|
We believe that the incentive award trip should be the “trip of a lifetime” to really get your potential attendees motivated to reach and hopefully exceed their goal. ETI Travel will do all possible to make sure that this comes about. Below is an outline of the tasks that ETI Travel can assist you with or that we can take on ourselves to assure the successful execution of this program.
DETERMINE OBJECTIVES
• Identify what it is that you hope to have the participants come away with from this experience (personal growth, team building, family time, individual time);
• Structure the program so that it can satisfy the objectives set forth.
DEVELOPE A STRATEGY
• Plan and write a firm schedule;
• Draw up a timetable and assign areas of responsibility;
• Establish a realistic budget.
PLANNING
• Determine if there will be any meetings during the event and, if so, decide objectives, and find their place in the schedule;
• Determine if there will be any pre-planned group functions;
• Decide if there will be any guest speakers or productions, as both will need to be researched and contracted well in advance of the program;
• Develop an itinerary that provides a good sampling of history and culture but also allows time for group activities, if included in the program, as well as sufficient personal time;
• Arrange parties with a local theme;
• Have an on-site coordinator to assist the group.
COMMUNICATING THE PROGRAM
• Design and produce a series of motivating mailings to excite the potential participants and their spouses or guests;
• Launch the program by formal invitation from the CEO to potential attendees;
• Provide an easy way for participants to get questions answered about the campaign, such as creating a link to our web-site where we will have the program details outlined;
• ETI Travel can assist with sending out “tickler” mailings to the contest participants, spouse, and family.
GET THE MOST FOR YOUR MONEY
• Through continued communication, we will monitor flight schedules, airfares and flight availability based on the expected departure cities. This will allow us to determine the best way to handle the flight reservations and ticketing;
• By keeping us advised of qualifier progress, we will be able to release unneeded sleeping rooms prior to penalty dates, if necessary. If additional sleeping rooms will be needed, we will be able to request those at the earliest sign of need for the best likelihood that the hotel has availability of the additional rooms;
• We will assist you with keeping track of and staying on schedule for making payments to the various vendors involved in the program;
• Give expense updates throughout the active program to assist with planning and budgeting.
• Assist with master account reconciliation, if requested;
• Provide a final expense report detailed by airline, hotel, transfer, and other expenses along with a program evaluation.
LET ETI TRAVEL BE YOUR MEETING PLANNER
• Your account will have a lead agent, however, all agents in the department will be available to assist the program participants when they call;
• We will make all transportation arrangements for travelers;
• Arrange meetings or functions at the hotel;
• Arrange group activities and excursions;
• Provide an experienced group agent on site.
WRAPPING UP THE CAMPAIGN
ETI Travel will provide a congratulation letter to include with the official invitation to those who qualified for the trip. We will then proceed with the travel arrangements by working closely with the attendee.
• We will submit the rooming list to the hotel;
• Submit flight arrival and departure lists to the hotel and transfer company;
• Customize a confirmation packet for each party to include airline tickets and itineraries, transfer/car rental details, hotel confirmation, island map and tourist information.
|