Corporate Incentive travel programs add to the employee experience at any corporation. And while some incentives only occur once a year, they will have the necessary benefits and impact the company desires.

Incentive travel has many benefits that companies can access. These benefits will ensure that the company grows in the direction they desire. These benefits will allow the team and employees to feel validated and reward them for their hard work within the company.

With all the expenses connected to incentive programs, companies defer from using them. This, however, is a short-term viewpoint that will not benefit any company. Businesses can increase sales, employee retention, and customer service by simply using an employee incentive program.

How to Plan an Incentive Trip

Planning a corporate incentive travel trip is of utmost importance to ensure the trip’s success. If the company has an in-depth planning structure, the incentive travel trip will have a strong foundation that will lead to success.

There are key areas that companies must place focus on to ensure that the trip can be planned accordingly. The team can not solely focus on the company’s needs and wants for the employees, but must find what the audience needs. These needs must fall within the company budget.

Knowing Your Audience

Incentive programs, particularly incentive travel, are used to recognize and reward the efforts of a company’s employees. These contributions could take the shape of goals met, an increase in sales and performance, or the successful execution of many duties and objectives delegated to employees by the organization. In essence, incentive travel is a concrete recognition of an individual’s or a team’s remarkable contributions to furthering the company’s objective.

The reward, however, must be seen as a benefit for the employee. If the incentive program is not attractive to the target audience, they will not aim to complete the goals that will reward them. Companies can increase productivity by simply rewarding the team with a trip that they desire. This will increase the efficiency and success rate of the trip.

There are a few easy tips for getting to know the audience, or in this case, the employees. The business can start by asking for assistance from the employees to provide destinations and locations they would love to visit. Thereafter the planning organizer can summarize and create information on the popular destinations.

Another method of gaining information on the audience is by allowing them to provide feedback and information once the trip has been completed. The employees will provide feedback on specific weaknesses and improvements the trip needs.

Qualification & Event Timing

An incentive event has many benefits connected to it. One of the biggest problems when providing employees with an incentive program is defining and communicating the qualifications needed to receive the reward. This will leave employees confused and irritated with the company.

The business must start by clearly defining the goals the employees must finish to ensure that they achieve the reward. The employees must know exactly what is expected and how they can receive the reward of a travel incentive trip. The development of the incentive will take time and planning to create.

Another focus point is that the company must be transparent and stick to its word. The company must reward the employee with the original program. This will build trust between the organization and the employees. The business must have clear guidelines to ensure that everyone knows the rules and regulations connected to the incentive program.

Check Out How to Start an Incentive Travel Program:

Timing, on the other hand, will defer between companies. The company must determine the ideal time. The following factors can have an impact on the timing of the program. Most incentive programs’ benefits will be reached when the reward is given as soon as the employee accomplishes or finish the tasks and goals.

This, however is not always possible for trips. The team must identify a period where the company can function without the employee. The employee must be allowed to enjoy the trip without any distractions from the work.

The timing will be assessed before the incentive program is communicated to the employees, thus ensuring that the date does not change every week. Problems and emergencies arise, and when this occurs the company can communicate and set a new date immediately to ensure that the employee has time to prepare for the trip.

Program Outlining & Budgeting

Creating a budget for the incentive program is of utmost importance. The team must provide the employee with guidelines and information on what items and expenses are paid for. This will allow the employee to save or set a budget for expenses they will need to pay.

A budget for incentive trips is a document with all the expenses the company will pay during this trip. This will include fixed expenses such as accommodation and transport. The company must include other variable expenses that will be covered by the business for the incentive event.

By displaying these expenses the business will know exactly how much money will be spent on the trip. With a budget, the company prevents the employee from spending more money than what is allocated and ensures that the employee does not end up stranded without any financial support.

A program outline is a document that displays the entire program for the employee. The detail on when the travel starts, with transport detail and accommodations. The outline can include daily activities and other arrangements, such as emergency contact detail.

Negotiating Budget with Specific Vendors

The budget can be adjusted and changed throughout the use of the incentive program within the company. The business can negotiate the price they pay to vendors. While the company sends employees on incentive trips year after year, the vendors are destined to have business from the organization. This can be used to negotiate lower prices due to the constant of the vendor.

What Are The Factors to Choose an Incentive Destination?

There are factors included in determining the best destination for the company employees. The first factor to take into consideration is the activities that will be available for the team. The activities must be in line with the interest the employees have. A hiking trip for an employee that loves museums is not ideal. First, identify what activities the employee will enjoy.

