Incentive Travel Checklist

Incentive and group travel programs can be a nightmare if improperly handled. This checklist will alert you to all the issues involved in making travel work as a marketing and employee-motivation tool. It was provided by Don Jagoda Associates Inc., a full-service promotion agency with offices in Melville, NY, West Palm Beach, FL, and Los Angeles. (See also Doc. 4020, Strategies for Success.)

DETERMINING OBJECTIVES

• Decide exactly who will take part. Ideally, the program should involve everyone who can help you achieve your goals.
• Make the requirements realistic and the goals attainable.
• Ask yourself what you hope to have participants come away with from this experience.
• Structure the program so that it can satisfy the objectives set for it.

DEVELOPING STRATEGY

• Allow adequate planning time and write a firm schedule.
• Grant one person the authority to make day-to-day decisions and act as a liaison between your company and the incentive travel company, if you use one.
• Draw up a timetable and assign areas of responsibility. Plan for the unexpected.
• Establish a realistic budget, and make sure your incentive company is aware of it.
• If your company can afford it, get outside help. Incentive programs can backfire unless carefully constructed, and large programs require logistical expertise.

PLANNING

• Consider the profile and travel history of the group when selecting the destination. Is it appropriate and mottivational for your group?
• Determine if you will need space for meetings or seminars. Do you want to hire guest speakers? Is AV equipment needed?
• Determine what time of year will be the best time to go, taking into account seasonal rates, weather, and the presence of other groups. If winners are going as a group, when will their absence have the least impact on your (or their) business?
• Determine your staffing needs. Hire local, bilingual guides, if necessary.

EXAMINING THE SITES

• After narrowing the field, visit each of the possible sites in person.
• Are there climatic or seasonal factors you should know about?
• Is there adequate air transportation for people arriving from different places?
• Are there adequate ground transportation and support services?
• How far from the property are the airport, shopping, and recreational facilities?
• Are there a variety of cultural and recreational attractions?
• Are medical and emergency care facilities readily available?
• Are there local health problems ?
• What is the condition of the hotel?
• Does it have group facilities? a staff trained to handle groups?
• How is the quality of meals?
• What features/amenities are offered?
• Is the area politically stable?

COMMUNICATING THE PROGRAM

• Design and produce a series of motivating mailings to excite the potential participants and their spouses or guests.
• Launch the program with meetings.
• At the meetings, show participants a videotape of the hotel and the surrounding area.
• Ask the CEO of your company to write a letter or send a videotape inviting people to participate in the program.
• Provide an easy way for participants to get questions answered.
• Consider sweepstakes or instant-winner games to provide periodic re-excitement and inspire all-out performance.

GET THE MOST FOR YOUR MONEY

• Negotiate with suppliers to get the best possible rates, complimentary rooms and services, and upgrades.
• Set up procedures with suppliers for purchase orders, deposit and payment schedules, and contract reviews.
• Note cancellation deadlines/penalties.
• Make sure contracts are itemized to include all costs. Beware of hidden costs.

INSURING A SUCCESSFUL PROGRAM

• Develop an itinerary that provides a good sampling of the history and culture but also allows sufficient free time.
• Arrange parties themed to the area.
• Submit a rooming list, including special requests, to the hotel before arrival.
• Meet with key personnel at the facility to review your requirements.
• Make sure every participant gets VIP treatment.
• If you have a large group, publishing a daily newsletter keeps everybody informed about the day's itinerary.
• Provide pillow gifts for participants.

MAKING IT EASY ON EVERYBODY

• Give participants a phone hotline they can use prior to, and through, the day of departure. If budget permits, make it a toll-free number.
• If passports and visas are necessary, help your people secure them.
• Make special arrangement for participants who have physical disabilities or dietary restrictions.
• Pre-register all guests. Check-in and checkout should be prearranged.
• Staff a hospitality/information desk at the hotel to deal with any problems.
• Provide a hospitality area at major gateways between flights. Coordinate check-in with airline personnel.
• Have a professional escort accompany the group from major gateways.
• Help participants through customs.
• Prearrange ground transportation between the airport and the hotel.
• Provide participants in advance with information and details of the program and appropriate dress.