Continuing its commitment to fostering team connection and global experiences, Pivotus held its second international staff retreat in April 2025. This time on the breathtaking island of Coron, Palawan, Philippines.
Following the success of the company’s inaugural overseas trip to Boracay in 2023, 12 Pivotus staff came together once again, this time to explore one of the world’s most celebrated island destinations. The team immersed themselves in Coron’s stunning natural landscapes, from pristine white-sand beaches and towering limestone cliffs to vibrant coral reefs teeming with marine life.
The Pivotus team was very fortunate to be able to experience Coron. It was recently named the World’s Best Island to Visit in 2025. It also earned recognition as one of the Top Islands to Visit in 2024 and was awarded Asia’s Best Cruise Destination in 2023.
At Pivotus, these retreats are more than just trips, they’re a chance for colleagues across borders to connect, unwind, and celebrate shared success in inspiring environments. As the company continues to grow, so too does its investment in people, culture, and unforgettable experiences.
Much like Pivotus’ inaugural retreat to Boracay in 2023, this year’s trip to Coron,proved to be a resounding success. With the benefit of prior experience, the planning and execution of the six-day itinerary (including flights) were even more seamless and efficient.
The retreat successfully met its objectives, thanks to a well-organised project plan, clearly defined timelines, and early coordination of all activities. The carefully crafted schedule effectively balanced structured programs with ample opportunities for relaxation and informal connections.
The retreat kicked off with a festive welcome night on the first evening, setting a lively tone for the days ahead. The following day featured a private island tour, where staff have the chance to immerse themselves in Coron’s stunning natural beauty. The day ended with dinner and a fun karaoke session, fostering team bonding in a relaxed and enjoyable atmosphere.
On the third day, the group took a slower morning to recharge before diving into pod breakout sessions. These sessions provided an opportunity for casual, meaningful conversations, with some groups even gathering by the pool for their discussions. Later that afternoon, the team enjoyed a guided town tour, providing a deeper understanding of the local culture, followed by a simple yet elegant group dinner to wrap up the day.
Throughout the retreat, there was plenty of free time for participants to unwind, whether lounging by the hotel pool or engaging in informal chats with colleagues. The retreat’s thoughtfully planned structure ensured that each participant had the perfect balance of productivity, relaxation, and connection. There was time for a massage if you wanted one, a chance to challenge the boss in snooker and even a midnight singalong and cocktail session in the swim up bar on the final night.
The success of this year’s trip was largely driven by the debriefing conducted by the main coordinators following the 2023 journey. By carefully identifying what worked well and what didn’t during that experience, the organiserscreated a valuable guide that informed and streamlined this year’s planning process. As a result, staff enjoyed a much smoother and more successful trip overall.
When organizing company travel, one of the most important steps is working with reliable vendors. For this trip, we made sure to book trusted providers early to help everything go smoothly, from XX (number of overall) flights, to hotel stays to tours, meals and group activities.
We arranged hotel accommodation, transportation, group dinners, karaoke night, island and town tours in advance. Even though our coordinator couldn’t visit the location a month before the trip (something we did in 2023), the Philippine team helped by suggesting great places to eat in Coron.
Zuri Hotel in Coron worked with a local travel agency, which helped us easily secure a Private Island Tour and Private Town Tour for the group. The hotel also provided great amenities that our staff enjoyed, including two big swimming pools (one with a cocktail bar, the other with a large jacuzzi), a restaurant with breakfast and snacks, a dayspa, a coffee shop, a games room, a gym, a souvenir shop, and a convenience store. Therefore, Pivotus recognises that choosing a reliable hotel is essential to the success of any company trip.
Another important point to consider is search the weather forecast of the location a company is visiting. In the Philippines, the summer months begins in early January and ending April. Hence, April is the best month to visit the Philippines. Though there are provinces or Islands still experiencing rainy days during summer, so it is a must to search for the weather forecast of the destination a company is considering to visit. As experienced of Pivotus team, April has the best weather to visit the famous destinations of the country.
