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[Case Study] Las Vegas Bachelor Party

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Planning Vegas for Large Groups – Case Summary

  • Total months of planning: 6
  • Total attendees: 20
  • Total number of suites: 1
  • Total number of beds / couches in suite: 14
  • Total number of in-suite bartenders: 3
  • Total number of group events over weekend: 5
  • Total number of bottles ordered in VIP sections: 72
  • Total budget: USD $40,000 ($2,000 per person; included lodging, food/drinks, and entertainment)

Among the thousands of Las Vegas bachelor parties that Discotech has helped plan over the years, a handful stand out head-and-shoulders above the rest. One of these epic stag do’s took place in August 2018; it was a larger-than-life affair bringing together 20 amped-up gentlemen from the East Coast (NYC), West Coast (LA / SF), Dirty South (DC), overseas (Seoul, Korea!) and even a few Vegas locals for an unforgettable 3.5 days of revelry to honor the man of the hour: a perfect gentleman by the name of Woody.

bachelor party at Encore Beach Club, Las Vegas, NV

Planning a Bachelor Party for a Large Group on a Budget

Why is planning a bachelor party for a large group so difficult?

  • Dinner reservations – limited number of places that can seat large groups, people have different cuisine preferences
  • Hotel rooms / suites – need to decide on location, negotiate a discount deal, and make sure that it can accommodate the group within their set budget
  • Activities – people have different preferences, not all activities can accommodate large groups
  • Nightclubs / pool parties – getting 4-5 people into a Vegas club can be a huge headache already; getting 15-20 – and all guys! – would be a nightmare, if not flat-out impossible, without a host.
  • Promoters – Many shady characters in Vegas nightlife seek to take advantage of naive visitors by obscuring the truth about how much VIP tables really cost and what amenities are included with the VIP experience; this dishonesty leads to customers getting hustled, their expectations not met, and their money spent inefficiently.

Discotech is your subject matter expert when it comes to planning large group trips to Vegas, and of course for bachelor parties of any size. Here’s how we helped Woody’s big group of twenty pull off the no-holds-barred bachelor party of a lifetime.

Case Overview

Discotech was able to create an unforgettable guest experience for our bachelor Woody, his Best Man and lead planner JB, and their large bachelor party entourage in support, due to our following core principles:

  • Responsiveness: Immediate, informative, and thorough communication with the Woody and JB at initial contact and frequently early on in the planning process
  • Transparency: Constant, accurate information disclosure in real-time, both in the months leading up to the weekend and in real time over the course of the weekend
  • Presence: Highly experienced host staff on-call and on-site during the bachelor weekend to ensure all events coordinated on schedule and on budget
  • Knowledge: With over two decades of experience held by Discotech and its Vegas local host partners, we know every in and out of Vegas nightlife and entertainment. This experience allows us to provide helpful input on any and every proposed idea, as well as build out best-fit itineraries for groups with little or no experience in Vegas party planning, based on what’s worked for our previous clients.
    Execution: Flawless, mistake-free execution according to the agreed-upon and finalized plan and pricing – as well as rapid solutions to any unexpected itinerary and/or budget changes – has allowed Discotech to showcase that we are experts in our field and our service is unrivaled.
Martin Garrix at Omnia Nightclub, Las Vegas, Nevada (August 2018)

With Las Vegas nightlife services being such a competitive landscape, we needed to provide Woody, JB, and the boys a top-of-the-line itinerary full of Instagram-worthy moments to reward their faith in choosing us. The bachelor and his crew needed assistance with three basic tasks:

  1. Booking one of the premier luxury hotel suites on the Las Vegas Strip;
  2. Booking a Vegas nightclub VIP experience for Friday night;
  3. Booking a Vegas dayclub VIP experience for Saturday afternoon.

More importantly, they needed this task executed quickly and comprehensively, from a proven company with considerable experience and access to a variety of options to ensure best-fit final choices and no unexpected snags or hiccups for any of the guys in the group .

