achievers are never forgotten

Achievers are made from grit

and determination

Proposed Concept Option 1

PRIDE. PASSION. PERFORMANCE.

Rationale – Celebrates the attributes that have brought them to Dubai.


KINGDOM OF STARS

Rationale – The achievers are nothing short of Royalty and this is the treatment they can expect through this offsite.


WORLD OF WINNERS

Rationale - Highlights the idea that the employees are all winners and hence deserve the best treatment and the most personalised experience.


Glory. Glamor. Grandeur.

Rationale - The event is built around these 3 key words which set the tone for the trip - Glory, Glamor & Grandeur is what awaits the achievers at Dubai.

The Treatment

The employees are wowed with a highly personalised experience beginning from 10 days prior to travel, right through the 4 day affair.

The Agency manages the entire spectrum of the tour including venue selection, local entertainment, sightseeing, visas, accommodations, transport, tour guides and yes, even medical aid to ensure a hassle free experience.

At each stage, the travelling group enjoys small detailed special touches and surprises that makes a big difference to their experience.

There is no stone left unturned in the treatment and handling of every employee from the most senior management to the junior most traveler – everyone feels extra special.

Project Flow

Pre Departure

Communication

Ticket Issue

Travel Details:

General Delegates

VIP/ Sr Mngt

Arrival @ Dubai

Immigration

Hotel Transfers

Check In

Room Gifts

Day 1 Plan

Lunch

Desert Safari

Day 2

Burj Khalifa/ Dubai mall

Lunch @ Hotel

Gala night at the hotel

Day 3

Ferrari World

Lunch

UnderWater World

Dinner at Hotel

Day 4

Check Out/

Shopping

Departure

DomesticDeparture:

General Delegates

VIP/ Sr Mngt

Pre DeparturePlease note:

All visuals are only for representation purposes. Creatives will be designed post initial feedback.

Idea Presentation By Lavina ThakurMobile: 08108236744

E-mail: [email protected]

Pre Departure

Communication of know-hows and dos

and don’t at Dubai to all travelers through mail,

telecall and hardcopies.

Hard copies to be addressed to parents

Welcome kits to all travelers- to be

disptached at their residence.

Communication

• A brochure sent to employees carrying information:– Dos & Don’ts of Dubai– Weather– Things To Carry– Travel Details– FAQs – Itinerary– Destination Details

Invite Copy

Dear Employee,As the winner of Achievers Club Dart To Dubai, you have

displayed your mettle and valor in reaching our goals and strategic objectives.

It is our pleasure to invite you, our icons of Pride Passion & Performance

to celebrate your achievement in Dubai.

Pre Event Gift

• Seven natural colours of sands are collected from seven Emirates of U.A.E.

• Abu Dhabi-Red, Dubai-Light Red, Sharjah-Brown, Ajman-Cream, Umm Al Quwain-Blue, Ras Al Khaimah-White, Fujairah-Black.

• The sand shifts around when you move the frame.

• This makes a great pre event gift to get them into the UAE state of mind. Gift delivered to all travelers

residences.

Teaser E-mailers

The Exotic Arabian Nights

Await The Achievers

Just 6 days to go.


MAKE YOUR WISH LIST FOR

DUBAI.

Just 5 days to go.

Teaser E-mailers


RIDE HIGH ON THE GLORY OF

YOUR SUCCESS.

Make Your Way To Dubai

Just 4 days to go.

Teaser E-mailers


Teaser E-mailers

REVV UP FOR HIGH SPEED

ACTION IN Dubai.

Just 3 days to go.


Teaser E-mailers

Your Pride, Passion & Performance has made you

Scale New HeightsJust 2 days to go.


Day Before Travel – branded cushion DM

While Most People Only Dream Of Success, Achievers Wake Up &

Perform To Perfection.Sleep well Tonight, For Tomorrow

THE REIGN OF THE ACHIEVERS BEGINS IN DUBAI!