An absolutely essential aspect of company travel is developing a comprehensive travel policy, which became a standard practice. Pivotus established clear guidelines and procedures to help staff make informed decisions within the framework of the company’s travel policy. It was crucial for staff to understand both their responsibilities and what they could expect from the company throughout the trip. The policy covered various important topics, including airline and hotel bookings, airport transfers, travel safety and risk management, communication protocols, travel conduct, allowances and reimbursements, activity choices, visa requirements, and health and medication advice.
Pivotus upholds the company value of absolute honesty, which is why we thoroughly evaluate the project, strategies, and implementation to identify what worked well and what didn’t. This review helps us gain valuable insights and guidance for future company travels.
- Learning from a previous mistake in 2013, the coordinators and the individuals needing a visa to enter the Philippines worked together well in advance to ensure all requirements were met, thus resulting in successfully securing the visa. The staff also consulted a travel expert in their home country to get clear guidance on how to obtain the necessary documents.
- Paying vendors in advance proved to be an effective strategy for securing bookings and avoiding late payments. It also reduced the coordinator’s workload by minimising the need for ongoing communication with vendors during the trip. Additionally, it helped avoid the risk associated with carrying large amounts of cash while traveling.
- To prevent cash-related problems during company travel, it is important to secure the necessary budget and allowances as early as possible. For this year’s trip, all vendor payments were settled in advance, helping to ensure smooth coordination and reduce the need for last-minute transactions. The only cash the coordinator needed to carry during the trip covered staff allowances, tips, transfers, and two group dinners held outside the hotel. While funds were secured for most of these, the coordinator overlooked requesting a cash advance for the group dinners. Fortunately, this was overcome by utilising the leadership cash budget and the contingency cash allocation.
- Extra consumables budget at the hotel was provided to the team after one room booking was canceled and offset against the hotel expenses. This unexpected benefit allowed the group to enjoy additional experiences outside of the original budget. The team was able to also have their first lunch together at the hotel restaurant, enjoy cocktails by the swimming pool, and other small expenses.
- It’s important to clearly define who is responsible for managing group tipping. For this trip, the Executive Assistant (EA) or company trip coordinator was designated as the main person in charge of handling all tips on behalf of the group. Tipping amounts were determined based on the number of hours vendors served the team, such as the tour guide and their assistants served the team from 8am to 4pm during the Private Island Tour and 3 to 7pm for the Private Town Tour. For restaurants, tips were calculated based on the group size and the total value of the meals consumed.
- Most of the staff previously met in Boracay in 2013, so some of the AU team are already familiar with traveling to the Philippines, including what to expect during the flights and their stay at the hotel in Manila. However, two AU staff and one IN staff are new to traveling to the Philippines. Therefore, it’s important to engage everyone early by sharing travel policies, helpful information, trivia, and maintaining lots of communication to ensure they are well-prepared, comfortable and confident ahead of the trip.
- One notable incident during the trip was a canceled flight involving a staff member from India. His flight from Coron to Manila was called off due to an aircraft issue, resulting in a rescheduled departure the following day. Since this domestic leg was part of a series of connecting flights with other airlines, timely rebooking was essential. This situation underscored the value of working with a reliable travel agency. Thanks to their expertise and quick response, all connecting flights were swiftly and efficiently rebooked. It was a clear reminder of how an expert travel agency can make a critical difference when unexpected issues arise.
- In connection with the canceled flight issue, Pivotus recognises the value of having a staff member from the trip destination. This makes communication with locals much easier, especially if any issues arise during the trip. Having someone familiar with the area and language can help solve problems quickly and efficiently.
- Also, in connection with the cancelled flights, staff must be informed ahead of time to secure any relevant papers or receipts that could be used for travel insurance claims.
Overall, the success of Pivotus 2025 company trip was strongly supported by the tried-and-tested templates originally developed for the 2013 travel project plan. These resources provided a solid foundation for smoother coordination, clearer communication, and more efficient execution of every aspect of the trip.
