Client
Lithia UK (was Jardine)
Event
LPG Event
Date
June 2024
Location
Athens, Greece
Services Delivered
- Transfer arrangements
- Hotel reservations
- Tour of the Acropolis
- Overall event management and problem-solving
- Catering arrangements for 2 dinners (including one in a private villa) and 2 lunches
- Charter jet arrangements including branding and catering
Overview
Noble Events was tasked with creating a memorable, relaxing, and luxurious weekend in Athens, Greece, for Lithia UK to treat and thank top performers. The event catered to 30 guests, including two CEOs. The goal was to create an unforgettable Mediterranean experience that would allow guests to truly unwind and feel valued, offering a perfect blend of opulence and leisure.
Challenges
As with any high-stakes event, the road to success was not without its hurdles. Noble Events faced a unique set of challenges:
- First-time collaboration: This inaugural project with Lithia UK meant navigating uncharted waters with no established client processes or prior experiences to draw upon. This presented the challenge of showcasing how Noble Events' approach and values naturally aligned with Lithia’s high standards and culture. Without the benefit of previous interactions, the team faced the task of quickly demonstrating their innate understanding of luxury events, proactively highlighting their expertise and adaptability, to ensure that every aspect of the event reflected their natural fit with Lithia's vision from the outset.
- Weather woes: Athens was in the grip of a heatwave, raising concerns about guest comfort throwing questions over the viability of the planned Acropolis tour.
- Fluctuating guest list: The final attendee list could not be finalised until very close to the event dates, with numbers fluctuating from 12 to 34 before finally settling at 30. This volatility in guest numbers complicated logistics, from transportation arrangements to hotel bookings and catering plans, which required ongoing and last-minute adjustments.
- Accommodation uncertainty: With the increase in guest numbers, there was uncertainty about the hotel’s ability to accommodate the larger group. This raised concerns about maintaining the promised level of luxury for the guests and potentially having to split the group across different hotels, which would have detrimentally impacted the cohesiveness of the experience.
Solutions
Faced with these challenges, the Noble Events team took immediate action, demonstrating highly adaptable and resourceful problem-solving skills:
- Relationship building: The team quickly established strong connections with the hotel and destination manager, enabling smooth negotiations for rooms and menus within budget. This rapport proved invaluable when addressing unforeseen issues later down the line.
- Weather preparedness: Anticipating the heat, Noble Events ensured ample water supplies on all transfers and placed complimentary sunscreen in guest rooms, showcasing our attention to detail and dedication to guest comfort.
- Flexible planning: The team remained adaptable, working tirelessly with the hotel to accommodate the fluctuating guest numbers without compromising on quality, ensuring each attendee received the same high-end experience regardless of any last-minute changes.
- Above and beyond negotiations: When faced with late menu information due to the hotel’s staffing shortages, our team were able to turn this potential setback into a triumph through skilful negotiation, which secured a significant upgrade for guests from a private residency to an exclusive private villa for the Friday evening dinner. This resolved the issue around the menu delay and created an unexpected and breathtaking stand-out moment for guests, which elevated the entire experience.
- Discreet and efficient problem solving: When air conditioning malfunctioned in some of the rooms, the Noble Events team worked behind the scenes with hotel staff to relocate affected guests to new rooms with functioning air conditioning. The team handled all aspects of the move, including luggage transfer and new key distribution, allowing guests to enjoy their dinner undisturbed. When guests returned from their evening, they found themselves in comfortable, cool rooms with all their belongings already in place, completely unaware of the potential inconvenience they had been spared.
These actions highlight our team’s commitment to guest satisfaction and their ability to not only solve problems, but to transform challenges into fresh opportunities for creating incredible experiences.
Outcomes
Noble Events’ precise planning and proactive problem-solving led to exceptional outcomes for both the guests and Lithia UK. The team’s attention to detail was evident in their ability to secure late check-outs for the entire group, allowing guests to enjoy a relaxed final morning instead of rushing to check out on time.
Guests’ satisfaction was palpable throughout the event, with many expressing a reluctance to leave and offering high praise for the resort and for the overall experience. Multiple compliments were received throughout the weekend, with attendees specifically noting the attention to detail and expressing confidence that the Noble Events team would promptly address any need or request.
Most significantly, the event’s success has strengthened the client’s relationship. Discussions have been initiated on Noble Events’ potential involvement in a future incentive trip and drive programme events. These developments clearly indicate Noble Events has established itself as a trusted partner capable of delivering exceptional event experiences no matter what challenges arise.