recommendation for the best resort as a venue for the annual sales meeting

8/7/2019 Recommendation for the best resort as a venue for the annual sales meeting.

1/16

DREAMWORK

2010

Recommendation for thebest resort as a venue for

the annual sales meeting

scheduled for early

September

[ T Y P E T H E C O M P A N Y A D D R E S S ]


2/16

Table of contents:

Executive summary

Recommendation for the best resort as a venue for the annual sales meeting

scheduled for early September1

The problem and the plan.1

Incidentals of authorization and submission..1

Objective of recommending the resort1

Use of analysis techniques...1

A preview of the presentation...2

Meeting hours requirements.3Resorts those fulfill the meeting hours requirements 3More is offered during the meeting session 3

Payments methods and options offered..4La Quinta.4Broadmoor resort4Wintergreen Resort.5

First Stage decision making..5

Refund Policies6La Quinta..6Broadmoor resort.6Wintergreen resort6

Second stage decision making..6

The three resorts at a glance..7La Quinta8

Activities.8

Wintergreen resort.9Drawback.10

BroadmoorResort10

Customer Feedback..10

Summary of the whole analysis11

Recommendation12

Reference..13


3/16


4/16

Recommendation for the best resort asa venue for the annual sales meeting

scheduled for early September

Based on an analysis on the factors consistingcost, payments, refunds, activities and facilitiesoffered by the resorts.

The problem and the plan

Incidentals of authorization and submittal

This analysis and recommendation of a resort as the site for the next annualsales meeting of Granite Insurance Company Inc. is submitted to Ms. KalleHuber, Vice President for sales on 23rd November 2008 as authorized on 30th

October 2008.the investigation was conducted by the Group which wasassigned the Number of 5 as an identity.

Objective of recommending the resort

The objective of the investigation and the recommendation was to find a perfectresort as the venue for the companys next annual sales meeting and thushelping the authority in taking the right decision. For achieving this objective, theplan involved first determining the major factors which affect the meeting, thencollecting information for various reliable sources and then analyzing these

information based on certain criteria to find the right venue.

Use of analysis techniques

The task of finding a perfect meeting site actually falls under a general categoryof investigation which actually means the task can be done using the familiarand conventional ways for a look up. It demands mostly the mental andintellectual efforts. There may be a few very specialized alternatives comprisingof computer software which are able to make almost accurate predictions but itis important to keep in mind that those intense investigation and analysis mightrequire more resources which are expensive to manage, more time consuming,


5/16

full of complications and above all may be simply do not deserve the potential oftheir usage. Therefore, the simple technique used in completing the assignedtask comprises the following steps:

There were two groups, each consisting two members, totaling of four peoplewho first discussed the problem with an intention to get to realize the problemitself, the importance and impacts of the task and thus inheriting a positivementality for solving the problem with the believe that it will help theseinvestigators to work willfully and stay focused.

Upon completion of the first objective, the next step was to find out, locate andselect the resources for the required information and saving whatever havebeen found.

The next step was to sit together for the second stage of discussion with anintention to filter the information. The task mainly included two major steps -first to keep only the required information and second to cancel out the rest butsaving is separately for a just incase situation.

After this, the analysis begins. The process was based on these filteredinformation, group discussion and the company requirement. We have detectedfactors according to their priority and have combined them with the companyrequirement. After performing a matching session, we have finally preferred theresort that best serves the purpose.

There is another part which is equally important because of the feedback whichhas been given by a total of 45 selected individuals who have already attendedsimilar kind of meetings in these resorts. These are the proof of verification, thecorrectness and the accurateness of the information that have been used andapplied for the analysis.

A preview of the Presentation

in the following pages the analysis can be found in details with all the necessaryinformation. The analysis has three broad parts. The first and the mostimportant part of the analysis is made up of meeting hours requirements, howthe three resorts respond to this requirement and also how much of extrafacilities they offer to make the meeting more appealing and pleasing. Thesecond most important part is related to the financing. This part analyses thecost of the meeting event for each of the three resorts, how easily andcomfortably the payments can be made and the flexibility of their refundpolicies. Part three analyses the range of entertaining and leisure activitiesoffered by each of the three resorts.


6/16

Meeting hours requirements

The annual sales meeting will be held for five consecutive working days(Monday to Friday). 74 people will attend the meeting. The meeting will takeplace in the morning time and after the meeting there will be a number of eventsto entertain and reward the employees. Also there has to be a goodarrangement for dine-in and evening parties. The ultimate goal is the successfulcompletion of the meeting and giving the employees and stunning experiencestrong and well enough to inspire then to work even better till another salesmeeting.

