Steps to organise an Executive X program

Upon signing up for Executive X, it is critical an email is sent by the James with confirmation of the program and next steps including: 

1. Welcome Pack

2. Medical Forms and Waivers

3. Payment information

4. Transportation (If required)

Send email to: Clients

Email Subject:   [14-Days to Go] What you Need To Know...

Hi XXXX,

Hope you had a great Easter Break. I am so looking forward to seeing you in the Blue Mountains in 2 weeks!

I've recorded a brief video message for you. Here are a couple of important things to complete your registration and get ready for the event:

1. Read the welcome pack. It includes everything you need to know and prepare to ensure you are ready to go.

2. Then, take a few minutes to fill out the medical waiver form.

3. To finish your registration, please process your payment here.

Does this all make sense?

If you have any questions, please give me a buzz (0402 904 334) and I can talk you through the details.

We're only a few weeks away and I can't wait to see you for Executive X 2024!

Cheers,

James

Create a client folder so that we can store all the relevant info for the program.

In this file are all the documents needed to manage not just from an administration perspective but offsite during a program, from an operational perspective.  Follow these simple steps to create a new client folder.

 Note: 

• In labelling a 'Client Folder',  always follow this format: [INSERT CLIENT NAME] [INSERT DATES]

• In labelling 'Documents' in the Client Folder, always follow this format: [CLIENT NAME] [TYPE OF DOCUMENT] [YEAR]

• In labelling 'Quotes' and 'Invoices' in the folders, always follow this format: [EXTERNAL SUPPLIER] - [CLIENT NAME] - [TYPE OF PRODUCT] - [TYPE OF DOCUMENT]

Populate once the folder is created.

The client folder should contain the files listed below which can be found in MyAdventure Group > Experiences > Program Delivery > Templates:

1. Medical & Waiver Form (Google Form) - see procedure below

2. Tent Map and Allocation

3. Folder (Labelled: Quotes)

4. Folder (Labelled: Invoices)

5. Client Welcome Pack (PDF & INDD)

6. Staff Brief

7. Documents to Print

Send email to: Base Camp Staff, Guiding Staff, Set Up and Pack Down Staff

Email subject: We'd love you to be part of our Executive X program! 

Hey Legends,

We hope all is well in your world!

MyAdventure is super pumped to be hosting a corporate adventure program for  (INSERT CLIENT NAME) on  (INSERT DATE) at the Megalong Valley Farm in the Megalong Valley. 

We're trying to organise our staffing team for set up and pack down, as well as base camp, and we would love you to be part of it!

Program Set Up:

(INSERT DATE/.S)

Program Dates:

(INSERT DATE/.S)

Pack Down:

(INSERT DATE/.S)

Please note that given the program includes early morning and late nights, we have tents available for staff to stay on site overnight. Staff will be paid by the hour, and provided meals during programs. No overnight allowances will be paid.

Do not hesitate to contact us if you require further details, otherwise let us know your availability at your earliest convenience.

Thanks,

Cara

Send email to: info@portablebathrooms.com.au 

Email subject: Executive X - Bathroom Booking

Hey [INSERT NAME],

Hope you’re well. We're really excited to be hosting an upcoming program at the Megalong Valley in the Blue Mountains and we're touching base to get a quote to hire the following for one week from [INSERT DATES].

• [INSERT REQUEST]

• [INSERT REQUEST]

• [INSERT REQUEST]

 Bump in would be required by  [INSERT DATE] and bump out would be  [INSERT DATES] [INSERT TIME]. Total PAX would be  [INSERT PAX].

 Feel free to give me a buzz if you need this week, otherwise I will touch base mid-week if I haven’t heard from you.

Thanks.

Regards,

Cara

Send email to:  info@fantastic-aussie-tours.com.au 

Email Subject: Executive X 2024 - Bus Booking

Hi Kim,

Hope this email finds you well.

It's nice to be working with you again. Touching base about the upcoming program we have in [Insert Month]. Below is the schedule and the relevant PAX. Can you provide a quote for these programs at your earliest convenience?

Executive X (*Approximately 10 Pax)- [Dates]

[Insert Date] - *Approximately 10 Pax

6:30 – Pick Up at Central station

8:30 - Arrival at Fairmont Hotel

9:30 - Pick Up Fairmont Hotel -> Drop off at Narrow Neck

11:30 - Pick Up Narrow Neck

13:30 - Drop off at Empress Canyon

16:00 - Pick up Empress Canyon -> Drop off at Megalong Valley

[Insert Date] -  *Approximately 10 Pax

9:00 – Depart from Base Camp (Megalong Valley Farm) -> Sydney Drop off

Looking forward to hearing from you. Thank you.