Once we got the green light from the ringleader JB that funds were collected from all participants and the per-event budgets set, we immediately set out to define – then blow through – the expectations for all of the attendees in their group. We knew that many of the attendees were experienced nightlife partygoers but somewhat new to the Discotech platform and services, and thus could become high-value repeat customers not only on future Vegas trips but on future party nights in their home cities. So, we made it a point to send intro emails to each of the 20 participants to let them know they were in good hands and also to elicit suggestions on how to make the weekend better. (A few of the guys came up with good ideas from past trips; others volunteered some hilarious – and some borderline raunchy – Vegas stories not quite fit for print here.)

Day 1 Bachelor Party Agenda Details (Friday)

Morning: Woody, JB, and a few others arrived earlier than the rest of the pack on red-eye flights from New York City; as a result, they were able to secure an early check-in to the group’s palatial resort digs for the weekend. With the advice of Discotech, they had booked the Forum Tower Duplex Suite at Caesars’ Palace – an older yet still well-kept cavernous two-story royal headquarters offering a convenient central Strip location and, more importantly, at a comparatively affordable market price for a large group luxury suite option with ample bed and couch space for 20 gents to crash together.

view of Las Vegas Strip from Caesars' Palace Forum Tower Duplex Suite - Las V

Afternoon:  With the group’s bachelor weekend WhatsApp chat set up and already on fire with inside jokes and memories from past party time, the rest of the bachelor’s crew began arriving into town and coordinating shared rides from the airport to Caesars’ to save some money.  All group members were instructed to drop their bags off at the suite and immediately report to Caesars’ Garden of the Gods – one of the best non-dayclub pools on the Vegas Strip – for the “welcome meeting” and drinks poolside with Woody.

Evening: With the bachelor being a huge sports buff, the group decided to forgo a run-of-the-mill fancy steakhouse and instead have a casual feast / boozefest / game watch at Tilted Kilt Las Vegas, the best sports bar – and one of the best bars, period – on the Las Vegas Strip.

Late night: No sir, this wasn’t a “walk the strip and barhop” group or “calm before the storm” kind of night. A clubhead for nearly two decades since his high school days in Seoul, Woody knew from the start he wanted an epic night full of flashing lights, pulsating music, and lifelong memories at one of the best clubs in the world. The clear call was Omnia LV, which had global EDM DJ phenom Martin Garrix performing that night. Discotech and its local host partners were able to arrange for Woody’s bachelor crew the best prime dance floor table in the house hands-down, with phenomenal views of both the stage and Omnia’s world-famous dynamic giant spaceship light show installation descending from the ceiling in sync with the music.

Day 2 Bachelor Party Agenda Details (Saturday)

Daytime: POOL PARTY!! And not just any pool party, but Encore Beach Club – arguably the best of the top pool parties on the Strip (and in the world!) and one of Woody’s “Happiest Places on Earth.” We were able to arrange VIP table service at one of EBC’s poolside Lily Pads – a large orbital daybed in the water with a large umbrella offering shade. Not only that, through our long-standing door connections there we were able to get the guys the following upgrades at no additional charge to the group:

  • Prime section / table location with unobstructed views of stage
  • Central Lily Pad in middle of main pool and right next to packed dance floor with heavy foot traffic
  • VIP Bottle procession, presentation, and signage spelling out bachelor’s name
  • Complimentary spray champagne for bachelor
  • Two complimentary bottles of house vodka + mixers
  • Additional private security / bouncer staff for table

Afternoon / Early Evening: EBC hit its party peak from 2:30pm to around 4pm, but Woody’s group of extraordinary party animals stayed all the way until 6:30pm to shut the club down (and give away their excess alcohol bottles).  Afterward, the group stumbled back to Caesars’ to enjoy some free time and recover a bit; a group dinner was to be skipped and the arranged meet-up time was for 10pm. Individuals and small groups broke off and engaged in one or more of these common Vegas activities:

  • Grabbed a casual bite
  • Walked the Strip for sightseeing
  • Bought liquor and snacks for the night’s festivities
  • Went shopping
  • Napped / relaxed at pool
  • Scheduled in-room massage
  • Got in a quick workout at Caesars’ gym
  • Called wife / girlfriend / kids
  • Tried their luck at the blackjack, craps, and roulette tables

Late Evening: Everyone was awake from their naps, showered, and ready to go no later than 10:30pm. The first floor of the suite was the rendezvous point for the crew, and pregame drinks were ready in that room for everyone to hit the ground running.

