We’re ECMeetings

Meeting Retreat with multiple indoor & outdoor event spaces.

The 4 day event took place in Malta in June and was a meeting and incentive retreat for UK based consultants and sales staff with 1000 guests on the peak days. The main hotels were the Hilton Malta and the adjacent Westin Dragonara Resort in St. Julian’s. The program involved meetings, professional programs, choice activities, themed dinners and a gala dinner & awards ceremony.


The Challenge

The client approached ECMeetings to help source the perfect venue for their main event and to create a unique social program for the activities, as well as coordinate the technical set ups for the meetings, the evening functions and transport. Detailed event planning and dedicated event teams allowed ECMeetings to seamlessly coordinate setting up in various outdoor and indoor locations, while simultaneously coordinating multiple excursions and activities.


The Solution

The event started off with the arrival of 570 partners and consultants. The welcome dinner took place at Hilton Malta’s Merkanti Beach Club with casual lounge seating, high tables, ambience lighting, DJ tunes and an array of Mediterranean dishes, to create an informal dinner with ample opportunities to network and enjoy an evening by the sea.

The following day a half day meeting took place in the Grandmaster’s Suite at the Hilton Malta Conference Centre, followed by lunch and a teambuilding activity for all the participants. The client wanted a fun activity that was by the sea and close to the hotel. The activity was to involve all the participants at the same time and encourage team work and creativity. The teambuilding activity ‘Build-A-Boat’ was held at the nearby seaside terraces of the Westin Dragonara Resort. 38 teams of 15 people each built their own boats out of cardboard, designed them, presented them and sent them out to sea to race against each other. 

During the day 500 additional guests arrived to Malta and were welcomed at the Reef Club of the Westin Dragonara Resort for a special Bedouin themed dinner and party. Various areas were set up with comfortable low seating, fire bowls, torches, carpets and lighting to create a truly unique evening by the sea. 

The following day was spent discovering the islands with 10 bespoke choice activities. Guests could participate in exclusive catamaran cruises, fishing trips, watersports, outdoor yoga sessions, a visit to Gozo and cultural and culinary land excursions.

The final evening took place at the spectacular Fort Manoel, an 18th century restored fort with magnificent views of Valletta and the open sea. On board three boats guests enjoyed a full reception, while cruising from the hotel to the gala dinner location. The theme of the evening was ‘Past, Present, Future’ and involved a full Knight’s Entourage, an 8-piece brass band and DJ performances.

The set-up of the venue began three days in advance and involved installation of barges, toilet facilities, catering facilities, décor, staging and AV equipment.


Services offered:

  • Chauffeur services
  • Shuttle services
  • Coach transfers
  • Hostesses and guides
  • Meeting Room AV Equipment at the Hilton Malta
  • Furniture and AV equipment for all evening functions
  • Entertainment for all evening functions
  • Branding materials
  • Gifts
  • Tailored excursions and teambuilding activity
  • Fort Manoel Gala Dinner and After Party
  • First Aid services, security and permits