Resorts those fulfill the meeting hours requirements

Each resort has state of the art technology and arrangements for a large scalemeeting. All of them have large and comfortable seating arrangement withrequired supplement (such as glasses and drinking water). The La Quinta hasan standby arrangements to provide on demand drinks. All three meeting roomsare equipped with well off multimedia system to facilitate the presentation event.Rooms have comfortable lighting system with mood setting options which is a

proof of using the latest technologies. These three meeting rooms are alsocompletely sound proof that ensures complete privacy during the meetinghours. They are all perfectly air-conditioned and all the resorts have standbypower supply. La Quinta has come up with and exclusive option. They havestated that their meeting room is equipped with with such air-conditioner whichis able to perfumer the air and can alter the perfume on a random basis.The LaQuinta and Broadmoor resort has complied with the meeting schedule but asthere are still ten months left, the Wintergreen resort has reported the they willlet us know if they comply with our schedule. But they have said that hopefully itwill be positive. Communication system between the meeting room and the restof the part of the resort is easy and effective. Anyone can contact with any of

the departments asking for anything during the meeting session. It is very clearfrom this analysis that la quinta provides more facilities than the othertwo.

More is offered during the meeting session

All the three resorts provide standby normal and medical supply and treatment.Good tea break snacks can be provided by all. The La Quinta outperforms other


7/16

two in this part of analysis too as it has two standby helicopters for handlingmedical and other emergency situations and they said that they have a plan toexpand their fleet. Other have ambulance utility vehicles which is also commonfor La Quinta. Though the wintergreen resort is the closest to the city hospital

(takes 15 minutes to reach to the hospital) compared to the other two, we mustsay La quinta has come up with stunning options that surely put itselfonto the top.

Payment methods and options offered

La Quinta:

100% of the accommodation cost including the rent of the meeting room musthave to be paid 72 hrs prior the event. Accommodation cost refers to the fare ofthe hotel room booked. Payments for the food depend on the type chosen. Ifthere is an arrangements of buffet lunch or dinner then there is a fixed orvariable billing system depending of the selected menu. For any of the cases,payments have to be made weekly. If the event last for less than a week, thenpayments can be made on the last day of the event and is mandatory. If thefood is provided according to the preference of each people, the amount will betotaled after every 10 days and has to be paid on the 10th day. If the event last

for a week then the payment can be made within two sessions. If it is less thana week, the payments are suggested to be made on the last day of the event.There is no additional charge for using the resort facilities which means it isincluded in the accommodation cost.

Broadmoor resort:

50% of the accommodation cost including the rent of the meeting room musthave to be paid 48 hrs prior the event. Accommodation cost refers to the fare of

the hotel room booked. Payments for the food depend on the type chosen. Ifthere is an arrangements of buffet lunch or dinner then there is a fixed orvariable billing system depending of the selected menu. For any of the cases,payments have to be made everyday in the morning. Incase of fixed chosenmenu, the payment can be made along with the first session of theaccommodation payment by 50% or the whole. If variable menu is preferredthen only the first option is valid. If the event last for less than a week, thenpayments can be made on the last day of the event. It means the rest 50% ofthe fixed bill or the total of the variable bill has to be paid on that day and ismandatory. If the food is provided according to the preference of each people,the amount will be totaled after every 5 days and has to be paid on the 6th day.

If it is less than 5 days, the payments are suggested to be made on the last day


8/16

of the event. There is no additional charge for using the resort facilities whichmeans it is included in the accommodation cost. There are additional chargeson outdoor activities which are guided by the resort people.

Wintergreen resort:

20% of the accommodation cost including the rent of the meeting room musthave to be paid 48 hrs prior the event. Accommodation cost refers to the fare ofthe hotel room booked. Payments for the food depend on the type chosen. Ifthere is an arrangements of buffet lunch or dinner then there is a fixed orvariable billing system depending of the selected menu. For any of the cases,payments have to be made weekly. If the event last for less than a week, then

payments can be made on the last day of the event and is mandatory. If thefood is provided according to the preference of each people, the amount will betotaled after every 10 days and has to be paid on the 10th day. If the event lastfor a week then the payment can be made within two sessions. If it is less thana week, the payments are suggested to be made on the last day of the event.There is no additional charge for using the resort facilities which means it isincluded in the accommodation cost. There are additional charges on outdooractivities which are guided by the resort people.