Woody’s vision for Saturday night was not to hit the club once more, but to bring the club to him. With the large group size offering the unique opportunity and budget to do so and Discotech advising and contributing its local connections to organizing the logistics, the bachelor group was able to throw a “homies house party” inside of a spacious baller Vegas suite complete with a DJ, laser lights, live themed entertainment (stilt-walkers & fire-breathers), body-painted professional bartenders, copious food & drink, ice luges, drinking games, & fun friends old and new mingling.

The chosen theme for the bash in the two-story Forum Tower was “Heaven and Hell” and the results were nothing short of spectacular:

scenes from Caesars Palace private Forum Tower suite party - Las Vegas, Nevada
Angel and devil stilt walker entertainers and laser light show in Caesars suite party - Las Vegas, Nevada

Late Night / Early Morning: The suite party raged well past three in the morning, but as mentioned there were some SERIOUS party animals in this group. Some of the guys that weren’t too tired or too drunk to compete for the “Last Man Standing” Award did in fact make it to the out to the strip clubs in Las Vegas, a standard item on most bachelor party agendas. The selected destinations to put the final nightcap on this legendary Vegas bachelor party were Discotech’s top two choices: Sapphire Gentlemen’s Club and Spearmint Rhino. (No pictures or stories from those events, of course.)

Bachelor Party Aftermath

Come Sunday morning, the post-party carnage in the Caesars’ suite was NOT pretty:

aftermath of suite party in Las Vegas

What WAS pretty though, was the stat sheet:

  • Damage caused to Forum Towers Suite (in USD): $0
  • Number of deaths or serious injuries: 0
  • Number of arrests / detentions: 1 (story for another time)
  • Number of flights home missed: 0

So… we consider that a YUUUGGE scoreboard win, and a successful Vegas bachelor party weekend on all counts!!! With many of the guys being highly experienced party veterans of Las Vegas and other cities, the standards and the hype were pretty sky-high going into the weekend. Still, Woody’s crew was able to live up to those lofty expectations and accomplish all of the group plans within its set budget, thanks in part to Discotech’s input and support. In the process, each of the fellas gained a positive lasting impression for Discotech, and we gained 20 new “power user” clients, a host of new friends, and a handful of tall tales to be told to future generations.

And our bachelor Woody? He was ecstatic his boys had a blast, he lived happily ever after, and he left Sin City on Sunday afternoon the same way he came in:

As a TOTAL saint.

bachelor posing at Caesars palace suite - Las Vegas, Nevada


Planning a large group bachelor party to Las Vegas? Reach out to us directly at +1 (415) 735-6716 or info@discotech.me. You can also reach us on Whatsapp at +1-323-405-8824.

Are you planning a bachelor or bachelorette party trip to Vegas soon? Discotech is your ultimate solution for lining up your lodging and entertainment plans. We’ve already built our reputation helping THOUSANDS of satisfied clients around the world with their standard Vegas weekend party needs.

  • We’ve been featured on BBC Travel and we are also highly reviewed on Yelp! and in both the App Store and Google Play.
  • 6+ years experience in the Vegas nightlife game, we’ve also successfully serviced dozens of corporate entities and large groups of 50 or more clients.
  • What we know from our experience is this: like Sin City itself, large group planning is NOT for the lazy nor for the faint of heart.

Failure to plan ahead – even if it’s just days or hours ahead – is one of the biggest mistakes that we see countless groups make on a weekly basis, and it inevitably results in financial and logistical headaches – and embarrassing moments at the velvet ropes of entry – that could easily have been avoided. Even if you’ve partied in Vegas many times in the past in smaller groups, and you’ve got numerous friends in high and low places who are willing to offer sound and not-so-sound recommendations – for large groups ou NEED to have a true professional to guide you.  Discotech can take all your custom inputs (group size, music preferences, nightclub/pool party, budget, location, food preferences, etc) and crank out your group’s perfect weekend itinerary to turn you and your planning committee into Sin City superheroes.

haas logo

[Case Study] UC Berkeley Haas School of Business

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Discotech helped a world-renowned graduate business program – UC Berkeley Haas School of Business – plan their annual pre-graduation Las Vegas getaway weekend. Along with our preferred local hospitality partner Stupak Las Vegas, our client was able to get the full Las Vegas experience.