1 Day To Go

http://cache.gawkerassets.com/assets/images/4/2007/12/dosugus.jpg

Travel DetailsPlease note:




Tour Manager Allocation

VIP Delegate Management & Handling• We dedicate 1 senior agency employee to act as a one point contact

for each group of 6 VIP Delegates.• The team leader will manage every aspect of the tour from visa

document collection, to ease of check in, immigration and culinary preference.

General Delegate Management• We assign 1 senior employee to act as tour manager for group of 35

delegates. They assist their group with all tour functions from visa to through tour and upto the point they are back home.

Pre Event Logistics

• Paperwork to be collected from each employee at their respective locations by team.

Visa Documentation:

• Tickets booked – business class for senior management & economy for everyone else.Ticket Bookings:

• Employee’s culinary preferences collected (veg/non veg) Preferences Form:

• All employees receive a Raymond’s jacket for the gala night, measurements and sizes for the same are collected in advance

Measurement Form:

Visa Documentation

• 1st & 2nd Page of the Application form **• Confirmed airline ticket photocopy.**• Guarantee / Covering Letter from Company or travel Agent / SELF.• Photocopies of the First and the last two pages of the Passport. ** (valid for six months from the date of application)• Photocopies of the traveled and valid visa pages. (Incase the Pax has an old passport, then the photocopies of the

first page along with any valid visa or travel history)• Invitation Letter if any, from the host company in UAE.• NOC from parents / husband, Photo ID of parents/ husband. Copy of the host passport / residence visa.• Financial Documents (in case of applicant qualifying under Economical status criteria)• a. IT return acknowledgement• b. Salary Slips / appointment letter with CTC breakup.• c. Fixed deposit receipt/s.• Hotel accommodation Receipt / Voucher.• 3rd & 4th page of the Application form.**

** Mandatory Documents

Visa Processing Time

• Normal Visa Processing Time:3 – 4 working days from the date of submission (except any Friday,Saturday and any Dubai Holiday)

• Normal Visa Submission Time:Applications need to be submitted in between 09:30am to 05:30pm.

• Express Visa Processing Time:36 hours from the time of submission (except any Friday, Saturday and any Dubai Holiday)

• Express Visa Submission Time:Applications need to be submitted in between 09:30am to 12:00 noon.

DeparturesPlease note:




Departure Hubs

Hub 1: Delhi250 Pax

Delhi - 160

Simla - 13

Jammu - 13

Kashmir - 8

Allahabad - 37

Lucknow - 20

Hub 2: Mumbai

Mumbai - 41

Nanded - 15

Aurangabad - 46

Hub 3: Bangalore

Bangalore – 30

Hub 4: Ahmedabad

Ahmedabad - 55

Hub 5: Chennai

Chennai - 65

Hub 6: Kolkata

Kolkata – 16Guwahati - 40

Domestic Departures:Proposed Banquet Hall Meeting point

At each hub, propose a banquet hall location with 2 wash and change rooms setup as a meeting point for all delegates.

At the banquet location, the groups will meet their dedicated tour managers who will guide them through the process of travel.

Forex & Telecom counter setup

They verify PSPT & ins & docs. Tour Manager will check the documents of their groups to lead the them to airport, assist them with check-in, security, immigration, boarding, seating, confirm meal choice. Tour manager carries airline manifest.

At departure, guests receive a kit with a granola bar, wet wipe and mints.

Star Club Branded Face Wipes

Refreshing Mist

100% vegetarian health snack bars

Clear pouch

Departure Kit

Domestic Departures – VIP Travelers

VIP Delegates to be picked up from their residence and driven directly to the airport by Emirates which provides complimentary pick ups for business class travelers.

1 senior management assigned to each group of 6 VIP pax.

He/she will check the doc of their groups, to lead the them to airport, assist them with check-in, security, immigration, boarding, seating, confirm meal choice.