Have a nice day! 

Best Regards,

Cara 

Send Email to: food@redpeppercatering.net 

Email Subject: Executive X 2024 - Red Pepper Catering

Hi Rob & Team,

We've missed working with you! We hope all is well in your world!

We will be hosting our 2nd Executive X program this [Insert Dates] at the Megalong Valley Farm in the Megalong Valley. This corporate adventure program will be participated by different executives and CEOs. 

• Day 1 - [Insert Date] - 19:00 - Dinner ($50)

• Day 2- [Insert Date] - 7:45 - Breakfast ($30)

We don't have the final numbers yet but this event will approximately have [# of pax] (Including James).

For the table configurations, we will require the following:

• 4 Round Tables and 10-12 Chairs

Kindly send the proposed menu for this event this week. Thank you so much.

Hoping to hear from you soon.

Have a nice day!

Best Regards,

Cara

Send email to:  kath.altitude@gmail.com 

Email Subject:  Executive X 2024 - Lunch Order for [Insert Date]

Hi Katherine,

Hope you're doing well.

Touching base with you for an order we have for an event that we're hosting on [Insert Date]. We will need # of sandwiches for adults. 

I will notify you soon if there are any additional dietary requirements from our participants.

The sandwich order will be picked up by our staff at [Time and Date].

Thank you so much, Katherine! 

Hoping to hear from you soon.

Have a great week ahead!

Best Regards,

Cara

Send email to:  bookings@eaglerockadventures.com.au / bookings@eaglerockadventures.com.au 

Email Subject: Executive X 2024 - Wet Suit Hire

Hi Paul and Leo,

Hope this email finds you well.

Sending you through another program that's coming up this June with [Program] on [Insert Date].

Just wanted to confirm that we're expecting a group of [# of pax], and I will send their heights and weights as soon as we have received them.

The numbers might go up by one and I will let you know if ever there will be any changes.

Also just confirming you are providing us with the following:

1. wetsuits

2. wetsuit socks

3. wetsuit gloves

4. harness

5. helmet

6. canyoning pack

Our staff will pick up the gears on [Insert Date] so we are able to get them packed and organized ahead of the client's arrival. The wetsuits etc. will be returned to Wenty on [Insert Date] (Time), will this be fine? Thank you.

Hoping to hear from you soon.

Have a great week ahead!

Best Regards,

Cara

Send email to:  fineflowersbusiness@gmail.com 

Email Subject: Flowers for Executive X 2024

Hi Natalie,

Trust everything is going well! 

MyAdventure Group will be hosting a corporate program in the Megalong Valley on [Insert Date]. We are keen to have some beautiful native flowers on display much like our previous programs - they are a wonderful addition.

We would like to order 4 of the boxed natives and then an additional $100 worth of stemmed natives which we will arrange ourselves.

Would like like to pick up the morning of [Insert Date].

Please provide us with a quote at your earlier convenience and we will get back to you.

Thanks.

Best Regards, 

Cara

Send email to: libbym@scenicworld.com.au

Email Subject:  Scenic World - Venue and Morning Tea/Breakfast Booking

Hi Libby,

Hope you're doing well.

We’d like to book the venue at Scenic World for our upcoming program, along with morning tea and breakfast, just as James has booked in the past. We’re expecting approximately 00-00 participants. The program will be on [INSERT DATE]

Could you please confirm availability and provide the details for the booking? Let me know if you need any further information. Thank you.

Looking forward to your response.

Send email to: Participants

Email Subject: Central Station: Bus Pick Up Details for Executive X 2024 (Date-Time)

Hello! 

Only two days left until our event! We can't wait to share this special experience with you!

As we approach Executive X 2024, we want to provide you with some important information regarding transportation.

We have arranged for bus transportation to pick you up from the designated pick-up point that was previously shared with you. The buses will arrive at the pick-up point promptly at the scheduled time, so please plan to arrive early to ensure that you do not miss the bus. If you have received this email, you prefer to be picked up at the Central Station.

Please find the details of the bus schedule and pick-up point below:

Bus Schedule:

Pick Up @ Central Station

Date: April 17, 2024

Departure Time: 6:30 am (please arrive 6.15am)

Arrival Time: 8:30 am

Destination: Scenic World

Driver Details: Matt – 0411 300 944

Pick-Up Point: Meet up at Bay 8 in the Coach Bay of the Central Station

< Insert photo for Central Station Coach park >

In case you are not available during the pick-up time, you may have to arrange your own transportation to reach the venue.

If you have any questions or concerns about the transportation arrangements, please do not hesitate to reach out to us.

We look forward to seeing you up in the mountains!

