2027 · Caribbean Sponsored Campaigns System

2027 · Caribbean Sponsored Campaigns System

From a Signed Deal to a Live Campaign

Why are we building this?

Nothing Was Joined Up

A deal was agreed in a spreadsheet. Content was chased over email. Files landed wherever someone happened to put them. And there was no answer on how the season was going until it had already ended.

What are we building?

One System for Every Sponsored Campaign

A single system to run every sponsored Caribbean campaign end to end — something that has never existed here before.

Four stages connected end to end

The handover is what matters: from closing a deal, through collecting branded content and feeding the marketing teams and agencies, to the campaign going live. Nothing asked or done twice. One smooth integrated system.

Four applications we developed in-house

Fully integrated with one another: the Negotiations Intake Form, the Vendor Intake Form, the Storage System that feeds the whole campaign production team, and the Brand App Builder that brings interactive brand experiences to travellers.

Here is how it works:

1 Negotiate Category & Commercial Managers Goes in Vendor interest Package prices and quarters The brands they may promote Negotiations Form Comes out A closed deal: package, brands, SKUs, markets and value 2 Collect Vendors Goes in The deal, in a signed link One link per vendor, for the whole deal Intake Form Comes out Logos, packshots, lifestyle films, Brand App video and reward 3 Store Marketing operations Goes in Submitted files and manifest Cloud Storage Downloaded by the agencies Comes out The quarter’s archive, one folder per brand 4 Produce Marketing & production partners Goes in The archive, and the three production lists below Campaign Production Brand App Build Comes out In-store and airport artwork, social, and the QR experience One shared record behind all four stages — written once in the negotiation, never asked for again The same record generates the three production lists Brands & SKUs by Country Who posts what and which logos go into each country’s printed and digital artwork? A5 Display List One display per promoted product, per market — with price and campaign line. Video Loop List Two LED loops per country, structured screen by screen. Priority leads. Negotiations Dashboard — everyone reads the same numbers The campaign goes live, in the quarter it was sold for

The system was developed entirely locally, and it integrates with no Avolta system — nothing here reads from one, writes to one, or connects to one.

Stage 1 · Negotiate

Where Every Deal Is Recorded

AVOLTA ONLY

Negotiations Intake

The Avolta Account Manager records the deal the moment it closes. Everything the vendor receives afterwards is generated from that record — starting with their content link.

  • Fixed at signature — the vendor, package and quarters are set when the deal closes. Brands and products follow, for the whole year or campaign by campaign.
  • One brief for everyone — stock, in-store and online communications and the activation itself all work from the deal record.
  • Written once, never retyped — the content link is generated from the same record, and already shows what was agreed.
Negotiations Overview — every recorded deal
Negotiations Overview — every deal recorded so far
The negotiation form — one deal, four sections
The form itself — one deal, four sections

Who can edit the Negotiations Form?

  • Category ManagerThe deals they negotiate on global brands, within their own category.
  • Commercial Manager / DirectorThe deals of their own market, in any category.

Roles govern who can edit this form. Everyone else reads it through the Negotiations Dashboard. Every stakeholder sees every market's deals.

What is recorded here:

A deal is entered only once it has been fully aligned and approved with the vendor. The form is where an agreement is recorded — never where it is negotiated. Accuracy here decides everything downstream: every stage that follows, and every input the other systems receive, is built from this record and from nothing else.

  1. The vendor who the deal is with
  2. The scope whether the brand is a global or a local one
  3. The category ALC, FOOD, P&C, WJA, SOU, TLL or EEP
  4. The package type First, Business or Economy
  5. The quarters which of the four campaigns it covers
  6. The investment the agreed value
  7. The negotiator who closed it, and the day it closed
  8. Brands and products follow, per quarter — settled for the whole year at signature, or campaign by campaign. The vendor chooses; the manager records.

