Posts

haas logo

[Case Study] UC Berkeley Haas School of Business

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 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

Ultimate Guide to Planning Las Vegas Trips for Large Groups

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

Your absolute circus of a group Zoom chat has just wrapped up, and the powers-that-be have just drawn the figurative “X” on your forehead. All eyes are on you: you’ve just been delegated to plan your company’s “social agenda” (read: non-work activities) for its upcoming business conference in Vegas. It’s a pretty big group – exact number unknown as of yet, but as of right now it’s somewhere between 50 and 500 – and it’s an eclectic mix of veterans and first-timers. It’s a tall order for sure, and your bosses want it to go off without a hitch AND more importantly within the set budget. Your ears are hot and beads of sweat begin to form and run down your slightly bewildered face; if it had been a literal “X” drawn on your forehead, that magic marker would surely be smudged by now.

We’ve also prepared several case studies on events we’ve helped plan. Feel free to skip directly to the studies to see the real world application of everything mentioned below:

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.

You know you’re not totally a lost puppy – 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 – but of course you (and your budget-conscious bosses) certainly wouldn’t mind having a true professional to guide you.  You know, someone who can take all those inputs (group size, music preferences, nightclub/pool party, budget, location, food preferences, etc) and spit out your perfect itinerary – turning you into the hero of the group.

Enter Discotech – your ultimate solution for lining up your big plans. We’ve 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.

There IS a tried-and-true method to the madness – a method which our Discotech platform and customer service team has down to a step-by-step science, along with the critically important door connections for pull off your group’s custom itinerary in line with your discerning standards. Enough talk, shepherd boy (or girl): let’s delve into what you and your flock of sheep need to know about the lay of the land.

Where do large groups stay in Vegas – get discounted hotel rates

Penthouse suite at Delano

They say a stitch in time saves nine, and the pre-arrival planning is the part of the process that requires THE MOST attention to detail.

  • Remember the 100-Day Rule: to take advantage of favorable pricing for flights, hotels, shows, nightclubs, and anything else related to Vegas that requires tickets or reservations, you MUST start planning the festivities no less than 3-4 months in advance of your planned arrival date.
  • The larger the group, the more advance planning is required to ensure “convenient inventory” on hand – by that, we mean things like seats on the same flight or hotel room blocks in the same resort and perhaps (fingers crossed) even in the same resort tower or on the same floor.
  • If your large group is around 100 guests or so, then 100 days – 4 months – out is the latest we would recommend to lock in reservations.
  • For a 200-500 person group we would recommend at least 6 months of lead time; for any group above 500 persons, we strongly advise you to make your initial reservation inquiries 12-18 months in advance.
  • The earlier you start looking into things, the more options and wiggle room your suppliers in Vegas have, and thus the more willing they are to work with you to provide custom solutions and group discount rates.

Good news for you: Discotech and its local partners hold longstanding affiliate agreements with every major hotel group operating in Las Vegas and can get you access to lowest room rates available as well as other amenities. Some of the itinerary items we can help you line up are as follows:

  • Discounts on individual hotel rooms & hotel suites
  • Discounted hotel blocks for groups
  • Exclusive suite rental
  • Premium transportation for groups – party buses / limos
  • Special Request Amenities (e.g. beauty packages, in-room spa/massage treatments)

If your big group does not have the means of charging all planning expenses to one central account, then have its members divvy up into smaller pods of 4-6 in order to book hotel rooms and coordinate sharing expenses.  Also, if you’re booking too late in the game to get an entire block of rooms within your preferred, then pick a region of the strip – North, Center, or South – and make sure everyone coordinates to stay in a hotel in that area.

Where To Work – Company Events, Meetings, etc

Businesspeople Enjoying Drinks

If you and your big group are coming to town on business and looking to close big deals, then you might develop a need to host side meetings away from the main conference agenda and locations. These extracurricular gatherings while in Vegas can be internal team-building or team morale events, or they can be client-facing with the goal of winning new accounts or preserving standing relationships. Discotech has the tools and expertise to assist you with lining up venues that best fit your large-scale meeting needs, from hosting an exclusive invite-only company event at one of the hottest nightclubs in the world to a arranging a low-key recognition ceremony in the quiet private back room of one of the best sushi restaurants on the Strip. More specifically, we can assist with planning the following elements:

  • Meeting & Event Planning
  • Meeting Space Reservations
  • Team Building Experiences
  • Group Dining Reservations & Kitchen Tours
  • Corporate Branding Events
  • Training Modules / Learning Events
  • Executive & Corporate Golf Packages 

And one more thing: even if your large group’s business in Vegas for the weekend is not so “businesslike” – in other words, strictly of a recreational nature rather than commercial – Discotech can still be of assistance. Our customer service support team can offer expert guidance on the ways and means of uniting your group for a few hours for whatever common purpose your group holds, and before its members scatter to the wind for Vegas to chew them up and spit them out in a few days.

