Case study: corporate event for 120 people
Three days: conference, yacht teambuilding, and gala dinner. Budget — $42 000.
Client's task
IT company from Russia — offsite corporate retreat for 120 people, 3 days. Business part (conference), teambuilding, and gala dinner. Closing documents for accounting are required.
Concept
“Team by the Ocean”: day 1 — welcome, day 2 — conference + teambuilding, day 3 — gala dinner with awards.
Program by day
Transfers, check-in, welcome dinner by the ocean.
Hall, presentations, lunch. Evening — surf teambuilding.
Awards, fire show, DJ. After — afterparty.
Budget
| Item | Amount |
|---|---|
| Accommodation 3 nights ×120 | $21 600 |
| Venue and conference hall | $4 800 |
| Meals and catering | $7 200 |
| Teambuilding | $3 600 |
| Gala dinner and show | $3 600 |
| Transfers | $1 200 |
| Total | ~$42 000 ($350/person) |
Client testimonial
“We took a team of 120 people. Logistics, program, closing documents — everything was flawless. We will return next year.”
MariaHR Director, IT companyCalculate the cost in 1 minute
Answer 4 questions — we will send the estimate via WhatsApp within an hour.
Documents for accounting?
Yes — contract, invoice, act, invoice. Delivered within 5 days.
Preparation and logistics
Event logistics is half the success. The coordinator started work 3 months in advance: location selection, bookings, contractors, timeline. Guests were met at the airport and accommodated in a resort near the venue. Welcome dinner on the eve of the event was arranged for introduction and fine-tuning.
On the day of the event, the coordinator is on-site starting from 10:00. Decorators starting from 12:00, photographer from 15:00. The timeline is minute-by-minute, with a 15-minute buffer for each stage. All contractors are from our team, not hired freelancers.
Result
The event went according to the timeline, without any hitches or stress for the couple/client. Photos and videos are in post-production for 7–14 days. Customer feedback is above. After the event, we have a new case in our portfolio and recommendations.
Team and contractors
All contractors are from our team: coordinator, decorator, florist, photographer, videographer, host, DJ. They are not hired from the street, but are people we have been working with for years. This guarantees quality and synchronicity on the event day.
What was difficult
Every event has its own challenges. In this case: group logistics (coordination of flights and transfers), weather (backup plan for rain), timing (sunset at 18:25 — a 30-minute window for the ceremony). Solved through experience and a detailed timeline.
FAQ
How much does it cost?
Depend on the format, number of guests, and season. We calculate the estimate in 1 day after a 15-minute brief. Consultation is free —write on WhatsApp.
How far in advance should we start preparation?
Major events — 3–6 months, proposals — 5–7 days, corporate events — 1–3 months. The earlier, the wider the choice of locations and the lower the prices.
What if it rains?
A backup plan for every case: a canopy or an indoor hall. Rescheduling is free. At the villa, there is a covered terrace. Weather in Bali rarely ruins an event.
Can we see the location?
Yes — video scouting or a visit. For remote clients — detailed photos, videos, and renders of the location.
Contacts
Tell us about your event
We will reply within an hour, suggest 2–3 concepts, and calculate the estimate in one day. Consultation is free.