Planning a corporate incentive travel? 5 reasons to hire a professional!

Incentive and rewards travel programs seem to have made a come back in companies all around the world! Companies have been using travel programs as a way to reward their employees for many years. Nonetheless, planning them can become an exhausting and intricate matter.

When budgets grow to hundreds of thousands of dollars, hiring a team of expert incentive travel planners is the way to go! Experts in the industry have the contacts, experience and negotiating skills to make sure  registration, venue sourcing, travel management, and many other complex aspects of planning a full trip are well taken care of.

So if you think you can still do it all by yourself, think again, you could actually save money in the long run!

1. They will keep you on budget

When planning your travel incentive program, there are a couple of things to consider such as air travel, entertainment, hotel, meals, transport and logistics. Obviously, all those can add up very quickly and sticking to a reasonable budget can be very difficult.

Full service event and travel companies have the experience to negotiate the best prices, keeping you in or under your budget, while providing your team with the trip they deserve. A skilled agency will have the resources to make your company incentive travel program even better than originally planned, without costing you extra money! Convinced yet?

incentive-travel-budget 2Photo Source: whatis.com

2. They will manage the whole experience

Let’s be honest, trying to handle everything yourself is often a recipe for disaster because it requires managing a large amount of thing, places and people at the same time. Why not kick back and enjoy and let the professionals handle it? If the trip isn’t managed correctly, the event could result in higher costs, lost focus, and less value to the attendees and company.

The expert agency will organize everything from A to Z, deal with problems on site if they were to arise and they can also be available onsite to answer any questions. Due to their expertise in the country, they have ongoing relationships with locals, restaurants, venues, suppliers and will able to negotiate discounts during the trip which could be complicated for you to do if not used to the language and customs of a specific country.

These agencies are know to also to source unusual options and crazy, fun solutions for your trip ; things you should not able to organize or think about on your own.

company-meeting-before-negotiation-with-airlinesPhoto Source: 30Secondstofly.com

3. They have the resources

Some employees in your company like admin staff or the internal events team may feel they can pull it off and plan a corporate incentive trip by using online resources. This may be true, but can they ensure they are receiving the best deals? Are they booking the right venues? Can they organize the tiniest details to ensure a flawless event to reward your team? Possibly, but that is going to take a lot of time, research, and learning curves.

Incentive event and travel management experts have the all the resources available at their fingertips. Having first-hand knowledge of the best destinations, venues, restaurants, and travel methods not only save you money, but also ensure a great trip!

4. They will make you save time

Often, the time allocated to planning an great trip is underestimated. You may think your staff have has the time to plan this, but consider the fact that they already work a 40-hour week. This means anything added to their plate either pushes other tasks off the schedule, or your employee is stuck working overtime.

A successful corporate incentive trip can take months or more to plan and organise. Booking flights and hotel rooms is just a small part of it. Giving your team the trip they deserve means carefully planning every little detail down to full itineraries, event registration, and welcome packages.

A travel management team has the time to negotiate rates, meet with vendors, and plan team and individual activities. They also have the resources to set up online event registration, event app’s and contact venues and speakers on your behalf and much more!

Businessman Looking at Clock

Source: Men’s Health

5. They have the creativity and Experience

Corporate and incentive travel planners have years of experience planning great events for all businesses and incentive events. They have the know-how on what works and what doesn’t. Don’t forget, they also have the insider’s scoop on the best locations, venues, restaurants, etc.

An incentive travel trip isn’t just another vacation; it is meant to motivate, reward, and inspire teams and companies. It takes a special group of experienced planners to understand the importance of these events and therefore, know the best method of planning.

If you are going to spend the money to reward your best employees, do it right, otherwise it is basically money…wasted. Hire a professional. Not only are you going to save money, but your team will walk away excited and ready to start working towards next years goals. What’s more important than a happy, motivated team?

XOEVENTS has 10 years experience in  planning meetings, incentives, and events for corporations of all types. When planning your next incentive rewards trip, keep calm and let us handle it!

Contact us today for more information on how we can help make your next incentive trip an unforgettable experience.

by Laura de Siebenthal