Event Organizers India

EVENT DOSSIER

Celebrating a personal milestone

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Introduction and background


After three days of exciting and exotic partying including a formal black-tie welcome dinner to a gorgeous, yet intriguing combination of style, elegance and intimacy with the best of Bollywood -from a Katrina to a Priyanka - and the famed trio of Shanker, Loy, Ehsaan taking the celebrations to the next level, it was a true challenge to create a finale event, even more so when the guests were primarily those who’d been there, done that and seen it all! And the host was someone who was an ardent party man (and also one of the greatest event planners in his own right!) who wanted guests to go back with an experience that they would never have seen before or would see again for a long, long time.

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Description and purpose / objective of main event


This was a celebration of a personal milestone – reaching the age of eighty. This was about a man who is a legend in himself and is still at the helm of affairs at India’s largest real estate development conglomerate. This event was also about delivering a rare and memorable experience to over 600 of the who’s who from across the globe.The first challenge was to find a venue that would do justice to the event. After much deliberation, we decided on the picturesque lake city of Udaipur but the fact that there was only one real party venue –Jagmandir Island - brought with it challenges of its own. Simply because with the kind of high-profile weddings that it had played host to, it had actually seen everything that could possibly be envisaged in terms of decor and entertainment. And the fact that a large section of our guest list would have been at several of those weddings made the task even more daunting. Our first differentiator came when we realised the ride from the hotel jetties to the venue was a good 10-minutes long and had till date only been seen as a routine task to be accomplished rather than an opportunity to wow guests even before they reached the venue. Together with the talented and experienced international floating operatic specialists, Studio Festi, we created an unbelievable lake experience that integrated life-size swans, dancing balletists on floating pianos, aerial balloonists that skimmed the water surfaces, zorbs (girls in balloons) and topped it up with our very own RajasthaniNagada drummers and dancers to blow peoples’ minds away even before they reached the venue.The venue itself was transformed from a regular wedding venue – quite majestic in its own right, though –to a brilliant spectacle through an amazing lighting experience created by world-renowned lighting designer, Eneas Mackintosh complemented by a touch of genius – raising the entire height of the guest seating area by 4 feet to give them a vantage view of the lake in which we installed a spectacular water-and-lights show as a backdrop to the night.And while Adnan Sami created the right spirit of joy and celebration over Cocktails, it was the gorgeous one and only Shakira who brought the house down as she gyrated explosively and performed exquisitely against the brilliant backdrop of the lake as 60’ high water jets kept pace with her music.

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What makes the event unique and creative


Given the station of the guests and the impeccable credentials of the host himself, we tied in several first-time features at the finale event which eventually created such delightful and memorable experiences for the guests that compelled comments like “never-before”, “once in a lifetime”.

In fact, everything about this event was novel. Be it the venue and how we transformed it into a visual spectacle of colours and lights which actually made the guests look at Jag Mandir island through completely new eyes! Or the Lake Pichola which was adorned with live performers and floating operatic tableaux for the very first time ever in India. And, not to forget the first-rate, personalised attention and hospitality for each of the 600 guests right through their stay, including their baggages, food, stay, travel and miscellaneous needs. And, of course, the presence of the one and only Pop sensation – Shakira – who mesmerised everyone with her one-hour explosive act! Yet another first for any event in India!

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Target audience and attendance


The guests – personal friends of the host – were the who’s-who from across the world and included ministers, bureaucrats, diplomats, members of the Armed Forces, corporate heads and, of course, family, friends, associates and colleagues.

A total of 600 guests were in attendance at this experience of a lifetime.

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Overall budget of event


This was a private, non-commercial event and the budget for conceptualisingand producing this event was USD 7104600.00

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Duration of program


This finale event at Udaipur, India was a one-day, evening program held on 15 November, 2011.

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Description of sponsor / charity etc.


This program did not have any tie-in with any sponsors or charity / volunteers etc.

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Overall effectiveness / success of event


What better way to gauge the success/effectiveness of this event than to read what the guests had to say!

“Never seen before”. “Once in a lifetime”. “Memorable”. “Chic”. “Spectacular”. “A night to remember”.

We have attached scans of some of the letters from the guests in the Supporting Materials section.

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Challenges / obstacles encountered


The challenges at Udaipur were humongous. We realised that if we were to arrange a normal seating plan at the venue, the guests would not be able to get a view of the innovatively adorned Lake Pichola. So we platformed the entire garden area, four feet from ground level, so that guests could see the lake in the backdrop. Then, over 400 tonnes of material and equipment were ferried in to the Jag Mandir Island on Lake Pichola (which was the event venue), with a limited number of boats at hand. The entire set-up for the show was done in eight days flat, with the event crew working 24 x 7 to ensure a perfect set-up.. And, the venue was cleared in 36 hours after the show got over.

And, not to forget the daunting challenge of ensuring first-rate, personalized hospitality for each of the 600 esteemed guests, managing over a thousand baggages, personalized welcome and transportation, thus delivering an exceedingly gratifying experience to the guests. Indeed, this was a victory of logistics management and multi-level coordination!

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Printed materials


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Printed materials


Cue Card

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Printed materials


Flight Ticket Cover

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Printed materials


Hotel Guest Room Helpline Tent Card

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Promotional / marketing materials


Email Invite

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Event DVD Cover

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A page from the Guest Welcome Coffee Table Book

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Merchandise materials


Key Jacket

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Information provided to participants


Guest Security Letter

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Information provided to participants


Guest Letter

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Supporting photographs - event


Floating operatic tableau –for the very first time in India – that delivered the amazing lake experience

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Specially created passage to the dining area, drawing its inspiration from the architectural language of the venue

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The striking dining area and the glittering backdrop

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Singer Adnan Sami mesmerises the guests

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Shakira’s explosive act, set to a glittering backdrop with 60 feet high water jets

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Measurable results


The event got extensive media coverage – electronic, press and online.

As the client wrote later in his personal letter of thanks, it was an experience extraordinaire. The Hello magazine rated it as the Party of the Year! And Delhi Times declared it as India’s topmost act of 2011! Guest feedback ranged from “chic” to “never-seen-before”, “spectacular” and “a night to remember”.

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Measurable results – Guest feedback


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Event Organizers India