  • Total months of planning: 7
  • Total attendees: 400
  • Total hotel rooms booked: 127 (Mandalay Bay Resort)
  • Total budget: $300,000 USD

Planning a Vegas Trip for Large Groups With a Budget

Why is planning Vegas for large groups so difficult?

  • Dinner reservations – limited number of places that can seat large groups, people have different cuisine preferences
  • Hotel rooms / suites – need to decide on location, negotiate a discount deal, and make sure that it can accommodate the group within budget
  • Activities – people have different preferences, not all activities can accommodate large groups
  • Nightclubs / pool parties – getting 10 people into a Vegas club can be a huge headache – getting 50+ would be a nightmare without a host.

Discotech is your subject matter expert when it comes to planning corporate events and large group trips to Vegas. We were able to create an unforgettable guest experience for all UC Berkeley Haas attendees, thanks to the following core principles:

  • Responsiveness: Immediate, informative, and thorough communication with the Haas leadership planning committee early on in the process
  • Transparency: Constant and accurate information disclosure in real-time, both in the week leading up to the event and over the course of the weekend
  • Presence: Highly experienced on-site host staff to greet all attendees on the day of their arrival, debrief them on their upcoming weekend itineraries, and ensure they were on schedule and provided an on-site guide for all itinerary events
  • Knowledge: With over two decades of experience held by Discotech and its Vegas local host partners, we know every in and out of Vegas nightlife and can provide input on any and every proposed idea, as well as build out best-fit itineraries for groups with little or no experience in Vegas party planning based on what’s worked for our previous clients.
  • Execution: Flawless, mistake-free execution according to the agreed-upon and finalized plan and pricing – as well as rapid solutions to any unexpected itinerary and/or budget changes – has allowed Discotech to showcase that we are experts in our field and our service is unrivaled.

Our client was able to accomplish all of their large group goals within their budget while surpassing the discerning expectations of each attendee, in the process garnering a positive lasting impression among one of the world’s most elite business school brands.

Case Details

With Las Vegas nightlife services being such a competitive landscape, we needed to show this high-priority client why they should partner with us. The UC Berkeley Haas planning committee needed assistance with simplifying a complex task: booking large-scale dayclub and nightclub events and hotel room blocks. More importantly, they needed this task executed quickly and comprehensively, from a proven company with considerable experience and access to a variety of options to ensure best-fit final choices and no unexpected snags or hiccups for any of their individual attendees.

After months of working to win their business, we immediately set out to define – then blow through – the expectations for all of the attendees in their group. We knew that many of these attendees could become future repeat customers after graduation as they rapidly ascended the corporate ladders of their respective white-collar industries. Our most important strategic decision in the process occurred early on: to lean heavily on the expertise and know-how of our preferred local host partner Stupak Las Vegas, a renowned hospitality company with over four decades of large group logistics planning in Las Vegas and a stellar reputation within the Vegas entertainment industry.

UC Berkeley Haas Business School celebrating @ Light Nightclub in Las Vegas, Nevada in 2017

Part I: UC Berkeley Haas 2017 Las Vegas Party Planning

We first worked with this client on a limited scope engagement – 175 guests – in 2017; on that initial experience we put forth a considerable early effort to discuss and uncover their goals, budgets, and priorities. Our successful execution of that first go-round – combined with periodic check-ins over the next year – was instrumental in Discotech winning the much bigger repeat business in 2018.

In 2017, after gathering all information from the array of itinerary ideas presented by the Haas planning committee over a two-month window, we addressed all of their leadership’s concerns and then helped narrow down to the handful of best possible options, then presented and walked our client through multiple proposals. Even though our client continued to conduct dialogue with multiple competing Vegas nightlife companies, they decided to work with us again because of our demonstrated expertise working with large organizations, our strong relationships with each venue and hotel, and most importantly our proven ability to provide excellent service while staying within their budget.

