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Interwoven Hawaii

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  Our friends at Interwoven were planning their President’s Club in Kona, Hawaii and the proposed budget from the hotel was more than they had anticipated. Since AEC had planned several of their most successful local events, we thought that we could be instrumental in giving them more bang for their buck.

We asked to be given the opportunity to bid on their incentive trip. Since they had an in-house travel agent, we left the air alone and concentrated on Hotel rooms, ground transportation, meet and greet, on site and off premises activities as well as reviewing the Standard Hotel menus and adding some spice and creativity to the catering selections.

Once we got into the original proposal, it was obvious that we could save the company a minimum of 10% and as much as 15% of their total budget and still leave a profit for Associated Entertainment.

Our promise to Interwoven was: we would produce their entire 4 days in Kona, provide staffing on the island and give them a President’s Club that was the best that they had ever experienced (at a guaranteed 15% savings off their original budget) and that is exactly what we did.

Our challenge was to get away from the standard program that most hotels offer and create something more diverse and more personal.

Each element of the 4-day experience was a joint effort of the AEC staff. Mark Leonardi (AEC Convention coordinator) headed the effort with the help of Rita Zambrano and the event planning staff at Interwoven. Our responsibility included room negotiations, ground transportation, menu selections, lighting, sight selection and development of off property events. We coordinated golf tournaments, spa reservations, and helicopter tours of the islands volcanoes, horseback riding, as well as the creation and production of a custom Luau show, which integrated the Staff of Interwoven. Each evening’s special “turn down” surprises were a delight to the guests. Pat Johnson, our in-house photographer photographed the day’s events then created a slide show that highlighted the cherished moments of the Presidents Club.

Most importantly, all aspects of the event were put together directly with local vendors, saving Interwoven thousands of dollars and adding that authentic and traditional Polynesian flair. The trip looked something like this:

Opening Reception:

Resident Beach House
Friday, May 10, 2002
6 pm - 9 pm
Our opening event will set the tone for a great conference by sharing the “Aloha Spirit”, which is unique and very special to Hawaii.

Upon arrival, guests will be greeted with the sounds the ocean and the background sound of Hawaiian slack key guitar along with other contemporary and easy listening sounds.

Guests will sip delicious exotic libations and sample selections of the finest cuisine of the Pacific Rim, while gazing at the stars and the glow of an open fire nesting in the sands of the beach.

Food and Beverage will feature an assortment of Big Island favorites including mai tai, carved fillet and passed hors d oeuvres to temp the taste of what is to come.

Waiting for the guests in each room will be a welcome note with listed activities available the following day and a gift of Chocolate Covered Macadamia Nuts.

The evening will include:
* Hawaiian Greeters
* Mea hula (Hula Dancers)
* Hawaiian Acoustic Trio
* Sound
* Area lighting
* Floral arrangements
* Specialty table linen
* Tiki torches
* Food and beverage
* Beach fire
* Photographer
* Supervision and Event Management
* Evening turndown gift

Luau
Hoku Amphitheater
Saturday, May 11, 2002
6 pm - 10 pm
Guest will be greeted with a flower or kukui nut lei while live Hawaiian music set the festive mood of the evening. As guests casually stroll through the Hawaiian Artisans who are eager to teach their malihini (newcomer) friends the traditions of Hawaii, there will be Tiki huts set with lei making demonstrations, coconut huskers, straw hat maker, pineapple carvers, and Polynesian tattoo artists available to demonstrate and give the history of these ancient native arts.

The evening cocktails will feature passed hors d'oeuvres and exotic island cocktails including pina colada and mai tai leaving enough time for all our guests to arrive.

The sound of the conch will signal the start of our exciting luau, complete with Huli Huli Pig and the time-honored techniques of underground oven cooking at the Imu Ceremony.

While guests enjoy the tastes of Hawaii, the Polynesian Show will take them on a journey through the Islands of Polynesia, as they feature authentic dances and music of Hawaii, Samoa, Fiji, New Zealand and Tahiti.

The evening will include:
* 4 Iona huts for artisans
* 8- Tiki statues
* Hawaiian greeters
* Staging flowers, decor and lights
* Sound
* Area lighting
* Floral centerpieces
* Specialty table linen
* Entrance arch decorated with tropical island flowers
* Tiki torches
* Buffet floral
* Flower and Kokui Nut lei
* 1 hour custom Polynesian show
* 3 fire knife dancers
* Artisans
* Food and beverage
* Imu Ceremony
* Hawaiian band
* Photographer
* Supervision and Event Management
* Evening turndown gift

After the evening has ended, the guests can stroll back to there rooms were there will be a Hawaiian Shirt with the Interwoven logo embroidered in the sleeve.

Night at the Palace
Hulihe’e Palace
Sunday, May 12 2002
6:30 pm - 10:00 pm
Deluxe motor coaches will transport our guests from the Four Seasons to the Hulihe’e Palace for an evening of Hawaiian royalty and culture. Built in 1838 from lava rock, coral mortar, Ohi’a and Koa timbers, the building is a charming reminder of a more gracious time gone by.

The guests will be greeted into the Hulihe’e Garden for cocktails and hors d oeuvres. The sounds of a Hawaiian trio will be playing from the porch as guests stroll through the house and gardens for private tours at their leisure.

An island historian will give a brief history of the Islands and its many royal families. He will then introduce the Royal Court which will include in full costume, the King, Queen, 2 Kahili Bearers, Conch Shell Blower who will them welcome us and escort us to the tables.

The menu will include dinner under the stars on the grounds of the Palace.

The evening will include:
* Hawaiian Greeters
* Royal Court
* Historian
* Entertainment
* Sound
* Area lighting
* Floral centerpieces
* Specialty table linen
* Buffet floral
* Food and beverage
* Catering services
* Photographer
* Supervision and Event Management
* Deluxe Transportation
* Evening turndown gift

Awards Dinner
Hualalai Ballroom / Beach tree lawn
Monday, May 13, 2002
6 pm - 10 pm
The evening will begin in the gardens of the Hualalai Ballroom with cocktails and passed hors d oeuvres.

Shortly after everyone has arrived, the guests will be chimed into the ballroom room for the awards ceremony.

The room will be set with lava rocks, a volcano and projections screens. A slide show montage of the three prior evening functions will attract everyone’s attention to the stage. Martin will be standing on stage and illuminated for the start of the awards presentation.

At the end of the awards dinner the guests will be escorted to the Beach Tree Lawn oceanfront plated dinner paired with a different wine for each course. Pending approval from the hotel this event can take place on the Beach Tree Lawn or Beach. (The restaurant does not have the capacity we need and will not let us close it for our event).

As dinner is finishing up they hear a Hawaiian drummer and see a fire knife dancer start to perform on the beach. As he ends his routine, a 10-minute pyrotechnics display completes dinner.

Afterglow Party
As the show finishes; the quests will be invited to enjoy a dessert reception in the Hualalai Ballroom, which has been transformed into the hottest nightclub on the big island. Refreshments, dessert bar and cocktails will be available until 1 am.

At the end of the evening your guests will be stroll back to their rooms were there would be a farewell gift from Hawaii left for each individual.

The evening will include:
* Entertainment
* Sound system
* Area lighting
* Room and dance lighting
* Floral centerpieces
* Specialty table linen
* Buffet floral
* Food and beverage
* Photographer
* Drummer and Knife dancer
* Pyrotechnics show
* Lava Wall
* Screens and video projectors
* Technical support
* Supervision and Event Management
* Evening turndown gift


 
 




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