Tutlo
A premium conference and a Hollywood ball
As Creative Answer, we delivered a comprehensive, two-day 360° company retreat for 500 employees of Tutlo, a leader in the EdTech sector. The project combined an intensive 5.5-hour conference agenda with an evening themed ball, “Frost Yourself,” inspired by the cinematic aesthetics of silver and ice. The full production covered synchronised transport and accommodation logistics across two venues at once, a dedicated event app with a gamification system, original scenography made of natural ice, and coordination of a special guest appearance.
The challenge
A premium conference and a Hollywood ball — on the same day
The core design challenge was to perfectly balance two extreme event modes within a single day. The agenda required 5.5 hours of intensive workshops and business presentations (ending at 4:30 PM), and just three hours later — the opening of a spectacular ball meant to completely cut participants off from work mode and transport them into a world of premium, cinematic entertainment.
The key operational challenges we turned into a success:
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Creating a seamless transition between the business conference and the evening gala — with no logistical chaos and no downtime for 500 people.
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Designing the “Frost Yourself” theme so that it impressed with elegance and built a unique atmosphere regardless of whether guests recognised the film inspiration or simply soaked in the prestigious winter aesthetic.
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Synchronising accommodation logistics and check-in processes across two neighbouring hotels (a 4-minute walk apart), necessitated by the size of the group.
The delivery
Uncompromising creative work and technology that brings people together
1. “Frost Yourself” scenography and the craft of natural ice
We transformed a standard banquet space into an ice kingdom with a cinematic feel. A colour palette built on gold, silver and white was completed with precise, ambient architectural lighting in deep, frosty shades of blue.
The centrepiece of the brand experience — and a magnet for every camera — were our original installations made of real, crystal-clear ice:
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A monumental one-metre-tall “I ♡ TUTLO” ice sign, serving as the event’s main photo zone.
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A full-size ice bar — an installation made 100% of ice blocks with the Tutlo logo embedded and illuminated inside, holding its full form for over 12 hours of festivities (fitted with a concealed water drainage system).
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An alcohol ice fountain — a massive, sculpted block with a basin, from which welcome drinks were served in spectacular style.
2. Gamification: one app, one continuous story
To connect the day with the night, we deployed an advanced event app with an original scoring system. Instead of two separate blocks, participants took part in one continuous, day-long game:
- Treasure Hunt — a location-based game built around scanning QR codes hidden both across the hotel spaces and inside the slides of the morning business presentations.
- A company knowledge quiz — a dynamic test with a live leaderboard, engaging hundreds of people at once.
- A closed photo forum — a social module with instant voting for the most creative evening looks.
- The result: points earned at the midday panel directly decided who would walk on stage at 11 PM to collect a crystal Tutlo statuette during the night gala.
3. 360° logistics and the special guest
We took full responsibility for coordinating the coach fleet, premium catering (including dedicated coffee breaks and open bar packages tailored to the structure of the group) and on-site time management.
In the critical transition window (4:30–6:00 PM) we delivered the strongest content moment of the day. Our invited special guest — Radosław Kotarski — captivated the 500-strong audience with a dynamic, original talk on motivation and the psychology of change, a perfect fit for an EdTech organisation’s culture. While participants went up to their rooms after the lecture, our technical team completed a full metamorphosis of the conference room into a grand ballroom in just 120 minutes — opened with a spectacular, spatial show of 5 RGB lasers synchronised to music.
The results
One event, two event goals
- 500 participants served within a single 360° event — from morning workshops to the night gala.
- 120 minutes for a complete transformation of the conference room into a ballroom, with no downtime felt by the guests.
- Over 12 hours of full structural integrity of the original ice installations, including the bar with the illuminated Tutlo logo.
- One event app tying the Treasure Hunt, the company quiz and the photo forum into a single continuous game running from 12:00 to 23:00.
- 5 RGB lasers synchronised to music as the opening of the evening programme.