The first step in the process was to secure hotel accommodations for the large group. With the help of Stupak’s high-level connections, we were able to secure exclusive hotel rates for far less than the rates available to the general public. We arranged for the group to stay at one of the best hotel resorts on the Vegas Strip – the Mandalay Bay Resort – in 65 Double Queen rooms and two large luxury penthouse suites. The nighttime venue they chose for the group’s party was Hakkasan Nightclub at the MGM Grand, where they did a buyout of half of the Main Room Mezzanine, a private and roped-off intimate balcony section overlooking the DJ booth. The group loved the energy and vibe inside of Hakkasan and were treated like super VIPs, thanks to the exclusive nature of the mezzanine setup, but more importantly to the strong personal relationships, our assigned door host has held and maintained with the Hakkasan door and podium staff since the day the venue opened.

The group spent the following day at Daylight Beach Club, the daytime pool party at the Mandalay Bay resort where they were staying. Out of all of the best pool parties on the Strip, we had selected and proposed Daylight to them for the following reasons:

  • Location: Knowing the group had gone pretty hard at Hakkasan the previous night, we wanted to make it as quick and easy as possible for all of the attendees to wake up, pull themselves together, and get where they needed to be on time to enjoy the festivities.
  • Layout: For a party as big as theirs, we knew that Daylight – one of the Vegas pool parties with the largest layout in terms of square footage – would offer the most spacious amount of real estate to allow the large group to mingle comfortably, while still staying within their budget.
  • Loyalty: We knew that Daylight would go above and beyond to treat the large group like royalty, since they were already staying on the Mandalay Bay property and spending a large percentage of their group and individual budgets at business on the resort premises.

As expected, Daylight offered the group a buyout of their elevated Grand Cabana section at far below their general list price, with private roped-off VIP access and a private service staff hand-picked from the best of their employee pool. We also arranged a dedicated no-wait, no-hassle expedited entry line exclusively for UC Berkeley Haas that each attendee could access regardless of their arrival time at the pool, with VIP wristbands secured for each member to ensure no confusion among Daylight’s door staff. With this top-flight setup, the group showed little signs of fatigue and splashed their way to a wet, wild, and epic Saturday afternoon of business school networking.

Part II: UC Berkeley Haas 2018 Las Vegas Party Planning

During our second year with the client, the Haas planning committee had gained full faith in our services and thus entrusted us with an ambitious goal: make their 2018 Las Vegas trip one of the best in the history of their business school. We were able to deliver on this ask because of an early start to planning, an acute understanding of the group’s timeline and dynamics, and of course the knowledge we had previously gained of the client’s goals, preferences, and pain points.

This year’s UC Berkeley Haas group was up to 225 attendees. Once again partnering with Stupak, were able to negotiate a highly discounted hotel net rate, a whopping 70 percent off the retail rate; not only were the rates cheaper than the previous year, we secured 700-plus-square-foot suites for each and every attendee at the Delano Hotel, Mandalay Bay’s luxurious higher-end resort-within-a-resort. Our client’s group stayed at the Delano in 60 double queen suites and two large penthouse suites. Our long-standing relationships with the executives of Mandalay Bay and Delano allowed us to secure room discounted inventory well in advance, as well as additional discounts and perks for the group being a valued return customer.

Diplo @ Intrigue Las Vegas, 2018

For the group’s signature evening activity, they opted to reserve a private area on the terrace of Intrigue Nightclub at Wynn Resort. Intrigue was selected because of our ability to secure a large yet private space within the group’s limited budget; the openness of the covered terrace patio area and the proximity to the DJ booth offered the best bang for their buck. Superstar electronic music artist Diplo was performing this evening; not only did the group receive a larger space close to the DJ, we were able to save them a ton of money and while still providing the same amount of alcohol and high-energy experience as they had the previous year at Hakkasan. The spring evening weather couldn’t have been better, and the group enjoyed the unique beautiful outdoor layout and pristine modern architectural features for which the Wynn properties are known.

