Illustrative planning scenario
The brief
What they asked for
An overseas leadership team of six for three days: site meetings near Zagreb, a customer meeting in Rijeka, and a private dinner.
The practical challenge: Arrivals from two origins, a schedule that changed twice before travel, and a road transfer that had to fit between meetings.
Snapshot
- Who
- An overseas leadership team and their executive assistant
- When
- March
- Length
- 3 days
- Group
- 6 travellers
- Where
- Zagreb and Rijeka
- Services
- Transfers, hotel, meeting room, helicopter or chauffeured car, private dinner
Key decisions
What we chose, and why
One coordinator, one channel
Every message with the executive assistant on one thread, every change confirmed in writing.
Helicopter or car, the client's choice
We quoted both for the Rijeka day: a helicopter, or a chauffeured car held for the whole day so a meeting running late changed nothing. The assistant chose.
A hotel chosen for the work
Quiet rooms, early breakfast and a room for the internal session.
Costs approved before booking
One added cost was quoted and approved before we committed.
Day by day
How it would run
- Day 1
Two arrival waves met at Zagreb Airport. Internal session in the hotel meeting room.
- Day 2
Site meetings outside Zagreb. Private dinner in the old town.
- Day 3
To Rijeka by helicopter or chauffeured car, as the client chose, for the customer meeting, then to the airport.
When plans change
If plans changed
If the customer meeting moved forward by two hours the day before, the driver's start time and checkout would change that evening, confirmed in writing.
What success would look like
- Every meeting reached on time
- No unapproved costs
- One statement with the cost-centre reference
- A booking process the assistant would choose to use again
For executive visits, the measure is how little the assistant has to think about it.
Related
Services and destinations
Experiences in this example
Illustrative planning scenario showing how we would approach this kind of brief. This is an illustrative planning scenario, not a completed client engagement.
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