The Travel Team is an experienced partner when it comes to sales incentive trips and full service meeting planning. The group travel agents at The Travel Team meticulously research, plan and execute every detail of these group events. Companies utilizing The Travel Team’s group travel services look to us to provide inside knowledge about ideal properties to host their meetings, manage rooming lists and travel needs, as well as specific event requirements such as audio visual or food and beverage needs.
The locations that have been chosen for incentive trips often provide a unique and one-of-a-kind experience for the individuals and allow the destination to be highlighted through the activities and amenities for the guests. Although the photo streams from these events are dominated by amazing experiences and locales, there’s far more below the surface and behind the scenes of these events.
We know these events are about more than just about demonstrating appreciation for a good client, they are about relationship building. The experienced team of agents that work on these sales incentive and meeting trips understand the need to plan for meaningful time between company executives, associates, partners and customers, so that both walk away with a deeper understanding of one another and an even stronger business bond. It is not enough to set the stage and hope the goals are achieved, it is imperative to intentionally plan experiences that will generate the desired outcome for each client. Understanding and considering a company’s culture during the planning phase is paramount to the success of the trip. The event has to look and feel like the persona of the company in order to be genuine and effective.
Incentive trips have a large amount of planning and coordination that precede the event. The team typically proposes up to four destinations for a company to select, along with a budget outlined for each item so that the client knows exactly what to expect. Once a destination is selected, we initiate negotiations with the property to establish room rates, reduction allowances, food and beverage requirements, concessions and more. Planning often begins a year or two in advance of the trip and the team meets with clients on a regular basis to review progress and make decisions.
The Travel Team manages every aspect of these trips from creation and budgeting to resort negotiations and air and land transportation. Outside of those major planning items, The Travel Team also plans a thorough agenda of personalized experiences, which are often based upon the destination. Each dinner has specifically selected décor items, music, entertainment and seating to assist in providing a better experience. With larger scale trips, outside destination management companies may be utilized for rentals, entertainment, and on-site logistics to support our team during an event.
Planning is a large part of any event, but specifically for Incentive trips it sets the tone for travelers. In order to provide the best first impression, The Travel Team utilizes event management software called Cvent to provide simple and easy registration for the event. This system captures basic traveler information which is utilized for travel, amenities and hotel requests. It also allows guests to see the full outline of the trip agenda and select daily activities or opt for leisure time based upon preference.
Over the years, The Travel Team has developed a proven recipe for successful incentive trips, while still allowing for flexibility to adapt to each company’s specific needs. In helping clients develop customer loyalty, The Travel Team has earned the opportunity to plan and execute events year after year, while continuing to exceed expectations.
To speak with a group travel planner today, call 877-357-4471 or email [email protected].
