Meeting News - September 21, 2009 - (Page HI10)

no task too big How do incentive planners impress 900 top achievers and their guests? D o the unexpected. What can they do in Hawaii that hasn’t been done before? Put a massive performance stage in the ocean. At BMC Software’s 2008 Field Leadership Club (FLC) in June of last year, that’s exactly what event production company One Smooth Stone did—constructed a fully functional, 60’ X 32’ stage entirely in the ocean at Anaehoomalu Bay, or “A-Bay,” as the white-sand beach at Waikoloa Beach Resort on the Big Island is known. It was a first for the state of Hawaii. FLC is the sales incentive program for $1.73 billion company BMC Software, headquartered in Houston. Having been to Hawaii two times in the past five years, the planning team wanted to create an atmosphere that was different from past programs. “When we decided to go back to Hawaii, we knew the challenge was going to be in its differentiation from the past,” says Denean Perry, senior manager, event operations for BMC Software. “On our first site visit, we thought of placing a large stage in A-Bay, as putting a stage on the beach was just too ordinary. We had also heard that such a concept was a first for Hawaii. We knew the approval process would be long, but well-worth the effort and the wait. We pride ourselves in continuously reinventing our programs and surround ourselves with teams that enable this to become a reality.” The company knew an ocean stage would be no easy task, especially given concerns over environmental impact. “We knew the ocean stage would provide the creative impact we desired, but we also had a deep-seated concern to ‘tread lightly’ on the beach and within the bay,” says Ken Haller, vice president and program executive producer of Illinois-based One Smooth Stone. “To ensure a positive approval process from the various national, state, and county entities, we had to fully utilize our relationships,” says Debbie Weil-Manuma, president of Weil & Associates, a destination management company based in Honololu. “With a project of this magnitude, you realize how important your relationships are. We were engaged with numerous contacts, from the governor’s office to the county commissioner and local land owners.” The planning process included permits with the Hawaii Department of Land and Natural Resources, the U.S. Army Corp of Engineers, the County of Hawaii, and the Waikoloa Land Management Corporation. Insurance specific to the A-Bay function was needed, as well as an underwater survey and plotting of the site; an on-site, full-time marine biologist; and security. After seven months of planning, including three onsite trips, it was show time. Four days of setup began with the stage, followed by lighting, audio, back-line, tables, chairs, sand sculptures, and decor. Finally, the guests arrived for an experience of a lifetime. ABay was utilized for three uniquely branded functions: The Battle of the Bands, in which six former rock ’n’ roll stars competed with BMC bands; a Beach Activity Day, in which guests enjoyed numerous water sport activities to live music; and an Evening Beach Party of dinner and beach dancing. “Given the amount of planning and the amazing talents of our local and traveling team, each A-Bay function was flawless and truly awe-inspiring,” says Haller. “The Hawaiians say, ‘A’ohe hana nui le alu ‘ia, which means “No task is too big when we work together,” and this truly was the case with this program.” “When our guests arrived at A-Bay, they were amazed,” says Perry. “It’s one thing to have a beach party, but it’s another to have a beach party with the band playing in the water. It was a special couple of days.” ■ — Provided by Ken Haller of One Smooth Stone SuccessfulMeetings/MeetingNews | September 2009 10

Table of Contents for the Digital Edition of Meeting News - September 21, 2009

Meeting News - September 21, 2009

Contents
Pricing Forecast
Newsmaker
Meetings Spotlight
Event Profile

Meeting News - September 21, 2009

Meeting News - September 21, 2009 -

Meeting News - September 21, 2009

(Page Cover1)
Meeting News - September 21, 2009 -

Meeting News - September 21, 2009