As for the daytime fun, Daylight was such a massive hit the past year that it was an easy sell for the sequel, and so we locked down the same area for our clients at an even better price. We made some slight modifications to the logistics, which resulted in an even smoother VIP entry experience and the group’s VIP bottle service credits lasting an hour longer than it did the previous year. As the cherry on top, we highlighted the group’s afternoon with an Instagram-worthy customized “Berkeley Haas” bottle presentation as well as multiple DJ shoutouts for the hard-partying group.

We are extremely pleased with the support we offered to the UC Berkeley’s Haas School of Business on its back-to-back Vegas trips, and even more so given that Discotech’s founders are proud Cal alums. We look forward to working with this highly valued client again in the near future. ROLL ON, YOU BEARS!!!!!

UC Berkeley Haas (Cal Bears) celebrating at Daylight pool party, Las Vegas

Is your graduate business school, law school, medical school, or other program planning a group Vegas trip soon? Discotech is your ultimate solution for lining up your big plans. We’ve already built our reputation helping THOUSANDS of satisfied clients around the world with their standard small group party needs.

  • We’ve been featured on BBC Travel and we are also highly reviewed on Yelp! and in both the App Store and Google Play.
  • 6+ years experience in the Vegas nightlife game, we’ve also successfully serviced dozens of corporate entities and large groups of 50 or more clients.
  • What we know from our experience is this: like Sin City itself, large group planning is NOT for the lazy nor for the faint of heart.

Planning a large group trip to Las Vegas? Reach out to us directly at +1 (415) 735-6716 or info@discotech.me. You can also reach us on WhatsApp at +1-323-405-8824.

Failure to plan ahead – even if it’s just days or hours ahead – is one of the biggest mistakes that we see countless groups make on a weekly basis, and it inevitably results in financial and logistical headaches – and embarrassing moments at the velvet ropes of entry – that could easily have been avoided.

Even if you’ve partied in Vegas many times in the past in smaller groups, and you’ve got numerous friends in high and low places who are willing to offer sound and not-so-sound recommendations – for large groups you NEED to have a true professional to guide you.  Discotech can take all your custom inputs (group size, music preferences, nightclub/pool party, budget, location, food preferences, etc) and crank out your group’s perfect weekend itinerary to turn you and your planning committee into Sin City superheroes.

welcome to las vegas sign

Planning Las Vegas Trips for Large Groups – Case Study: VMware

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Case Summary / Results

Discotech assisted a large subdivision of an established and globally recognized enterprise technology firm – VMware – in planning a key agenda component of their annual Las Vegas work conference.

  • Total months of planning: 3
  • Total attendees: 333
  • Total hors d’oeuvres trays: 30
  • Total sushi nigiri servings: 150
  • Total hours of open bar: 3
  • Total budget: USD $200,000
VMware logo

Planning a Vegas Trip for Large Groups With a Budget

Why is planning Vegas for large groups so difficult?

  • Dinner reservations – limited number of places that can seat large groups, people have different cuisine preferences
  • Hotel rooms / suites – need to decide on location, negotiate a discount deal, and make sure that it can accommodate the group within budget
  • Activities – people have different preferences, not all activities can accomodate large groups
  • Nightclubs / pool parties – getting 10 people into a Vegas club can be a huge headache – getting 50+ would be a nightmare without a host.

Discotech is your subject matter expert when it comes to planning corporate events and large group trips to Vegas. Here’s how we helped a large subdivision of established and globally recognized tech firm VMware plan a key component of their company’s annual VMworld Las Vegas conference.

Discotech was able to create an unforgettable guest experience for all of VMware employees and invited guests attending the event, due to the following core principles:

  • Responsiveness: Immediate, informative, and thorough communication with the VMware leadership planning committee early on in the process
  • Transparency: Constant and accurate information disclosure in real-time, both in the week leading up to the event and in real time as the event unfolded
  • Presence: Highly experienced on-site host staff to work with VMware leadership up to and including the day of the event and ensure all vendor requirements were coordinated on schedule
  • Knowledge: With over two decades of experience held by Discotech and its Vegas local host partners, we know every in and out of Vegas nightlife and entertainment. This experience allows us to provide helpful input on any and every proposed idea, as well as build out best-fit itineraries for groups with little or no experience in Vegas party planning, based on what’s worked for our previous clients.
    Execution: Flawless, mistake-free execution according to the agreed-upon and finalized plan and pricing – as well as rapid solutions to any unexpected itinerary and/or budget changes – has allowed Discotech to showcase that we are experts in our field and our service is unrivaled.