First stage decision making:

This first part of the analysis states that the Broadmoor andWintergreen resorts are more flexible for making the payments. Foodcosting and payment method of Broadmoor is excessively complicated which isactually caused by Varity. They have tried to give customer a number of optionsbut ultimately have made it over complicated. Under the payment factor, wintergreen resort outperforms the rests. But while taking the decision based on up to

this part of the analysis process, it is important to keep in mind that thecompany can even easily afford the load of full payment of the totalcost for any of the resort prior the event. In this case what can affectthe decision is the refund policy that has been discussed as the nextfactor. And it is also important to keep in mind that La Quinta is stillour top choice.


9/16

Refund Policies:

La quinta:

50% can be refunded upon confirming the cancellation of the event no laterthan half the event activities has gone. This means that if the event is plannedfor 10 days and the company decides to change the venue for any reason, Laquinta has to be informed within the first 5 days. They also have flexible refund

policies for events that last for a week. Weekly events can be refunded up to80% when cancellation of the event is confirmed on the 3rd day of the event.Only the accommodation cost falls under this refund policy. Payments whichhave been made for foods and for other activities cannot be refunded.

Brodmoor resort:

30% can be refunded upon confirming the cancellation of the event within thefirst two days. This means that if the event is planned for 10 days and thecompany decides to change the venue for any reason, Broadmoor has to be

informed within the 2nd day. They have different refund policies for events thatlast for a week. Weekly events can be refunded up to 20% when cancellation ofthe event is confirmed on the 3rd day of the event. Only the accommodation costfalls under this refund policy. Payments which have been made for foods andfor other activities cannot be refunded.

Wintergreen resort:

50% can be refunded upon confirming the cancellation of the event no laterthan half the event activities has gone. This means that if the event is plannedfor 10 days and the company decides to change the venue for any reason, Laquinta has to be informed within the first 5 days. They have the same refundpolicy for all time spans. This means that the same 50% within firs half policywill be used no matter for how long the event takes place. Only theaccommodation cost falls under this refund policy. Payments which have beenmade for foods and for other activities cannot be refunded.


10/16

Second stage decision making:

Our second part of the analysis ends here. Till now, it should be clear that La

quinta has extremely flexible refund policies that are for sure, a boon for thecompany. Cost is important but not the primary factor in determining the venue.Recall that la quinta offers extensive range of options in the meeting hoursrequirement, a little strict with the payment method and option that is alright withthe Granite Insurance Company, Inc. but extremely flexible with the refundpolicies. This favorable combination prefers la quinta as a better venue for thesales meeting.

The rest of this report consists explanation of some of the most importantfeatures that help to build up a clearer view about them and also what exactly

our employees are offered to do during their leisure peiod. It is important toanalyze this section as thoroughly as it is done for the earlier sections becausethe company truly wants its people to enjoy the meeting event. It is believed tobe an effective fuel that will keep rejuvenating the employees and will providethe inspiration and mental energy to work harder.

The three resorts at a glance:

All these three resorts can be reached easily by traveling on air, by interstaterailway services or simply by driving personal vehicles. The nearest resort IsBroadmoor situated in Colorado that can be reached easily by crossing a merepart of Oklahoma. The farthest is the Wintergreen resort which is in Virginia. It isactually one of the easts most state of US. Also following the later analysis, thisdrawback of the wintergreen resort mated with other disadvantages regardingthe winter issue, this resort becomes the worst choice. La quinta is also farwhich is situated in the California but there are widest range of travel optionsavailable for reaching there which eliminates the distance problem and it will beseen in the following part of the report that la quinta offers truly some exclusive

outdoor activities that will suit almost everyone in our large team of 74 people.La quinta has a restriction on pet admission in a few areas of their complex. Butthe process is actually simplified by the arrangements of specially andprofessionally trained people for the look after of the pets and thus reducing thelevel of customers anxiety regarding their loving pets. This option is onlyavailable with the La Quinta resort.

All the three resorts have well trained life guard to ensure the level of safety.They all also offers night camping, sight seeing and evening BBQ parties.


11/16

Communication and transportation facilities are well enough and all have theirown vehicle service on demand for their customers. No major problem has beendetected on these issues.

