Challenges
Everyone was a VIP in this group so it was important to ensure a consistently high level of service across the board. This was especially important for the 2-night cruise on Halong Bay, where eight ships were needed to accommodate the group.
‘We proposed ambitious events, some of which have never been done before. This creativity and our operational experience helped us win the client and make this five-day incentive a success.’
Exclusive gala dinner on Titov Beach, Halong Bay
While on Halong Bay, it was important to get the group together as often as possible. On their first night, EXO arranged a private dinner on Ti Top Island, it was the first time ever that Halong Bay authorities have granted permission for such an event. The beach is open to the public until 4pm but EXO worked within the time constraints to set up the event for 300 guests. A DJ, dragon dance, fire show and other entertainment complimented the catered dinner.
Private theatre performance with custom location
For the final evening, the client wanted to combine a cultural event with a celebratory dinner and party. However they did not want to leave the hotel, preferring to stay in one location so that guests could relax and enjoy every moment of their time together. To make this happen, EXO Events coordinated with the famed Lune Productions company to bring their ‘My Village’ show to the guests. EXO Events arranged a custom-built stage at the hotel as well as theatre-style seating, stage lighting and all of the necessary logistics to pull off this production.
‘We wanted to wow the guests at every turn, which was no easy feat with a group size of 300. Having our team in sync and well-informed on the operational details helped us flawlessly execute this incentive.’
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Train to Halong Bay
The client wanted to incorporate unique forms of transportation during the trip. Rather than travelling by bus from Hanoi to Halong Bay, EXO Events arranged for half of the journey to be by local train.
On board, guests were treated to special extras including drinks service, a magician who performed in each of the carriages and fruits served by vendors carrying traditional Vietnamese baskets.
Upon reaching Hai Duong train station, the group disembarked and continued by bus to Halong Bay. Meanwhile, the company president landed at Hanoi’s Noi Bai airport and travelled by private seaplane to join the group at Halong Bay.
Branded print material and gifts
Branding was important for the client, who wanted to make sure their logo was prominently displayed on all materials.
EXO Events handled all of the design and printing of items such as name tags, lanyards and luggage tags as well as dinner menus, program booklets, signboards and orientation information.
EXO Events also customised welcome cards with hand-written calligraphy, special Hanoi shopping maps, and tote bags and tshirts with company branding.
