Showcase SA conducted comprehensive consultations with key stakeholders to understand internal expectations, budget considerations, and past event feedback. This ensured a clear understanding of the outcomes desired across all locations. 

Events were successfully planned and coordinated across four cities: 

• Adelaide – 11 December 
• Brisbane – 12 December 
• Canberra – 5 December 
  
• Melbourne – 12 December 

In each location, Showcase SA: 

• Sourced appropriate venues with consideration to travel, accessibility, and ambience 

• Coordinated transport logistics, including coach services where required 

• Liaised with Tetra Tech International Development’s internal travel coordinator for interstate attendees 

• Managed all logistics for venues, catering, and activities 

• Acted as the primary liaison for all attendees, responding to questions, dietary concerns, and logistical queries 

• Kept the client fully informed with timely updates, proposed solutions, and status reports throughout the planning and execution process 

To reflect the organisation’s commitment to inclusion and cultural awareness, Showcase SA integrated Indigenous representation into select events. In some locations, Showcase SA coordinated Indigenous-led painting workshops, providing teams with a meaningful, creative experience that acknowledged the importance of culture and storytelling. 

All activities were thoughtfully selected to align with company policy, suit varying ability levels, and promote team engagement. Alcohol was served only after activities concluded, with responsible service practices in place. 

In Adelaide, Showcase SA partnered with Blanco Horner Hospitality Group, a valued member of Showcase SA, to deliver a standout event. The celebration was hosted in the stunning Adelaide Botanic Gardens, where attendees were welcomed to a beautifully styled outdoor space, complete with umbrellas, refreshments, and informal activities. 

Following this, the team moved into the Noel Lothian Hall for a fully catered, elegant lunch. This seamless experience showcased the power of partnership and local expertise, offering a memorable way for the Adelaide team to close out the year. 

Showcase SA ensured that catering was inclusive and aligned with a broad range of dietary needs, including: 

• Vegetarian 

• Halal (identified attendees in Canberra and Melbourne) 

• Gluten-free 

• Individualised dietary support for a participant with complex post-cancer requirements 

Liaising directly with venue partners and catering teams, Showcase SA ensured each attendee felt supported, safe, and included. 

Showcase SA managed the entire RSVP and communications process through a customised Typeform system, capturing: 

• Attendance confirmations 

• Transport preferences 

• Dietary requirements 

• Activity participation 

Showcase SA also prepared detailed runsheets for each location, providing clarity to internal stakeholders and external suppliers alike. 

All proposals and activities were scoped within or near the indicated $100 per person food and beverage budget, with separate activity budgets reviewed and approved in consultation with the client. 

To support Tetra Tech International Development’s Indigenous Procurement Policy (IPP) objectives, Showcase SA: 

• Provided itemised quotes for full transparency 

• Identified and worked with Indigenous and aligned suppliers 

• Allowed the client to pay suppliers directly, simplifying procurement tracking