Siyenza Management was awarded the tender for the Event Management component of the BMW SA Executive Golf Excursion 2006 hosted at the Pezula Hotel Resort and Spa in Knysna, Western Cape 24 - 26 November 2006.
This is a prestigious event that is hosted by BMW annually where all their top business leaders are invited with their spouses (100 guests) to an exclusive weekend away comprising of golf and leisure.
Siyenza Management was solely responsible for all the logistics as detailed below:
Pre Event
- Sourcing and securing venues;
- SM negotiated with Nescafe at O.R. Tambo International Airport for the usage of their restaurant as a guest lounge prior to guests boarding;
- Simola Golf and Country Estate - Friday afternoon golf; and
- Pezula Hotel Resort and Spa - accommodation, spa treatments and Saturday morning golf.
- Source and appoint advertising agency; and
- Preparation for bi-weekly meetings with BMW SA.
Once appointment for advertising agency was made, SM oversaw the:
- Teaser campaign
- Official invitation
- Route maps
- Menus
- SM was responsible for the hand delivering of the teaser campaign and the official invitation;
- Financial planning and managing of budgets;
- SM was responsible for the compilation and distribution of a aide memoir (detailed itinerary);
- SM partook in negotiations with both SAA and ACSA;
- Devising and implementation of a database for RSVP's, inclusive of travel arrangements and accommodation for all guests;
- Compiling and updating passenger list for SAA and rooming list for Pezula complete with all guests details; - ongoing
- Sourcing and appointing reliable local suppliers for:
- Production company
- Décor
- Luggage transportation
- Photography
- Ladies excursion - Half day excursion to Featherbed Nature Reserve
- Chauffeur drivers
- Managed the hand delivery of gift pack for guests comprising of;
- Gary Player Nike golf shirt
- BMW golf cap
- Personalised luggage tags
- Aide memoir
- Cleveland golf travel bag
Event
Departure - O.R. Tambo International Airport on SAA charter flight
- SM manned a welcome desk at the allocated check-in counter at O.R. Tambo International Airport, ensured guests signed indemnity forms and all luggage was tagged.
Arrival - George Airport
- Co-ordination of chauffeurs driving 37 BMW's (niche fleet) from BMW Dealership-George to George Airport for guests to self-drive;
- Provided snacks in cars for guests
- Facilitation of paramedics for convoy drive;
- Managing the transportation of guests luggage to and from Pezula;
- Co-ordination of chauffeur driven vehicles for spouses to Pezula from George Airport;
- Co-ordination and facilitation of the golf day at both Simola and Pezula;
- Collation of 4 balls
- Tee-off times
- Personalised lockers / golf carts
- Packed cooler bags on golf carts
- Liaising with ESP Africa for Saturday evening;
- Sound
- Stage
- Lighting
- Entertainment - 2 bands ex Cape Town
- Liaising with Pezula regarding all the logistics and catering requirements;
- Facilitation of room drop - Tiger Woods Nike golf shirt
- Personalised letters with tee-off time
- Distribution of prizes and delivery to guest suites
- Conceptulisation and facilitation of themed Friday evening;
- Conceptulisation and co-ordination of themed Saturday Jazz evening; and
- Co-ordination and assistance of prize giving.
Departure - Pezula Sunday
Arranged for vehicles to be:
- Washed
- Parked in convoy
- Filled with petrol
Facilitated and co-ordinated:
- Collection and transportation of guests luggage
- Guest check-out
- Chauffeurs at George Airport
- SAA check in counters
- Restaurant area
Post Event
De-brief:
Final guest list
Hand delivery of cutt glass excursion gift and thank you letter to each guest
Budget reconciliation. |