The manager for each group will handle every requirement of the group member and assist wherever needed.

In The Aircraft

• Headrest in the airline carries Airtel branding.

• Checking feasibility of branding the in flight screens and channels with Airtel.

Arrival @ DubaiPlease note:




Dubai Airport Arrival – General Delegates

Dedicated team welcomes the

delegates at Dubai airport.

The welcome team assists guests with

baggage and leads the delegates to their respective

coach/ cars.

Dubai Airport Arrival – VIP delegates

On arrival VIP Marhaba

welcome service with golf

cart/buggy

Dedicated hospitality staff - one to travel &

one to greet

Transfer To HotelPlease note:




Transfer To Hotel – General Delegates

Branded Luxury bus await to ferry them to the hotel (35 – 40 Seater Coach)Bus is branded with Airtel externally & internally (headrests & screen branding). The Airtel

jingle plays in the busHostess in the bus serving them with refreshments, cold towels etc

Transfer To Hotel - VIPs

We recommend VIPs travel by Emirates and Emirates provides

their luxury fleet.Refreshments placed in vehicle

Hotel OptionsPlease note:


Hotel Option 1: Grand Hyatt Dubai

• 674 Rooms & Suites, 186 fully serviced luxury apartments, Views of Dubai skyline and Dubai Creek, 2 grand ballrooms for events.

Hotel Option 2: Madinath Jumeriah

• The Arabian Resort of Dubai• Set across its own private beach, Madinat Jumeirah

resort is an authentic recreation of ancient Arabia, capturing the natural beauty of the region. Madinat Jumeirah features two grand boutique hotels, 29 traditional summer houses, 7 Malakiya Villas, over 40 restaurants and bars, conference and banqueting facilities including two grand ballrooms, a 1000-seat amphitheatre and the region’s only dedicated entertainment centre and multi-purpose venue, Madinat Arena. The facilities are interconnected by 3 kilometres of waterways and landscaped gardens.

• The resort also provides extensive leisure and health facilities including Talise Spa and Talise Fitness, as well as Souk Madinat Jumeirah, a traditional retail and dining experience showcasing the best of Arabia

• Located 25 minutes for Dubai International Airport

Hotel Option 3: Hyatt Regency

• Being a modern and luxury hotel in Dubai, Hyatt Regency Dubai is located in the Deira district along the Deira Corniche, Dubai’s renowned waterfront promenade.

• The hotel provides convenient access to the Dubai Museum and the Bastakia Quarter, while being only 7 km away from the Deira City Centre, Dubai’s first mega mall and within walking distance of traditional Gold Souk, Spice Souk and Textile Souk.

• Hyatt Regency Dubai hotel offers 414 luxury hotel rooms & suites with great views of the Arabian Gulf at the mouth of the Dubai Creek.

Hotel Check InPlease note:




Check In – General Delegates

• A tented check in area setup for delegates.

• Arabic musicians greet guests at the hotel.

• 6 hostesses in traditional welcome, dates, rose water, itar, dry fruits

• Zone wise, Code wise check in, • 70:1 desk, personalised Airtel

branded key jackets

Check In – VIP Delegates

• A dedicated desk for VIP delegates.

• Hostesses in traditional welcome, dates, rose water, ittar, dry fruits

• Zone wise, Code wise check in processes,

• Personalised Airtel branded key jackets

• Champagne welcome, • VIPs to be escorted to their suite.

Check In Mechanics

Registration Counters – Total 7• 6 registration counters are set up for delegate registration.• 1 registration counter exclusively for VIPs

Registration Manpower• Manpower - 4 polite hospitality staff at each desk dressed in event branded uniforms

Registration Strategy• Zone wise, Code wise check in processes

Registration Collaterals• Welcome kit given at registration including room key, branded jacket, I card etc.