La Quinta:

La Quinta Resort & Club, nestled at the base of the majestic Santa RosaMountains, is located 19 miles southeast of Palm Springs and 120 miles east ofLos Angeles. Sunny, warm and clear days combined with cool evenings makethe Palm Springs area one of America's most sought after winter destinations.Winter evenings are cool while summer evenings are pleasantly warm. Withvirtually no more than 15-20 days of rainfall in any given year, outdoor activitiescan be accommodated year-round.

Comfortable and casual resort wear best describes the customary dress for LaQuinta Resort & Club, as well as the surrounding desert communities.

Activities:

In addition to 5 golf courses, 41 pools, 52 hot spas, and Spa La Quinta, LaQuinta Resort & Club offers a wide variety of unique and exciting activities to

entertain everyone in the family. Their concierge staff has the creativity andresources to plan activities for the whole family and individual needs.

The Palm Springs Aerial Tramway is one of the most thrilling and uniqueactivities in Southern California. The large cable car gondola elevates from thedesert floor to the top of Mt. San Jacinto, rising over 8,516 feet in just 15minutes! Dine at the peak of San Jacinto with breathtaking views of the valley.The mountain station at the top has a restaurant, cocktail lounge, gift shop,picnic area and movie theater.

Jeep Tours. The beauty of the California desert landscape is often missed bythe casual observer. One way to fully discover this natural wonder is on aguided Jeep Tour. By exploring the path less traveled, the Jeep Tour takeseach passenger to the heart of the desert, and creates a truly memorableexperience.

Horseback Riding. One of the best ways to truly connect with the desertenvironment is to ride the trails on horseback. Riding through the scenic foothillsof the Santa Rosa Mountains, the guide will point out unusual rock formationsleft by the ancient Salton Sea. And all riders are warmly greeted along the wayby the local desert denizens, including rabbits, coyotes, and roadrunners.


12/16

Polo Grounds. Polo Grounds We offer the ambience of lush green polo fields,white picket fences and stables of thoroughbred polo ponies set against the tallpalm trees and majestic Santa Rosa mountains.

The Indio Desert Circuit is a world renowned show jumping event that attractsthe top international horses and riders who journey to Indio, California tocompete under the watchful eye of some of the country's foremost hunter,jumper and equitation judges. This spectacular seven-week hunter/jumper showfirst began in Indio in 1992 and 2003 looks to be the Circuit's biggest and bestever!

Bicycle Adventure. "May the road rise up to meet you, may the wind be alwaysat your back," as you bicycle over challenging desert trails designed to revitalizethe soul and body.

The Living Desert. Billed as the desert's natural attraction, a guide at thiswildlife and botanical park will introduce you to mountain lions, bobcats,Mexican wolves and golden eagles of the Colorado Desert.

Art Galleries. Visit The Studios Art Gallery in the La Quinta Resort Plaza.760.564.7664Take a short trip to nearby galleries, where you can surround yourself withcontemporary art, jewelry, sculpture, furniture, and objets d'art. Whether you'rea serious collector or a novice buyer, you'll enjoy browsing works by bothemerging and established artists. You can also visit the Palm Springs DesertMuseum, located at the base of majestic Mt. San Jacinto, featuring exhibitiongalleries, outdoor sculpture courts, and a 450-seat theater.

Shopping. This "journey into elegance" is a world-class shopping experience.El Paseo, the Rodeo Drive of the desert.

The Fabulous Palm Springs Follies present music and memories in thehistoric Plaza Theatre, with an exciting cast of singers, dancers, showgirls, andcomedy acts. All performers are 50 to 84 years young! You can meet the castafter the performance, and enjoy a free visit of the historic Plaza Theatre's star-studded Hollywood Museum. Show length is 2 1/2 hours.

Wintergreen resort:

The resort is treated by magnificent mountain views, sumptuous luxury, and

thrilling recreation. Spanning 11,000 acres on the eastern slopes of the Blue


13/16

Ridge Mountains, their spacious condominiums and vacation homes aresurrounded by winding trails, cascading streams and lush forests. The ultimatefour-season vacation or conference spot, Wintergreen Resort is peaceful andrefreshing, with an endless variety of activities.

The resort features four seasons of mountain recreation and amenities including45 holes of championship golf on two courses; exhilarating winter skiing,snowboarding and snowtubing; an award-winning tennis program; a full-service,mountaintop spa; outdoor recreation such as hiking, fly fishing, horsebackriding, swimming and mountain biking; a variety of enticing dining options; andmuch more. Activities include Skiing, riding the tube, skiing and riding lessons,terrain park exploration, swimming pools, tennis courts and golf grounds.

