Event Report: Working In A Tropical Paradise

Kristen Rensch and Rebecca Motus just returned from one of the most beautiful locations we have ever experienced!

But work is work - and we are happy to share the story.

The Event: An International Incentive and Reward Program.

The Location: Grand Velas Riviera Maya Resort, Quintana Roo, Mexico.

The Task: Decor and Floral for six separate events. Opening event, Closing event and four distinct dinner events.

The Journey to Paradise started off weeks earlier in our L.A. office with extremely detailed planning and preparations.

Kristen: "Shipping to Mexico required a lot of extra steps. We contracted with an international customs broker who has the knowledge of the customs temporary import process and relationships to ensure our shipments entered Mexico in a timely fashion, which was important in minimizing extended rental periods for linen. We shipped all table linens and napkins for all six events from our rental suppliers to our broker, who facilitated the customs process and shipment into Mexico and delivery to our resort venue. Outbound they assisted with customs clearance and facilitated a direct shipment back to our supplier. Mexico would have charged an export tax for any linens not accounted for upon export inspection, so we were especially diligent in ensuring all linen was accounted for prior to return shipment."



Kristen: "Due to the U.S. Customs regulations, we had to document every single item, including the information of all the cloth materials in pro-forma invoices. Next came the time table to ensure that all boxes would clear customs and arrive at final destination in time."

Kristen: "We had to fold and pack the used linens and napkins exactly the same way they had arrived! All boxes had detailed content labels that included numbers, descriptions and materials. We double checked the boxes after the event. Mexican customs found one missing napkin on export inspection. Typically a recount is not an option and adds additional export time. However, we were confident we had returned every piece of textile, and a second inspection proved this to be true. We absolutely loved the location! Grand Velas is outstanding! Service and beauty go well passed five stars! We were inspired by the intricate decor and style of the resort. And we could not have asked for a more cooperative and wonderful local staff!"  Kristen with our wonderful local décor provider – Vincente.

 Our friends from Grand Velas' event and banquet staff.

Rebecca Motus was in charge of floral design for the event series.

"We collaborated with a local floral design company and we had had a very useful two-hour long conference call prior to our trip. Veronica and her staff were extremely helpful, sourcing all the flowers and providing the staff on site. As it turned out, many aspects of floral work get handled very differently in Mexico. For starters, the flower delivery trucks don't have cooling systems. Secondly, the decor style and assembly technique are different. Thirdly, our event took place immediately following the Mexico Mother's Day. There was barely a rose left in the country! Many flowers were completely sold out! We adjusted our designs to work with gorgeous, locally sourced tropical flowers and we became a great team."

Rebecca is still smiling as she recounts a cultural hurdle: "By the second day we had worked out the kinks in cultural differences. It turns out that we interpret time differently. Kristen and I adjusted schedules to allow for the extra 30 minutes." 

             Rebecca and Kristen with Veronica and her floral staff. 

Rebecca: "It all worked out very well and the client loved the floral designs."

Kristen: "This tropical adventure turned into a wonderful work experience and we both truly appreciate the great cooperation we got from our Mexican partners. We finally had time for a quick dip in the warm ocean waters on the very last day. I have to come back on vacation! Grand Velas is magical."

In case you were wondering: yes, everyone here at EW was willing to carry their bags to go along.

We always love and appreciate working in Mexico and Grand Velas was a great experience from all angles.

We are sending a very special "Muchisimas Gracias" to D.H. for hiring us for an event in Paradise!