Hotel Welcome Branding Tone

• Dubai destination themed standees with copy: Dubai WELCOMES THE AIRTEL ACHIEVERS

DUBAI WELCOMES THE AIRTEL ACHIEVERS

In RoomPlease note:


In room placements

• Welcome letter copy:

Dear Achievers,Welcome to Dubai. Ahead lies 3 days of fun, leisure and joyful experiences! Your Pride, Passion & Performance has earned you the luxury & pampering fit for a king! Look forward to strengthening our bond & creating wonderful moments together!’

Signed By Senior Management

In Rooms – VIP Delegates

• Arabic gourmet food basket including bakhlava, dates, dry fruits placed in rooms with world class wines

• Along with branded bottled water.

Additionally In VIP room

• Each VIP room is personalised with monogrammed towels, slippers and robe.

In Rooms – General delegates

• A smaller Arabic gourmet food basket placed in general delegate rooms.

• Along with branded bottled water.

• No wines.

Day 1 PlanPlease note:


Day 1

Lunch

Desert Safari

Desert Safari

Guests enjoy lunch in the hotel and then are transported to the Desert Safari location>



The Venue

We propose a 5 star Desert Safari camp for maximum enjoyment and quality. The camps feature 5 star cuisine, world class cutlery

and provide a much better experience for the delegates.

Desert Safari Event Flow

Transport back to hotel

Dinner & Celebrations

Management address & presentations

MC Welcome & Interactive session

Post bashing, conference starts

Participate in Dune Bashing

Transfer from Hotel to Desert in Hummers & Land Cruisers

Desert Safari Logistics

• Desert Safari Survival Kit given out containing first aid, nausea tablets, branded water bottles.

• General Delegates transferred in branded 100 land cruisers

• Senior management in hummers• All cars branded with Airtel and

play jingle

Additional Activities

• ATV Rides• Camel Rides• Sand Surfing

Desert Safari Branding

• Branded flags placed across the desert safari area carrying event logo

Desert Safari Branding

• 125 land cruisers and hummers branded with Airtel.

Champagne Sundown

• At the end of the dune bashing and just before conference/ dinner, propose a champagne toast to the achievers and a release of branded sky lanterns.

Conference @ Dunes

• Branded stage area created with watch out screen and side panels with event branding.

Dinner @ Dunes Setup

• Low seating areas and luxury tent setup with hukkas, low seating, opulent fabrics & platters of authentic Arabian desert cuisine – kebabs/ barbeques/ mezzeh platters.

Dinner @ Dunes Branding

• Tent card branding on all tables with event logo.

Conference Opening

• MC Kubra Sait welcomes guests and introduces the ice breaker – interactive drumming session.

• Each employee receives a drum and participates in a 45 minute team bonding session.

• www.dubaidrums.com

http://www.dubaidrums.com/

MC Options

NOKIA-Diwali CelebrationsIREVNAMAERSKDr. Reddy s LaboratoryNew Year Party 2009 for

Accord MetropolitanTitanSryaas SoftwareTata Consultancy ServicesDuchess ClubNeo SportsMalar HospitalsICICI TATA IndicomGodrej Pest ControlCognizantNokia-CEO farewell

DaimlerNew Year at Ocean SpraySMR GroupThe Hindu ‘Heels on Wheels’Mahindra XyloWiproAMET CruiseF1 TeamVodafone-McLaren

MC Dhwani Rao

Charming, Eloquent, Graceful

She has been enthralling and captivating audiences for over 4 years now… Being the preferred Master of Ceremony for leading corporate houses, she has hosted more than 700 shows, pan India and across the globe…

Her interactive skills and innovative corporate games have become a super hit with dealers, customers and employees of the most renowned global corporations

Meet one of the most Eminent Master of Ceremonies of India- the very charismatic

MC Minoti Parikh

• Launches ( Product & Service - Music album-Movies & Television)

• Corporate Shows (Dealer/Retailer/Employee Meets)

• Corporate Award ceremonies• Press conferences & Releases & Seminars• Radio & television events• Team building activities• Fashion Shows & Inaugurations• Cultural events• Star Nights , Musical Concerts & Tours

A Corporate Anchor/Presenter/TRAINER by profession, TAKEN THE STAGE over FOR 500+

shows all across Comes with an international experience of performing overseas

MC MALITHA FERNANDES

MC Angela Rebello

Management Address

Post drum jam, the management takes over and

addresses guests, possibly makes presentations.