Drawback:

Wintergreen resort reacts positively with all other aspects except ond that that isthe season during when the meeting will take place. September is quite warm inVirginia and is actually an off season at the spot. The resort is actually based onwinter time activities. Though they have an attractive payment options andrefund policy available still, for the employees, it is going to be a worse choice.

Broadmoor Resort:

The Broadmoor is located on 3,000 lush acres under the shadow of CheyenneMountain and offers an award-winning spa, fitness center, two swimming pools,three outdoor hot tubs, one lap pool; 54 holes of championship golf, six tenniscourts with camps run by Hall-of-Fame member Dennis Ralston; children'sprograms; 24-hour room service and 25 specialty retail shops.

Recently they have added individual cottages which are located near to theirmain complex. Their design ensures the feeling of quietness of the ColoradoSpring Mountain. The environment and surroundings guarantees the visitorsgetting the taste of being very different during their stay in the resort. This is

obviously a positive point for our employees.

Other activities offered includes tennis courts, fitness, pool, art classes, countrytours and outdoor adventures such as fly fishing trips, horse back riding, hikingand biking, ballooning, rock climbing, jeep and van tours and white waterrafting.

Customer feedback:


14/16

to verify the accuracy and correctness of all the information that have beenpresented so far, our group contacted with individual customers who hasattended similar events in these venues and checked many websites who hasreviewed and rated these resorts. For each of the resort, 15 potential customers

were selected for contacting totaling of 45 communication sessions. Luckily ourcollected information was fully compatible with their feedback and wasimportant in suggesting the final resort.

Summary of the whole analysis:

After the first stage analysis which was the meeting hour requirements and

what additional options are offered regarding the meeting hours, we havechosen La Quinta Resort for its exclusive offers. Others also have good facilitiesavailable but not like La Quinta. As the meeting hours is the most importantevent of the whole so the resort which offers only the best is considered.

The same result was found from the second stage of analysis comprising thecomparison of the payments methods and options offered as well as the refundpolicies and how flexible each of the resorts are regarding these importantissues. We have found the Broadmoor and Wintergreen resort more liberal withthe payments schemes but strict in case of refunding. On the other hand, LaQuinta has come up with an acceptable combination where is demands full

payments prior the event starts to take place but with an extremely flexiblerefund policies, exactly what we need. We went with the La Quinta in this caseas we were told that the Granite Insurance Company, Inc. is alright with anykind of payment schemes.

The third and the last stage of the analysis was related with the task ofcomparing important features and verifying them with the customer feedback ofthese resorts to ensure a pleasant staying for the employees. At this final stage,our task was simplified because La Quinta offers a wide rage of exclusiveactivities which completely outperforms the two other resorts. Customerfeedbacks regarding La Quinta have emphazied these activities and almost

everyone was totally satisfied and wishes to visit La Quinta again whenpossible. We also noticed that the customer feedback regarding La Quinta issubstantially positive than feedbacks on other two resorts.


15/16

Recommendation:

Based on an analysis that verifies the three major aspects of investigationrecommends one out of three resorts for the next annual sales meeting ofGranite Insurance Company, Inc. The venue that has been selected is the LaQuinta Resort situated in California.

The major factors which have helped us in recommending the resort are asfollows:

It has exceptional and exclusive range of arrangements for the meeting hourswhich ensure no hassle and most pleasing meeting experience possible.

As Granite Insurance Company, Inc. is flexible with all sorts of payment policies,the La Quinta has again come up with a refund policy far flexible than othersand it is exactly what Granite needs.

Finally La Quinta has a really wide range of indoor and outdoor leisure timeactivities which suits our requirements as there will be a lot of people withdifferent preference and we are convinced that the no one of our employees will

be left bored at the venue.

We hope out work will satisfy the authority and thus successfully help them totake final decision.


16/16

Reference:

www.broadmoor.comwww.wintergreenresort.comwww.laquintaresort.comwww.tripadvisor.comwww.travel.yahoo.comwww.webtourist.netwww.mytravelguide.comwww.callhotels.uswww.travelpod.com

www.yelp.comhotelchatter.com

Customer feedback was gathered from posting queries and evaluating replies mostlyon answers.yahoo.com

recommendation for the best resort as a venue for the annual sales meeting

Documents