Challenge

K18 is a leader in the beauty industry, recently acquired by Unilever. Known for its breakthrough molecular repair technology that's revolutionizing hair care, K18's viral hair repair mask is now in Sephora stores nationwide—making them one of the most talked-about brands in professional hair care.

With 115 employees spread across the country and rapid growth following the Unilever acquisition, K18 needed to bring their full team together for their second annual company offsite. Building on the success of their first retreat (also planned with Marco), the stakes were high: they needed to raise the bar even higher while maintaining the culture that drives their innovative approach to haircare.

The challenge: execute a four-day retreat that balanced innovation, connection, and celebration—all while allowing the organizing team to actually be present and enjoy the event themselves.

Solution

Marco partnered with K18's team: Angela Campbell (VP of People), Laura Rafael (Senior HRBP), and Allison Knight (Executive Admin).

Together, we were able to deliver a seamless four-day retreat at Paséa Hotel & Spa in Huntington Beach, CA.

1. Project Management

• End-to-end coordination for 100+ attendees
• Agenda/itinerary creation and coordination
• Decor setup and delivery (western theme setup including hay bales, bourbon barrels, wagon wheels, etc.)
• On-site execution and troubleshooting
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2. Hotel Management

• Secured preferred rates at Paséa Hotel
• Managed early arrivals and late check-ins
• Coordinated room blocks, room accommodations and special requests
• Coordinated all onsite food anecdotes beverage through the hotel
• Handled all hotel communications
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3. Vendor Management

• Sourced and coordinated live band
• Arranged mechanical bull rental
• Yorba Linda decor and western theme setup
• Managed all vendor payments and contracts
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4. Attendee Management

• Handled RSVPs for 100 participants
• Tracked dietary restrictions and preferences
• Personalized communication to all guests
• Managed travel logistics and arrival times
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5. Finance

• Real-time budget tracking in Notion and Google Sheets
• Transparent invoicing throughout
• Post-event variance analysis
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6. Product Operations

• Coordinated giving back activity with Simply the Basics
• Coordinated 100 hygiene kits assembly in person
• Assisted delivery to partner location
• Facilitated meaningful team bonding

Results

K18’s second annual retreat delivered measurable impact across three dimensions.
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💰 Saved Money

• 20% lower lodging costs vs. original quotes
• Vendor negotiations secured better rates
• Centralized budget tracking prevented overruns

⏱️ Saved Time

• 80+ hours reclaimed by leadership and People team
• Marco handled hotels, vendors, and onsite coordination
• No back-and-forth with hotel ops or external vendors

✨ Elevated Experience

• Live band + Western theme created a “concert-like” atmosphere
• Signature moments (mechanical bull, line dancing) drove engagement
• 100% of attendees rated the retreat highly (4–5★)
• Giving-back activation: 100 hygiene kits assembled together

Why it worked

• Single partner across six workstreams (hotel, vendors, finance, production, onsite ops, attendee experience)
• Built on learnings from K18’s first retreat
• Clear ownership eliminated coordination overhead