With a lot on the line and a relatively short timeline to do so, we enlisted the expertise and know-how of our preferred local host partner Stupak Las Vegas, a renowned hospitality company with over four decades of large group logistics planning in Las Vegas and a stellar reputation with the Vegas entertainment industry. With Stupak doing most of the heavy lifting on planning, the VMware Cloud Services Team was able to accomplish all of their company event goals within its budget while surpassing the discerning expectations of each attendee, in the process garnering a positive lasting impression among one of the world’s prominent and forward-thinking enterprise technology services brands.

Case Details

With Las Vegas nightlife services being such a competitive landscape, we immediately needed to prove both our expertise and our ability to act quickly for this high-priority client. The VMware Cloud Services planning committee required rapid assistance with creating and throwing a chic private party that would enhance VMware’s marketing presence and strengthen their brand recognition among potential and current clients. This would be a high-profile business development event, with numerous C-level executives and upper management captains of industry on the VMware Cloud Services invitees list.

More importantly, as they were operating within a relatively short planning window, VMware needed this task executed swiftly and comprehensively via a proven company with considerable experience and access to a myriad of options. Choosing the right local logistics provider would ensure a best-fit final choice and no unexpected snags or hiccups for any of their individual attendees. It wound up being a successful outcome on all fronts, thanks to our and our local partner Stupak’s extensive prior experience in planning similar convention-related events in the Las Vegas market.

VMware leader

Event Pre-Planning

Due to the sheer size of the overall VMware employee attendee group plus invited colleagues, clients, and other stakeholders – guests in total – Mandalay Bay Resort was packed that weekend with different teams hosting their own parties and events throughout the property. Our client VMware Cloud Solutions had approached us pretty late in the game – just three months before the conference was scheduled to take place – to discuss and bring together this dazzling post-conference private party.

Out of all of the available venues on the Strip, we had selected and proposed Mandalay Bay Foundation Room to them for the following reasons:

  • Preferential Access. Due to the notoriety and perennial popularity of Foundation Room, some other conference groups that weekend were NOT able to secure their event there despite placing general inquiries much earlier in the year. During busy conference days, demand for the top meeting space venues within Mandalay Bay Resort is extremely high; in fact, for weeks the hotel’s events team publicly showed that spots such as the Foundation Room were completely booked at the time of VMworld. Thanks to our partner Stupak’s strong reputation, longstanding relationships with key decision makers at MGM Resorts, and successful prior event planning involving Mandalay Bay venues, our team was able to advocate on the customer’s behalf to lock down the Foundation Room space and support staff well within their $200K budget.
    Location. Knowing the group would have a long day of work conferences at Mandalay Bay, we wanted to make it as quick and easy as possible for all of the attendees to go back to their rooms to refresh, pull themselves together, and get where they needed to be on time to enjoy the event festivities.
  • Size. For a party as big as theirs – close to 350 guests – we knew that Foundation Room – one of the Mandalay Bay gathering spaces with the largest layout in terms of square footage – would offer the most spacious amount of real estate to allow the large group to mingle comfortably, while still staying within their budget.
  • Layout. The venue is located 63 floors high and gives visitors an exhilarating panorama of the world-famous lights of the Las Vegas Strip; in addition to breathtaking outdoor vistas, the dimly lit interior exudes intimacy and dark-toned luxury. We knew our client would love the space as a gathering background for high-ranking executives.
  • Loyalty. We knew that Foundation Room management and staff would go above and beyond to treat the large group like royalty, since they were already conducting their conference on the Mandalay Bay property and spending a large percentage of their group and individual budgets at business on the resort premises.

We knew our client would love the space, so we accelerated our standard planning process into overdrive in order to secure the venue that we knew would meet the client’s detailed vision. Furthermore, as we approached the finish line on negotiations, Stupak was able to utilize its years of built-up industry goodwill and success to ensure that VMware would get their party started at the exact time they wanted, with all the custom logistical details they had requested.