Followed by entertainment & dinner.

Dinner Fringe Entertainment

Tanoura and belly dancers

http://www.grace2success.com/Desktop/Haremnights_site/performance_event.htm

Dinner Menu

• In addition to the famous Arabic cuisine, there is a dedicated area setup with Indian favorites for the convenience of guests who prefer Indian food.

• As we propose a 5 star desert safari, can expect a 5 Star quality buffet.

Post Dinner

Guests transferred back to hotel to rest and refresh for day 2





Tentative Itinerary

Day 2Burj Khalifa/ Dubai mall

Lunch

Gala night at the hotel

Breakfast

The day begins with breakfast in the hotel.

Beside the US breakfast we will have choice from India, live egg, waffle/pancake stations, bakery

stations, choice juices, tea/coffee.

Breakfast for Senior Management/ VIPS

• Propose VIP delegate breakfast at Armani followed by Burj Khalifa visit.

Burj Khalifa Visit

• Group is transferred for visit to Burj Khalifa

• The groups will need to be further divided into sub groups.

Shopping

• Post Khalifa visit, delegates move on to Dubai Mall for shopping

• Sticker tags for delegates, TM to have contact points with Airtel flags in Dubai malls

Post Shopping

The guests transferred back to hotel for lunch and refresh for gala night

Gala Night Prep

• While the group is out, we place a Raymonds dinner jacket in each of the rooms as per the measurements taken pre event.

• When the delegates arrive back, their jacket is freshly ironed and hung in the wardrobe.

Gala Night Event Flow

Guest arrival Experience

Emcee opening

Leadership walk/ Opening

Talk/ AVEmcee enters Navjot Sidhu

as speaker

Award round 1Mumbai dabbawalaAward round 2Laser showAward round 3

Dance troupe Award round 4 Celebrity dance Award round 5 Closing words

Drinks and dinnerDJ and dance

Please note: All visuals are only for representation purposes. Creatives

will be designed post initial feedback.

Optional Awards Event Theme:

Legends of Airtel

Or

Achievers Walk of Fame

Event Treatment

The employees are given the ultimate super star treatment – personalised cocktails, walk of fame – they enjoy the perks of winning!

Entry- Achievers Walk Of Fame

The employees are all stars for Airtel. Their

efforts and inputs play a mega part in the Group’s success.

The walk of fame recognises the efforts

of the guests and invites them to sign the

Airtel Walk of Fame.

Red Carpet Entry

• As they proceed towards the ballroom, there are photographers and paparazzi who click pictures and surround them for ‘autographs’

• Emcee to interview the guests against the checkered backdrop on what his experiences in Dubai & what is he looking forward from the evening

• Live feed of red carpet is beamed on screens as the guests enter.

• This creates a very memorable and fun welcome for the guests

Welcome

• Human Champagne table at the end of the red carpet and the entry to the ballroom

• TG are welcomed by a performer playing a violin as they walk in

Pre Function: Human Statue

Pre Function – Caricaturist

A caricaturist creates on the spot replicas of the teams.

Pre Function – Lounge Area

Lounge areas celebrate the most

outstanding employees with their

photographs blown up

Pre Function Bar

• Branded bar setup serving personalised cocktails. Flair bartenders add some glamour & entertain the guests while they enjoy a victory drink before the awards begin.

