Organizing conferences or business meetings is a process full of challenges, requiring precise planning and coordination of many elements. To better understand what happens "behind the scenes" of such events, we talk to Adriana Czerwińska, Sales Specialist, and Marek Piotrowski, Key Account Manager at Hotel Gwiazda Morza SPA & SPORT, who share their experiences working on the front line of organizing business events.
Marek Piotrowski:
Planning the day can be difficult, especially when we have large events on site. The work then becomes very dynamic – everything happens here and now, and we have to react immediately. When I don't have an event at the Hotel, I can focus on preparing offers or contacting Clients, but you always have to be ready for surprises. As a Key Account Manager, my main responsibility is to take care of relationships with our important Guests, but also to tailor our offer to their needs, and coordinate activities to deliver the expected result.
Marek Piotrowski:
Before preparing an offer, we need to get to know the Client well. It is important to understand what kind of event is planned and what budget is available. Sometimes Clients have special requirements, so this information helps us create a plan that meets their expectations.
Marek Piotrowski:
Incentive trips are motivational journeys for employees aimed at strengthening the team, integration, and inspiring further work. Companies organize them as rewards for achievements, and also to strengthen relationships. Such a trip is not only fun but also an investment in better work results. Discover business and integration opportunities for companies at Gwiazda Morza Resort SPA&SPORT
Marek Piotrowski:
Definitely June, followed by September and October, are the months when we organize the most events. Recently, there is a trend that companies increasingly book during the autumn-winter periods, as they have greater certainty that all participants have returned from holidays and can be fully engaged.
Adriana Czerwińska:
Our offer includes a wide range of events, but the three most common types are intimate two-day business conferences up to 30 people, or weekend integration events also up to 30 people, and large groups of up to 150 people, for whom we combine training elements with entertainment and integration.
Adriana Czerwińska:
Guests increasingly expect us to be flexible – very short booking windows: 2-3 weeks before the event, even for events with over 100 people. Technological requirements are also changing. Clients want conferences to be more interactive. They pay attention to the ecological stance of the facility. Personalization of services is key – everyone wants to feel that the offer is "tailored." And we follow these expectations, successfully implementing ever newer solutions.
Adriana Czerwińska:
The most important things are professional service, high quality of catering and facility standards. Our Guests often look for modern, spacious conference rooms with access to natural light, as well as places that have supporting infrastructure: SPA, fitness, saunas, or swimming pools.
Marek Piotrowski:
Yes, we have quite a large group of companies that return to us regularly. Good relationships and mutual trust are fundamental – conference organizers know they can count on us.
What is the biggest business event that has remained in memory for a long time?
Adriana Czerwińska:
In my business experience, I have organized events for 1000 people and hosted the Spain national team during Euro 2012. These were very interesting and challenging projects.
Adriana Czerwińska:
For me, the greatest joy is the satisfaction of the Guests. If I see that the conference was successful and the participants leave smiling, I know that our work paid off. It is the best proof that everything was well planned.
If you want to entrust the organization of a business event to someone with extensive experience – check out Gwiazda Morza Resort SPA&SPORT and explore our business packages and available conference rooms. Here you will find our offer and we encourage you to contact us individually (by phone or email).
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