Client and Brief
Event agency BBA Group needed an accompanying programme for a morning conference in Karlín for 100–150 people — not a kids' activity, but something matching the profile of adult employees at an international company.
The enquiry came from BBA Group s.r.o., an event agency organising a corporate event on behalf of its end client — an international company running a conference in Prague. The programme needed to follow on from a morning meeting held at the Scott Weber building in Karlín.
The brief was specific: a group of 100–150 people (100–120 confirmed in the end), Wednesday June 3, 2026, from 1:30 to 4:00 PM, starting at Scott Weber on Pernerova street and finishing at Café Vítkov, where an evening programme would follow. The client also wanted an activity for adult employees — not a "kids'" format — and the option to place their company logo on the game materials.
The Solution: a Custom Karlín Game for 100–120 People
A team game splitting the group into teams of 6–8, 13 checkpoints tied to Karlín's history, and a "secret code" mechanic instead of a classic quiz.
We designed a team game through Karlín built on standard practice for a group this size — splitting into teams of 6 to 8 participants. The route ran through 13 checkpoints tied to the district's history and legends, including the Negrelli Viaduct, the Invalidovna, the Karlín Synagogue, Kasárna Karlín, Přístav 18600 and Danube House.
The game mechanic was built on gradual discovery: at each checkpoint, a team uncovered a clue leading to the answer of one of 13 questions. The correct answers combined into a final "secret code". The game also included bonus tasks — creative photo challenges that let teams earn a time bonus.
- Time limit: roughly 1.5–2 hours of active play; final time = measured time minus bonus minutes earned from completed photo challenges
- Safety net: teams can buy the correct answer for a 10-minute penalty, redeemable only at the finish at Vítkov
- Logistics: our guides are experienced running groups of 100 people, and a sound system for the awards wasn't needed
- Finish-line timing: the game was paced so the first teams wouldn't arrive at Café Vítkov before around 3:00 PM — matching the venue's 4:00 PM booking
Combining a fixed time frame with the option to buy an answer keeps the game competitive while guaranteeing that every single team finishes — regardless of how well they're doing.
How We Addressed the Client's Concerns
During preparation, BBA Group relayed several concerns from the end client — from fears of a "kids'" game to handling a large group without a microphone. We addressed each one concretely and consistently throughout the process.
| Client concern | Our response |
|---|---|
| The game will feel "childish" | Pointed to reviews and ratings; emphasised that tasks require real mental effort while staying achievable for most teams |
| Specific question content | Couldn't be shared in advance (it's our know-how) — instead we described the game's principle and pointed to references |
| Handling a large group (100–120 people) without a microphone | Extensive experience running groups of around 100 people without issues |
| Headcount kept changing (100–150 → 100–120) | Final number only needed to be confirmed a week ahead |
| Bad weather | Option to postpone, reschedule or cancel with no fee; ponchos and a shortened route as a backup plan |
Commercial Terms and Outcome
No deposit, 14-day invoice terms after the event, and a standard 10% agency commission — a model that let BBA Group broker the event even while its own team was fully booked on other roadshow projects.
The indicative price was calculated for 140 people: 68,600 CZK plus 1,250 CZK for logo placement on the materials, totalling 69,850 CZK excluding VAT. Payment is due after the event — cash, bank transfer or card (with a 3.5% surcharge for card payments) — on an invoice with 14-day terms. No deposit was required.
BBA Group acted as a subcontractor to its end client, earning a 10% agency commission, because its own in-house team was fully committed to other roadshow projects during that period (Fiat, Peugeot). The event was confirmed by both parties and scheduled for June 3, 2026 — the programme successfully connected the morning conference with an afternoon team building session and an evening reception at Café Vítkov. Communication between the agency and our team continued steadily from late April through to the day of the event itself, covering logo details, arrival timing and headcount.
Key Lessons for Similar Events
A flexible headcount range, controlled finish-line timing, and a "buy the answer" model — three principles that hold up reliably at other large corporate events too.
- Flexibility on headcount (a range rather than a fixed number) makes planning easier for both the client and the agency.
- Finish-line timing needs to be actively managed whenever a venue booking follows on (e.g. a restaurant) — otherwise the first teams risk arriving too early.
- Fears of a "childish" game are common among corporate clients and can be effectively addressed with reviews and a description of difficulty, without revealing the actual question content.
- The "buy the answer for a time penalty" model is an elegant way to guarantee every team finishes without undermining the competitive element.
Planning something similar for a large group? Read how we approach team building for large groups in Prague, or see how the whole hunt works step by step.