Large Group Events that Discotech Has Helped Facilitate:

  • Fraternity/sorority Vegas Trip: Why not throw together a Friday afternoon Welcome-to-Vegas mixer? A group beer pong tournament at O’Sheas is the perfect social activity to catch up with the homies and get the ball rolling (pun intended) on a wild weekend.
  • Grad school / Business school Vegas trip: C’mon, we know you went to graduate school for the “networking” and not for the academics. Have your social chair line up the group’s private networking event in a giant luxury suite overlooking the Strip. Or, if your group is too large to fit in one or two suites you can rent out deck space at one of the best resort pools on the Strip and have your open-bar soiree in the open air under the stars.
  • Family reunion: This one’s an easy call. Family always revolves around food, so reserve a block of adjacent tables for your clan at one of the best-bang-for-your-buck buffets in the city. Our favorites for the more budget-conscious are the ones at Flamingo, The Orleans, and Rio. Aunt Karen and Grandma Ruth will definitely approve.
  • Corporate Outings: Whether you’re looking to plan a team building Vegas trip for high achievers, an end of summer get away for your interns, or taking some clients out for a night on the town, we’ve got you covered!
  • Class reunions: We’ve helped plan a reunion for over 80 people – including hotel rooms, dinners, discounted tickets, free group guest list, and a block of 6 tables at Marquee Nightclub.
  • Bachelor/Bachelorette Parties: A Vegas staple, stag / hen parties are our bread and butter. We’ll help you make sure your bachelor / bachelorette is sent off in style. We can help with hotels, activities,
  • Convention after party: In town for a convention and looking to impress clients or after party with your coworkers? Hit us up and we’d be happy to set things up for you!
  • Wedding weekend: Yes, Discotech could assist you with reserving a last-minute wedding chapel if your nuptials are awash in spontaneity. And yes, we’ve got the hookups to some of the coolest spaces in Vegas for a post-ceremony reception. However, we’re obviously more adept at planning the wedding afterparty. Which gives us the perfect segue into the next step….

What do Large Groups Do in Vegas? – Vegas Activities + Nightclubs

Ah, now THIS is our bread-and-butter. Big groups move like a big elephant, and when you’re in a fast-paced city like Vegas with only a handful of days to make magic happen you want to make damn well sure that the elephant is at least turned in the right direction before it starts to lurch forward.

You and your crew are in luck: Discotech handles this sort of thing on a daily basis, AND we’ve got tons of hands-on experience managing large groups. You see, not only have we ridden this elephant before, we’ve taught him how to stand on the ball on one leg while shooting water out of its trunk! Grabbing the reins on the party plans for a 500-person behemoth is second nature to us – think of Discotech as the ringmaster, here for your entertainment and to guide you through the Vegas circus. Here’s how we can help:

  • Free or Discounted Club Guest Lists (free or discounted admission, plus dedicated private line with no wait and expedited entry for large groups)
  • Discounted Club Tickets (discounts offered for large groups, dedicated private line + host to ensure that you get in)
  • Nightclub & Pool Party Club Crawls (discounts offered for large groups, party host + party bus transportation provided)
  • Nightclub & Dayclub / Pool Party Bottle Service (preferred location, group discounts, booking multiple VIP tables together)
  • Concert, Festival, or Show Tickets, Suites, and VIP Seating (discounts offered for large groups)
  • Sporting Events Tickets, Suites, and VIP Seating (discounts offered for large groups)
  • Unique Excursions & Activities (e.g. exotic car racing, top golf, gun shooting, helicopter tours, day trips to Grand Canyon or Hoover Dam)

Not only can we help you lock down all your plans in advance and custom tailor a party plan for your group size and budget, but we will also provide a host on the ground to make sure your experience goes smoothly – everyone gets in quickly, all your bottles arrive, you aren’t over charged, etc.

In conclusion: Discotech is your subject matter expert for planning your next group visit to Vegas. Whether you’re coming into town for business or pleasure, hunting or grazing, a large flock or a just a handful of wayward strays, we are here to “rein in the elephant” and make sure everyone in your group stays, works, and plays like world-class animals. Step right up, folks… the circus is coming to town!

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

How Does Guest List Work in Las Vegas

So What is Guest List?

For those who don’t know, Guest List is a feature that many clubs offer that allow free entry (in many cases), as long as guests are dressed in line to the venue’s dress code and arrive early. Using Guest List does NOT guarantee entry and can close at anytime the club decides. This is very important to keep in mind.

How Do You Get On a Guest List?

Discotech has made getting on any Guest List easy and simple. To find clubs near you offering a Guest List, simply check out the Discotech app and sign up.

The Guest List Pros and Cons:

Pros

  • Guest List is usually free or discounted
  • It’s usually free for girls
  • Sometimes comes with extra perks (open champagne bar, open vodka bar, etc) – usually for girls only
  • For certain clubs on certain nights there are even ratio Guest List – this means you can get in free / discounted if you have even ratio (1 girl for every 1 guy) in your party

Cons

  • Guest List can close earlier than expected if the club gets busy
  • Guest List lines usually have lower priority and move slower
  • There is usually no Guest List (or very limited girls only lists) for holidays

You should consider using the Guest List if:

  • You are a group of all girls
  • If the DJ spinning is not a top tier DJ which usually means it’ll be less crowded and Guest List will stay open for longer
  • Your group is very good at going on time
  • You want to keep your options open

See upcoming events sign up for guest list and book table service directly on the free Discotech Mobile App. Or reach out to our help line directly at 4157356716 – we can help you pick a spot for your next night out.

Los angeles skyline at sunset

Best LA Clubs with Free Guest Lists