The second factor to consider is safety and communication. The employee must be safe at all times, and this includes areas where the employee’s lack of communication can lead to a safety problem. This can be present in international travel.

Accommodation and transport is the last factor that companies must consider before deciding on a destination. The planning team must determine whether the employee will be able to move freely with public transport and taxis. If the transport is accessible, the accommodations are the next focus point.

The employee must be able to move around the destinations, finding the accommodation at ease. The accommodations must be close enough to all planned activities and tourist attractions to allow the employee to explore and observe the beauty of the location.

Ideas For a Corporate Incentive Trip

6 Nights & 7 Days

A week of an incentive event is more than enough time to either roam around one destination or two separate destinations. The team can split up the days to ensure that the employee has three days at one location, a travel day, and then another three days at a different destination. This can be separate cities or even countries.

9 Nights & 10 Days

This long fantastic incentive trip is great for an international destination or location. The employee has the time to rest from jetlag and then enjoy the beautiful culture and activities the international destination holds. This incentive travel experience will provide the employee with a decent luxury incentive trip to experience cultural and other incentive trip activities based on the destination.

5 Nights & 6 Days

The five nights and 6 days incentive trip allows the employee to experience one destination with multiple tourist attractions over a wide space. The employee can visit a destination such as Miami and experience the ocean on two days while moving around the other four days to enjoy Miami’s different rides and locations.

3 Days & 2 Nights

The three-day employee incentive travel is a great break away from the office. This duration provides the employee with enough time to experience a few fun activities while still kicking back and enjoying the little holiday. There are amazing destinations all over the U.S. where employees can enjoy fun activities and rest for three days and two nights.

2 Days & 1 Night

This employee incentive trip can be seen as a great weekend away. The trip can be to a lavishing hotel or a destination outside of the busy city. A small wooden cabin or a small coastal city where the individual can relax and rest for two days straight. These luxury incentive trips are great for a team building and will fit perfectly within a company time slot. 


What are the Success Factors of Incentive Travel?

Success factors will include employee satisfaction and feedback on the trip. The goals and motivations for the incentive trip and whether the company and employee stayed within the budget set by the team. The company will enjoy the positive impact of a successful employee incentive travel. 

What are the Drawbacks of Incentive Trips?

Some drawbacks come in the form of struggling to decide on a destination or a lack of budget for the entire program. Other drawbacks include finding time to send the employees to their destination. This could lead to the strongest employee not being present in the office when needed.

How to Apply Project Management to Incentive Trip Planning?

A project manager will be hands-on, planning, creating, and running a program. This is no different from an incentive trip. The manager will determine the budget, destination, time, and all other logistics connected to an incentive trip. The manager must be hands-on and do regular checkups on the employees while they are on their trip.

Is an Incentive Travel Planner an Excellent Option for Holding Corporate Events?

A travel planner is primarily responsible for coordinating travel arrangements, whereas an event planner or event coordinator is in charge of all elements of event administration. Due to the substantial distinction between an event planner and an event coordinator compared to a travel planner, this role divergence may generate certain complications if a travel planner is assigned event planning tasks.

While travel planners can coordinate and plan, their knowledge may be limited when dealing with the specialized needs of event planning or coordination. Such a mismatch may result in neglected vital components and tiny details critical to successful event management.


Incentive travel trips can have a great impact on a company. With the benefits of boosting sales and morale, the company can enrich the employee’s work life by rewarding them for their hard work. Showcasing the value and appreciation the company sees in its employees will leave the entire office with high productivity and a sense of belonging within the company.

Given the detailed orchestration and financial investment involved, planning an incentive trip significantly underscores its position as one of the most powerful incentive programs. Employees gain a great sense of value simply by knowing their employer is willing to sponsor an all-encompassing trip. Companies can block out time in their annual calendar and budget to provide this type of incentive to their employees. As a result, the work culture has improved, and staff retention has increased significantly.”

Sabine Ghali

Kelly Murphy


Certified Meeting planner with 20+ years of event management experience, founder of ConferenceSource, expert in meeting facility sourcing & contracting in North America, Europe, South America and Asia. Kelly will manage your budget as if they were her own, negotiating the best possible rate and hotel contract to benefit and protect every client and exceed all expectations for all planning aspects for sales meetings, educational meetings, product launches, incentive trips down to a small board of directors meeting. We make meetings easy understanding your meeting objectives and delivering meeting matched components.