Outdoor terrace of Foundation Room @ Mandalay Bay, Las Vegas, NV

Event Execution

We delighted and impressed our clients and their guests with the following amenities:

  • Intimate custom lighting and decor
  • DJ / microphone setup
  • Premium open bar services
  • Sushi display with personal chef
  • Audio/visual kiosks throughout venue displaying VMware presentations
  • Branded swag available for guests to take home

Inside the lounge and on the terrace were premium open bars pushing drinks through quickly to excited attendees. Guests relaxed on plush outdoor leather couches and took in the spectacular views of the Strip; ample and equally comfortable seating was also offered in the quieter inside areas. The relaxed, casual setting maintained throughout the venue promoted socializing and conversation between the esteemed guests as they sipped on their cocktails. To further add a touch of class to the ambiance, a renowned sushi chef displayed his artistry in full view of the enthralled crowd and even created delectable custom bites upon request.

Private sushi chef for 2018 VMware party @ Mandalay Bay, Las Vegas, Nevada

Atmosphere models and other service staff also walked around the floor serving up warm and cold hors d’oeuvres to clustered groups. To promote the client’s brand, we strategically set up TV monitors throughout the space with glossy presentations showcasing VMware’s Cloud Solutions products on loop. We also provided VMware branded hats, T-shirts, and other small items to promote the company brand.

VMware party indoor setup @ Foundation Room, Mandalay Bay Las Vegas

Discotech and our local host team partners not only planned the event, we assisted with venue setup, door management, and in-event crowd control / guidance. We helped manage the guest list, distribute wristbands, and photograph the event to document the experience. The attendee group loved the energy and vibe inside of Foundation Room and were treated like super VIPs, thanks to the exclusive nature of the indoor / outdoor setup, but more importantly to the strong personal relationships our assigned door host has held and maintained with the Foundation Room management and operations team since the day the venue opened.

VMware Cloud Solutions entrusted Discotech, Stupak, and its channel partners with an ambitious goal and preparation timeline, but in the end gained full faith in our services. We were able to deliver on their ambitious ask because of our deep connections and experience in Vegas, as well as our strong communication skills to understand the client’s goals, preferences, and pain points. The spring evening weather couldn’t have been better, and the VMware attendees enjoyed Foundation Room’s beautifully unique layout and pristine modern architectural features for which the MGM Resorts Las Vegas properties are known. It was a pleasure to help our client, and we look forward to next year’s VMworld conference with the potential for even greater responsibilities.


Planning a large group trip to Las Vegas? Reach out to us directly at +1 (415) 735-6716 or info@discotech.me. You can also reach us on Whatsapp at +1-323-405-8824.

Is your small or large company planning a work trip to Vegas for a conference, meeting, or other official business soon? Discotech is your ultimate solution for lining up your entertainment and venue rental / buyout plans. We’ve already built our reputation helping THOUSANDS of satisfied clients around the world with their standard small group party needs.

  • We’ve been featured on BBC Travel and we are also highly reviewed on Yelp! and in both the App Store and Google Play.
  • 6+ years experience in the Vegas nightlife game, we’ve also successfully serviced dozens of corporate entities and large groups of 50 or more clients.
  • What we know from our experience is this: like Sin City itself, large group planning is NOT for the lazy nor for the faint of heart.

Failure to plan ahead – even if it’s just days or hours ahead – is one of the biggest mistakes that we see countless groups make on a weekly basis, and it inevitably results in financial and logistical headaches – and embarrassing moments at the velvet ropes of entry – that could easily have been avoided. Even if you’ve partied in Vegas many times in the past in smaller groups, and you’ve got numerous friends in high and low places who are willing to offer sound and not-so-sound recommendations – for large groups and work-related professional settings you NEED to have a true professional to guide you.  Discotech can take all your custom inputs (group size, music preferences, nightclub/pool party, budget, location, food preferences, etc) and crank out your group’s perfect weekend itinerary to turn you and your planning committee into Sin City superheroes.