What is handed to the next stage:

Stage 1 Negotiations Intake The closed deal
Stage 2 Vendor Content Intake Opens already knowing it

What travels with the completed Negotiations Form

  1. The deal ID carried inside the vendor's link, so the vendor's content form knows which deal it is, and every detail of it
  2. The vendor and their contacts who receive the link, per quarter
  3. Package and quarters which set how many brands and products may be submitted
  4. Brands and products with their SAP codes, stated and not editable
  5. Activation markets for each product
  6. The leading product suggested per market, for the vendor to confirm or change
The four campaigns of the year
  • Q1 Escape to the Caribbean Feb 01 – Mar 31
  • Q2 Bloom Into Summer Apr 29 – Jun 30
  • Q3 The Ultimate Caribbean Summer Aug 02 – Sep 30
  • Q4 A Caribbean Holiday Wonderland Nov 01 – Jan 09
The three packages, and what each includes
ProductsBrandsBrand AppOn socialPer quarter
Firstup to 3up to 3one per product3 productsUS$20,000
Businessup to 2up to 2one per product2 productsUS$14,000
Economyup to 3up to 3one, on the key product1 productUS$3,500

The limit always holds, but it is counted per market, not per deal. The products are also shared across the brands rather than given to each one: First’s three can be three on one brand, or one on each of three.

Counting per market is what lets a product be replaced where it is not sold. A First deal can hold four products and still be inside the limit everywhere:

A First packageDRJMPRTTBH
Product 1●●●●●
Product 2●●●●●
Product 3 not in PR’s assortment●●—●●
Product 4 replaces it, PR only——●——
Products in that market33333

Four products in the deal, three in every market. A market may also hold none at all.

What each package includes, touchpoint by touchpoint
TouchpointWhat’S IncludedBrand VisibilityWhereWhen / Frequency
Social mediaBranded carousel: 3 products promoted on Avolta’s local social timelinesPackshotDR · PR · JM · TT1 product/post per week
E-mail newsletter · CaribbeanNewsletter sent to local loyal customersLogoDR · JM1 e-mail per month
E-mail featured product PLUS · CaribbeanPremium placement of 2 products in the newsletter bodyPackshot & descriptionDR · JM1 e-mail per month
E-mail newsletter · North AmericaNewsletter sent to USA & Canadian loyal customersLogoUSA main cities of origin1 e-mail per month
E-mail featured product PLUS · NAPremium placement of 1 product in the newsletter bodyBranded contentUSA main cities of origin1 e-mail per month
R&C website · Home bannerMain home banner with campaign CTALogoParticipating Country (ies)Campaign period
R&C website · Landing pageAll products from participating brands (if image and description are available)Packshot & descriptionParticipating Country (ies)Campaign period
Club Avolta AppCampaign page in ‘My Rewards’ promoting the campaign · CTA to reserve via appLogoParticipating Country (ies)Campaign period
Push notificationPush promoting the main campaign CTA—Participating Country (ies)On entering the geofenced area
Airport media (outshop)Campaign promoted in key airport areas · 3 products featuredLogo + packshotDR · PRQ1 · Q2 · Q3 (1 mo) · Q4 (2 mo)
In-store · Banners & lightboxesBanners and lightboxes in key store locations · campaign CTALogoParticipating Country (ies)Campaign period
In-store · A5 displaysBranded A5 display with 3 different productsLogo, packshot, descriptionParticipating Country (ies)Campaign period
In-store · LED screens ¹Main campaign CTA flight + branded flight with 3 different productsLogo, packshot, descriptionParticipating Country (ies)Campaign period
Additional Merchandise SpaceDedicated space for 3 products in the main Campaign Activation areaProductsParticipating Country (ies)Campaign period
Interactive experience ²QR code with branded content at shelf level for 3 productsLogo + branded contentParticipating Country (ies)Campaign period

LED screens subject to availability. The brand provides 200 small gifts per campaign, for instant prizes.

TouchpointWhat’S IncludedBrand VisibilityWhereWhen / Frequency
Social mediaBranded carousel: 2 products promoted on Avolta’s local social timelinesPackshotDR · PR · JM · TT1 product/post per week
E-mail newsletter · CaribbeanNewsletter sent to local loyal customersLogoDR · JM1 e-mail per month
E-mail featured product · CaribbeanPlacement of 1 product in the newsletter bodyPackshot & descriptionDR · JM1 e-mail per month
R&C website · Home bannerMain home banner with campaign CTALogoParticipating Country (ies)Campaign period
R&C website · Landing pageAll products from participating brands (if image and description are available)Packshot & descriptionParticipating Country (ies)Campaign period
Club Avolta AppCampaign page in ‘My Rewards’ promoting the campaign · CTA to reserve via appLogoParticipating Country (ies)Campaign period
Push notificationPush promoting the main campaign CTA—Participating Country (ies)On entering the geofenced area
In-store · Banners & lightboxesBanners and lightboxes in key store locations · campaign CTALogoParticipating Country (ies)Campaign period
In-store · A5 displaysBranded A5 display with 2 different productsLogo, packshot, descriptionParticipating Country (ies)Campaign period
In-store · LED screens ¹Main campaign CTA flight + branded flight with 2 different productsLogo, packshot, descriptionParticipating Country (ies)Campaign period
Additional Merchandise SpaceDedicated space for 2 products in the main Campaign Activation areaProductsParticipating Country (ies)Campaign period
Interactive experience ²QR code with branded content at shelf level for 2 productsLogo + branded contentParticipating Country (ies)Campaign period