Why it mattered to the client
- Zero logistical chaos with 500 people. A smooth conference-to-ball transition in 120 minutes meant participants never felt a “technical break” in the programme.
- A theme that worked regardless of whether you knew the reference. “Frost Yourself” built its WOW effect through aesthetics, not through an inspiration that needed explaining first.
- Continuity of engagement. Points earned from the morning panel decided the evening’s award — attendance and attention during the business part were higher because they had a real payoff in the fun.
- One agency, one responsibility. Transport, accommodation across two venues, catering, technology and the special guest, Radosław Kotarski — all coordinated by a single team, with no responsibility scattered across vendors.
Sprawdź Nas!
We deliver marketing campaigns and events for brands, supporting their business goals through effective actions and well-executed delivery. We combine measurable results with a high level of collaboration comfort.
FAQ: Organizacja eventów korporacyjnych i konferencji w Warszawie
How much does it cost to organise a company retreat for 500 people?
The cost depends on many variables: the choice of venue, the number of participants, the scope of scenography, transport, catering, and whether a special guest is involved. Two events of the same scale can differ in budget several times over — which is why for L-class events (300–600 people) we always work on an individual estimate, prepared for your specific brief. After the first conversation you receive a transparent cost breakdown by area, so you know from day one what you’re paying for.
How much time is needed to prepare a company conference for several hundred people?
We normally recommend 6–8 weeks for full production. It can be done faster: the TUTLO Winter Convention, a two-day corporate event for 500 people — we produced it in 4 weeks from contract signing. The conditions: a venue booked well in advance and quick decision-making on the client’s side (with a tight timeline, key choices need to be made within 24–48 hours). The earlier we start, the wider the choice of dates, venues and attractions.
What attractions work best at a large corporate event?
The ones that build a shared experience and are photogenic. At TUTLO’s winter gala, the best performers were: an ice sculpture with the company logo (a natural photo spot), an ice bar assembled live, an ice fountain at the entrance, a laser show synchronised to music, a 360° photo booth, and a surprise — a Thai ice cream stand. We always subordinate the choice of attractions to the main theme, so the event tells one coherent story instead of being a patchwork of agenda items.
What if one hotel can’t accommodate all the participants?
We then work across two (or more) venues and take on their synchronisation ourselves: check-ins, agendas, transfers and participant communication. At the TUTLO event, some guests stayed at the main hotel, while around 150 people stayed at a venue a 4-minute walk away — from the participant’s perspective, everything worked as a single location.
Do you organise events outside Warsaw?
Yes — we work across all of Poland. As an event agency we deliver projects in Warsaw, Łódź, Kraków and the Tricity area among others, and we often recommend the location ourselves, based on the logistics of your particular team. For TUTLO we chose Łódź — centrally located and well connected for employees travelling from five different cities.
What does working with an agency on an all-hands event for the whole company look like?
It works on a single point of contact (SPOC) basis: you get a dedicated project manager who coordinates all subcontractors — at large productions that means a dozen or more vendors at once. You hold one conversation; we take care of the rest. That’s how we worked on TUTLO’s all-hands event: one brief, one PM, 13+ vendors under our control — the client didn’t have to chase anything themselves.
How do you combine a business conference with a team-building party in one event?
What works best is a clear change of rhythm: a content-driven day, a “wow” moment to break the pattern, and an evening that looks nothing like a conference room. In TUTLO’s case, a full-day conference with a special guest flowed smoothly into a gala — after the break, participants found the room transformed into a frozen kingdom of ice, with an ice bar assembled live and a laser show. One space, two completely different experiences.
Do you help with inviting a special guest or speaker?
Yes — we recommend names matched to the goal of your event and your company, negotiate terms and run the entire booking: from the contract to looking after the guest on event day. A well-chosen guest can elevate a gathering from a “company Christmas party” to a convention with real substance — at the TUTLO Winter Convention, Radosław Kotarski’s talk was one of the highest-rated points of the programme.
