Case Study!
Chill Out! were given the opportunity to support a client with their hospitality program at the 2023 Rugby World Cup. We made the arrangements for nine hosted groups across the competition, the first watched the opening ceremony and the opening game and the last were fortunate to be there for the nail-biting final! Guests were all current clients, and the aim was to further cement these relationships.
A 2-day program was curated for each group including a Michelin dining experience, branded luxury welcome gifts, 5-star hotel stay, and local activity suggestions as well as the game itself with Mercedes transfers and full VIP hospitality packages.
This project had a very short lead time. The time between signing the contract and the first game was only three weeks! This forced us into a position of rapid decision-making which was great, but it caused some supply issues in some cities due to the busy period of the Rugby World Cup.
Nine games were played across three French cities – Paris, Lyon, and Marseille. The client wanted their guests to be treated to a stress-free luxurious experience. 5-star luxury accommodation was sourced in each city.
Welcome gifts were carefully chosen from local artisan luxury suppliers and were packaged beautifully and left in their rooms along with chocolates and champagne. We also created city guides, personalised itineraries, and welcome notes for each guest. We personally checked every room and gift bag to ensure perfect presentation and to ensure all the little details were correct.
Michelin-level dinner venues were sourced for the first evening, and transfers to and from the dinners and games were provided in executive vehicles with carefully chosen refreshments. Hospitality at the Rugby Stadiums were provided with the guest’s tickets and allowed them to network pre and post-match.
Chill Out! created a branded website where attendees could register and see event details and submit any personal requirements. Once in France, Chill Out! provided a concierge service to guests by helping them with airport transfers, and reminders about meeting times as well as being a personal point of contact for any questions. Guests commented that it was great to know they had direct contact with an organiser from the moment they left for their trip.
The guests raved about how they were so well looked after and often expressed that they had a fantastic weekend. The client and Chill Out! carefully considered all interactions and experiences to ensure the guests had the best possible time and they left having had a positive experience with the client and their brand.
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