LED screens subject to availability. The brand provides 200 small gifts per campaign, for instant prizes.

TouchpointWhat’S IncludedBrand VisibilityWhereWhen / Frequency
Social media1 product promoted on Avolta’s local social timelinesPackshotDR · PR · JM · TT1 post per week
E-mail newsletter · CaribbeanPlacement of 1 product in the newsletter body — e-mail exclusive to locally sourced brandsLogoParticipating Countries– Available in DR · JM1 e-mail per month
R&C website · Home bannerMain home banner with campaign CTALogoParticipating Country (ies)Campaign period
R&C website · Landing pageAll products from participating brands (if image and description are available)Packshot & descriptionParticipating Country (ies)Campaign period
Club Avolta AppCampaign page in ‘My Rewards’ promoting the campaign (sweepstakes) · CTA to reserve via appLogoParticipating Country (ies)Campaign period
In-store · Banners & lightboxesBanners and lightboxes in key store locations · campaign CTALogoParticipating Country (ies)Campaign period
In-store · A5 displaysBranded A5 display with 3 different productsLogo, packshot, descriptionParticipating Country (ies)Campaign period
In-store · LED screens ¹Main campaign CTA flight + branded flight with up to 3 SKUs on the same artworkLogo, packshot, descriptionParticipating Country (ies)Campaign period
Interactive experience ²QR code with branded content at shelf level for 1 key productLogo + branded contentParticipating Country (ies)Campaign period

Economy is exclusive to locally sourced brands.

LED screens subject to availability. The brand provides 50 small gifts per campaign, for instant prizes.

Multi-quarter discount

Commit to the year. Save up to 30%.

Brands committing to more than one quarterly campaign earn a progressive discount — which buys stronger planning, better execution and sustained visibility across the Caribbean travel-retail year.

Save10%on 2 quarters
Save20%on 3 quarters
Save30%on all 4 quarters

The discount applies to the full-price investment, the main package and the add-on together.

The total is split into equal installments, paid at the start of each quarter. Annual billing can be arranged on request.

Q4 is not sold separately, and a single quarter is sold at full price only — the Q3 round is the last chance to be in the holiday campaign.

Stage 1 · Negotiations Dashboard

One dashboard. One team. One goal.

EVERY STAKEHOLDER

The Dashboard Is Where the Campaign Is Steered

An up-to-date view of what the Caribbean campaigns have already secured, and of the opportunity still ahead — open to everyone, with nothing held back. The same record the managers write is the one everybody reads, so the picture is true the moment a negotiation closes.

  • Live, not reported — the figures move as deals close, which is the difference between reporting a result and steering towards one.
  • One set of numbers — nobody assembles a status on request, and two people cannot hold two versions of it.
  • Open to all — no role gate. Roles decide who writes; everyone reads.
The Negotiations Dashboard: income to target, the four cuts, the income flow, and the products and mechanics agreed per vendor

What the Negotiations Dashboard shows

Income against the annual target first, then the same contracted total cut four ways — and finally where that money actually lands.

  1. Income to target what is closed, what is left, and the count of deals, vendors, brands and products
  2. Four charts performance by market, by scope, by category and by quarter
  3. The matrix one row per market, crossed with scope, category and quarter
  4. The book of deals every confirmed negotiation, ordered by whichever dimension the reader clicks: Closed, Scope, Category, Package Type or Negotiator
  5. Products and mechanics what was agreed with each vendor, quarter by quarter — the brands, their SKUs, the markets each one runs in, and the price or promo mechanic that prints on the artwork
  6. Every cut reconciles to the same contracted total, and every share sums to 100%.