Cheers,

James

<Events Manager  to send this email to James>

Email Subject:  EMAIL DRAFT: Final Message Before Executive X 2024

Hey XXXX,

Just two more days until our exciting event!

How are you going with your preparations?

Please Watch Video message for a few last reminders to make the most of event: 

< Insert Video >

For further information, please review the Welcome Pack attached in this email. Because we have a jam packed schedule for the day, it would be best to arrive at 8am at Scenic World so we can start the program on time.

If you have any questions, just give me a buzz.

See you there!

Cheers,
James

---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

<Cara to send to participants>

Hey XXXX,

Just two more days until our exciting event!

How are you going with your preparations?

Please Watch Video message for a few last reminders to make the most of event: 

< Insert Video >

We have a jam packed schedule for the day, it would be best to arrive at 8am at Scenic World so we can start the program on time.

Self-drive:
For those of you who will be driving, you need to be up in the Blue Mountains at Scenic World in Katoomba at 8:30am.

Bus Pick-up:
For those of you who prefer to be picked up at the Central Station, we have arranged a bus transportation to pick you up from the designated pick up point. Please find the details of the bus schedule and pick-up point below:

Pick Up @ Central Station Coach Bay No.8
Date: 14 November 2024
Departure Time: 6:30 am
Arrival Time: 8:30 am
Destination: Scenic World
Driver Details: Michael 0419 773 388

If you have any questions, just give me a buzz.

See you there!

James to send email to: Participants (BCC)

Hello Team

It was so great to meet all of you and I really hope you enjoyed our time together.

As promised, please find the following links:

1. CONTACT DETAILS of everyone in the group so that you can keep in touch.

2. GOOGLE PHOTOS ALBUM - feel free to upload images you would like to share / download and share them on social media (please tag me on LinkedIn or on IG @myadventuregroup).

Next week, I will reach out to schedule a brief chat to discuss your experience and whether I can further support your team in 2025.

Thank you and have a great weekend. ON BELAY!

Cheers

James

Hi Anthony,

Hope this email finds you well.

I am so looking forward to seeing you in the Blue Mountains on 00-00 [MONTH] [YEAR] for Executive X!

I've recorded a brief video message for you. Here are a couple of important things to complete your registration and get ready for the event:

1. Read the welcome pack. It includes everything you need to know and prepare to ensure you are ready to go.

2. Then, take a few minutes to fill out the Registration Link and medical waiver form.

Does this all make sense?

BTW - Do you have another colleague who would be interested in attending with you? I have one spot become available.

If you have any questions, please give me a buzz (0402 904 334) and I can talk you through the details.

I can't wait to see you for Executive X [YEAR]!

Cheers

James

Hi Anthony,

Ahead of your upcoming Executive X experience, I wanted to share a resource I think you’ll enjoy — 15 Lessons for High Performance.

Back in January last year, we hosted the Penrith Panthers for their pre-season camp. While they didn’t take home another premiership this year, their consistency and culture still make them one of the most high-performing teams I’ve ever worked with. In a few weeks, you’ll get a taste of some of the activities they completed as a team.

Inside the e-book, you’ll explore:

• How strong culture drives accountability and trust

• Why aligned leadership and clear communication matter

• How resilience fuels growth through challenge

• The role of reflection in sustaining success

• Practical ways to bring these lessons to your own team

It’s a quick read, packed with insights you can start applying before we meet at Executive X.

 [Download Your Copy Here]

I’m looking forward to unpacking these ideas with you and exploring how they can elevate performance across your organisation.

Cheers
James

Hi Anthony,

We’re excited to welcome you to Executive X 2025! To help you prepare for the program, we’ve put together a short slide deck that gives you a closer look at our Base Camp facilities, amenities, and tent allocations.

Inside, you’ll find details on:

• Base Camp setup and key amenities

• Tent allocation and bedding arrangements

• What to expect during your stay

 Download Your Copy Here

This will give you a clear picture of what’s waiting for you and ensure you’re comfortable and ready for the experience ahead.

I can’t wait to see you at Executive X for an unforgettable program!

Cheers

James

Hi Anthony, 

Thank you again for attending last week’s Executive X program. I’ve put together a photo album that captures some of the key moments from our time together — I hope you enjoy it! 

I also really appreciate your interest in the Workshop, Team Offsite, and Leadership/Development Journey programs. I’d be excited to explore how we could bring this to Spark Renewables in 2026. When you have a moment, could we schedule a quick call this week or next? I’d love to hear your feedback and discuss how we might work together.  

Please feel free to select a convenient 15-minute slot by booking here.

I’m looking forward to our conversation.

Cheers
James