Group Travel Challenge2018-12-07T17:09:48+00:00
CASE STUDY TWO Group Travel Challenge Find new venue shortly before Australian program operation

Industrial Battery Manufacturers


The high-end group travel program for this 20-year client had to be relocated just six weeks before the trip operated.

A clause in the hotel contract for the original Australian location allowed cancellation with no penalty if renovations were not completed prior to the group’s arrival. The program manager felt completion was unlikely during a site visit 10 months prior to operation.

At our request, the hotel sent us weekly photo updates. At six weeks out, we still felt uncomfortable as the lobby and breakfast area were still under major construction meaning we would have to relocate our check in and breakfasts to unacceptable areas. Additionally, not all sleeping room renovations were complete.

Our Client and Account Executive headed to Australia to see for themselves. Finding the situation unacceptable, a decision was made to pull the program and relocate it.



After an extensive and expedited search, a suitable Hayman Island property was found with availability for our dates. Following a quick site inspection, the decision was made to move the group there.

Air for all 130 participants had already been booked from Sydney to Cairns, with many planning pre-extensions all over Australia. Our alternate destination, while also in the Great Barrier Reef, involved a new ticket from Sydney to Hamilton Island. Participants then took a hotel water shuttle to Hayman Island.

Air for all winners was rebooked, taking pre-extension plans into consideration. The client provided monetary assistance to those with pre-extensions so they would not incur additional cost. We also explained the circumstances to Australian carriers, working with them to minimize the air cost impact on the overall budget.

All new pre-trip materials were designed and produced by the program manager based on the revised location and itinerary.


In the end, the program went off beautifully. The Hayman Island property was a huge success, the program came in under budget and the client was extremely happy!