And then, separately: where the money lands

This is the view that shows the share of income attributed to each market, and it is what the invoicing of vendors draws on.

The Income Flow table: what each market receives, split by quarter

How the income from the Caribbean campaigns is shared

  1. A Global Brand Deal split equally among the markets it actually activates in — a market the campaign skips receives nothing
  2. A Local Brand Deal stays whole in its own market, never redistributed

Stage 2 · Collect

Where the Vendor Supplies the Creative

VENDORS ONLY

Vendor Content Intake

When the deal closes, a link is dispatched to the vendor. It opens on a form that already shows the brands, products and markets agreed in the deal — filled in from the negotiation, ready for the creative.

  • No login, no account — the link is the credential: one link for the whole deal, for the vendor to click and start sharing.
  • The deal is stated, not asked — package, brands, SKUs, markets and the leading product arrive already filled in.
  • Five sections — Brand Identity, Promoted Products, Product Images, Social Media, Brand App Experience.
  • On the vendor's own schedule — submit every quarter at once, or return to the same link as each window opens.
  • The vendor always knows what is missing — a completeness meter separates what is required from what improves the activation.
The Vendor Content Intake form, already filled in from the deal

Who does what at this stage?

  • The vendorFills it in themselves, through their own link.
  • MarketingDispatches the link when the deal closes. It never fills the form in on the vendor's behalf.

The vendor is asked only what a vendor can know: which product leads in each market, and what the creative is.

The Vendor’s Content Link

  1. Part of the Negotiations system sending the link is a function of the system itself — not an email someone remembers to write
  2. One click a button on the deal opens Outlook on a pre-defined template, already filled in with the vendor's contacts recorded in the Negotiations Form and including the vendor's own link
  3. One link. All quarters. the vendor may fill in every quarter they take part in at once, or return to the same link and complete it quarter by quarter

Automated link dispatch and content-sharing follow-up

Status at a glance — from the Negotiations panel, the system's administrator — the Marketing Director — sees who has opened their link and where each quarter's content stands: sent, opened, received.

Two follow-ups per campaign — dispatched from that same panel: one mid-window, one two days before the deadline, each naming what has arrived and what is still missing.

What is submitted here:

  1. Brand Identity the brand logo, white and black
  2. Promoted Products SAP code, SAP Product Name and the indication of product priority
  3. Product Images packshots for every product
  4. Social Media lifestyle images and films, per product
  5. Brand App Experience the hero video, plus the experience or the reward details — whichever applies

What is handed to the next stage:

Stage 2 Vendor Content Intake The creative, as submitted
Stage 3 Storage System Folders already waiting for it

What travels with the completed Vendor Content Intake Form

  1. The files themselves logos, packshots, lifestyle images and films, the Brand App video and its reward
  2. The leading product as the vendor confirmed or changed it, with the negotiation's suggestion kept beside it
  3. A manifest of the submission which product each file belongs to, and which markets that product runs in

The earlier the content arrives, the more time there is to plan and execute the campaign with excellence — earliness and quality of execution go hand in hand.

What the vendor has to supply, and to what specification
AssetHow manySpecification
Brand logo1 per brand — white required, black optionalPNG, transparent background. Min 800×800px, ideal 1800×1800px
PackshotsUp to 3 per product, at least 1PNG, transparent, no shadows or reflections. Min 1000×1000px @300dpi, ideal 5000×5000px
Lifestyle imagesUp to 3 per product, at least 11080×1350px (4:5 portrait), min 1080px on the shortest side. JPG or PNG
Lifestyle videosUp to 2 per product, optional1080×1920px (9:16), MP4 (H.264), min Full HD, unwatermarked
Brand App video1 per product, required1080×1920px (9:16), MP4 (H.264), min Full HD, unwatermarked
Reward banner1 per product, experience rewards only720×360px (2:1 landscape). JPG or PNG

Quantities are per product. The package sets how many products there are — three for First, two for Business, three for Economy.

The Brand App reward is an experience — recipes, pairings, rituals — or a voucher for a sample, a miniature or a tasting. A discount is never an accepted reward, in percentage or in value.

When each campaign's content is due
  • Q1 Escape to the Caribbean Nov 07 ’26
  • Q2 Bloom Into Summer Mar 02
  • Q3 The Ultimate Caribbean Summer Jun 02
  • Q4 A Caribbean Holiday Wonderland Aug 31

These are the dates vendors are given and held to. The link itself is issued when the deal closes, not when the window opens, so a vendor who signs early can start immediately.

