Define the objective and format
Start with a one-sentence intent: strategic alignment, team cohesion, client relations… The format (day meeting, 24 h residential, evening) flows from that objective. List success indicators early: headcount, satisfaction, expected outputs.
Set the frame: date, budget, audience
Pick a realistic window considering holidays, trade shows and harvest season. Build a budget by line item (venue, AV, F&B, activities, transport) and profile your audience: leadership, managers, partners, media. This trio guides subsequent choices.
Choose the venue
Favour accessibility, flexible layouts and a strong sense of place. At La Fleur de Boüard, the Vineyard Pavilion (about 180 m²) opens onto a 240 m² panoramic terrace, with the Philippe Lounge (about 40 m²) for breakouts. On-site lodging (24 single beds, 36 twin) streamlines residential formats and reduces transfers.
Build the program
Alternate deep-focus content with experiential sequences. Mornings for heavy-hitting topics, afternoons for discovery and bonding. Keep buffer times and short transitions between rooms to avoid fatigue.
AV and catering: secure the experience
Flawless events rely on robust AV and coherent food. Confirm projection, sound, connectivity and any recording. On the table side, go seasonal with quality breaks. A wine-paired dinner can become a signature moment if timed properly.
Wine-driven activations (optional yet impactful)
In Bordeaux, wine creates a shared language that bonds people without gimmicks. On our estate, three formats fit neatly into your agenda: immersive Cellar of Light tour with guided tasting, Alchemy blending workshop and a vertical masterclass. These sequences set the pace and strengthen brand recall.
Comms, registration and guest logistics
Create a simple registration page. Send a save-the-date, then a detailed agenda and practical info (access, dress code, lodging). For international audiences: bilingual content, station/airport transfers and on-site support.
Event day: showcalling and run-of-show
Assign a dedicated project manager and a minute-by-minute run sheet. Technical brief, welcome, signage, weather plan: every detail matters. Nominate a client-side decision maker to keep timings on track.
Aftercare
Send thanks, share materials and a photo gallery. Capture feedback while it’s fresh and measure KPIs: satisfaction, leads, decisions. Record lessons learned to accelerate your next edition.
Sample timeline (condensed)
D-60 to D-45
Objectives, budget, venue shortlist, soft holds
D-45 to D-30
Venue contract, suppliers (AV, catering), registration opens
D-30 to D-15
Final agenda, staging, content, transport logistics
D-15 to D-7
Tech briefs, signage print, guest confirmations
D-7 to D-1
Tech tests, rehearsals, last practical email
Event day
Showcalling, welcome, highlight moments, weather plan
D+1 to D+7
Thank-you, materials, survey, debrief
Venue focus — Château La Fleur de Boüard (near Saint-Émilion)
Private-hire on selected dates, abundant daylight, vineyard views and a welcoming, family-house feel. The large room + terrace + breakout lounge provide a smooth, comfortable flow. On-site lodging and proximity to Libourne/Bordeaux simplify travel for your teams.