Enjoy TheSpirit Of Victory

Ballroom Entry

• As the guest enters, a spot light is directed towards the entrance giving at star treatment

Ballroom Entry

• ‘Stand up for the Champions’ sound track is played in the background while the employees are entering the ballroom. Hostesses elegantly dressed escort all the guest to their tables.

Seating

• Round tables setup for all employees in the brand colors.

Seating

• On every table a special personalised letter is placed congratulating the outstanding employees on their achievement.

Stage Design – Option 1




On Stage Event Flow

• The evening starts off with the emcee welcome, • Dignitaries for the evening then address the gatheringEvent Opening:

• Company official is then called on stage to declare the winner and award him

• As the name is collected out, the winner is escorted on to stage by a female hostess

Awards segment:

• Entertainment engages through the evening• Propose closing event with a celebrity entertainment

capsule

Filler Acts & Entertainment:

• Dinner & Cocktails• Guest Exit Post Show:

Opening Segment

MC Kubra Sait welcomes the guests

and congratulates them once again on their

achievement.

She sets the stage for the Leadership walk.

Airtel Leaders on stage open the evening with

their address

Navjot Siddhu

• Leadership talk followed by Navjot Singh Siddhu motivational segment on Leadership.

Motivational Speaker Options

• Leander Paes• Kapil Dev• Sourav Ganguly • Mohammed Azharuddin• Chetan Bhagat

Post speaker, the MC then introduces the company official who announces the awards segments.

Awards AV

The awards AV highlights the rewards theme

The AV is designed with a motivational tone & visuals, comparing the outstanding achievers to the

legendary heroes & achievers of the world>>>>

Award Intro AVFrame-1:

Black and white grainy Charlie Chaplin like black screenText: From the very beginning of time

Frame-2: Black and white grainy collage of frames of achievers like Armstrong,

Alexander, Hawking etc.Text: There have been some who’ve achieved the extraordinary with their unlimited passion

Frame-3: Mountain shots. Matrix Jumping across buildings. Unbelievable Hollywood action scenes.

Text: Their Passion Breaks limits. Goes beyond Boundaries. Sets the standards.

Frame-4:Visuals Of sports stars, legendary leaders, Film Superstars, Winners.

Text: THEY Are the Achievers. Fade to black.

Frame 5:Visuals of the employees taken from the red carpet entry

Text: This Year, You Are One Of Them. We Salute You.

Closing Frame – 6:Airtel Achievers Logo

Awards Segments

The awards are interspersed with filler acts between each category>>>>

Fanfare music plays through the segment.

As they come up, the screen shows their name

A female hostess hands a silk stole to the MD who makes the winners wear it & hands trophy/ certificate.

As the awards are announced, the winners come up on stage.

5 Award Segments take place

Between Awards

Mumbai Dabbawala Speaker

Laser Show

Dance Troupe (Sophie Dance Troupe)

Celebrity Performance - Sophie Choudhary

Celebrity Dance Options

• Dia Mirza• Jacqueline Fernandes

Post awards, the event closes with Dinner & DJ

Proposed DJ

• Event closes with DJ Ashrafi from Mumbai playing the hottest filmi hits.

Dinner & After Dinner Desert & Cognac

• The evening ends with Dinner, followed by a ‘desert & cognac’ pairing & tasting for VIPs.



Day 3Ferrari World

Lunch

UnderWater Park

Dinner at Hotel

Day 3

• with Indian selectionBreakfast:

• In coaches/ carsTransfer to Ferrari World:

• Private venue for lunch – with Indian selectionLunch:

• In coaches/ carsTransfer to Underwater Park:

• Back in HotelDinner





Day 4

• Tour managers to assist with check out

Breakfast & Check Out

• List of malls provided to groups with maps, distances, local guides.Shopping:

• Groups meet back at airport for departures, assisted by managers.Departures

Thank YouIdea Presentation By Lavina Thakur for Global Nomads

Mobile: 08108236744E-mail: [email protected] / [email protected]