Stage 3 · Store

Every File Already Has a Home

PRODUCTION TEAMS ONLY

Storage System

The moment a negotiation closes, the deal’s own brand and product list creates the folder structure in the Storage System — before the vendor is ever sent a link. The vendor uploads into folders that already exist and are already named.

  • Created by the deal, not by the vendor — a folder named from what a vendor types is a folder a vendor can invent; a typo makes a second folder nobody looks in. Built from the record, a submission lands in the right place or is refused.
  • A corridor and an archive — cloud storage holds the open quarter. Once the content-submission deadline passes, the marketing agencies download the content directly, and campaign production begins.
  • Production teams only — vendors upload through the form and never see the store. Negotiators read the deal, not the files.

Northgate Spirits Group · First · two brands, three products

2027-q1-alta-sierra/brand one — two products
submission.jsonthe manifest
logo/white and black
products/
alta-sierra-reserva-700/the leading product
photos/packshots IMG-01 to 03
social/images/
social/videos/
brand-app/hero/the MP4-APP video
brand-app/reward/experience rewards only
alta-sierra-black-700/same structure inside
2027-q1-cayo-blanco/brand two — same structure

Isla Grande Rones S.A. · First · three brands, one product each

2027-q1-isla-grande/brand one — one product
submission.jsonthe manifest
logo/
products/
isla-grande-anejo-750/same structure inside
2027-q1-punta-brisa/brand two — same structure
2027-q1-marea-alta/brand three — same structure
One folder per brand and quarter — inside it, one folder per product, mirroring the sections of the intake form. Created the moment each deal closed.

Who does what at this stage?

  • Marketing operationsOwns the store: the space where each quarter's content lives, catalogued and ready for the agencies to download.
  • Production teamsRead the archive and work from it — the only people with access to the files.

What is handed to the next stage:

Stage 3 Storage System The quarter’s creative content archive
Stage 4 Production Two tracks, one archive

What travels with the quarter’s archive

  1. The catalogued content one folder per brand, every file in its place
  2. The manifest which product each file belongs to, and which markets that product runs in
  3. The three production lists — written by the record and used on the next stage, never retyped

Stage 4 · Produce

Where the Campaign Comes to Life

MARKETING & AGENCIES

Two Tracks, One Archive

The campaign is produced in two parallel tracks. Both use the same content the vendors submitted, and both follow the three production lists output from the previous stage.

TRACK 1

Campaign Production

The campaign itself — every communication and decorative element that brings it to life — outshop, in-store and online: airport media, gondola wrapping, floor stickers, mobiles, hanging banners, stand-alone banners, product displays, Avolta’s local social media timelines, the newsletters, the Reserve & Collect website and the Club Avolta app.

TRACK 2

Brand App Experience Build

The interactive experience a traveller reaches from the shelf: a full-screen hero film, then a reward — an experience or a voucher — and a collectable digital stamp.

Built with AI, inside this system — each experience generated from the content the vendor already submitted. No development queue, no agency brief written by hand.

The Three Production Lists:

Brands & SKUs by Country

Supports all artwork development, showing which logos and which products go where.

A5 Display List

Details the contents of each product display to be created for each market.

Video Loop List

Strategically mixes all sponsoring products into the video loops created for each market.

Who does what at this stage?

  • The marketing agenciesDownload the quarter’s archive and produce every touchpoint, guided by the three production lists.
  • MarketingSteers by the dashboard. Nothing is briefed by hand — the lists carry which logos and which products go where.

Where it ends:

Stage 4 Production Artwork, social and the Brand App
Live The campaign goes live In the quarter it was sold for

Across every stage

Who Gets In

The user list is defined by the Marketing Director, based on the areas and jobs that interact at each stage of the campaign process. Access is controlled: it is given to those who actually execute each stage — which supports governance and the protection of the information.

  • AccountsCreated by the Marketing Director — there is no self-registration, and no login exists that she did not create.
  • LoginIndividual, never shared. Each person sets their own password on first use.
  • ChangesAny change of access is requested directly to the system’s administrator — the Marketing Director.

Roles govern who may edit at each stage; reading is open — every stakeholder sees every market’s deals through the Negotiations Dashboard.