Motivate and inspire your employees with annual trips as your acknowledgment of a job well-done

Owners and executives understand the importance of recognizing top performers and rewarding management teams for their contribution to the growth and success of their companies. They typically find ways to recognize these high contributors with a bonus or public acknowledgment. Some businesses take this recognition to a higher level, offering top performers a spot on a trip to a unique destination. These incentive trips inspire creativity for new ideas and energize employees to work even smarter to earn a spot on the next incentive trip.

Larger companies often invite a spouse and sometimes the employee’s children. They recognize that these individuals are often working long hours or traveling away from their families to be successful at their jobs and when a spouse is invited to attend an incentive trip, they also have an opportunity to show their appreciation for their spouse’s commitment.

I’ve often been asked about destination selection.  Depending on how often the individuals within your company travel and your company’s budget, destination selection is entirely at the discretion of the company’s owners and executives. To contain cost, you may want to choose a destination that is within a two-to-three-hour drive or plane trip. Keep in mind, the more unique the destination, the greater the bragging rights and this is a key motivator for employees to work toward a seat on the next trip.

If your business is cyclical and you are planning annual trips, it may work best to have one or two incentive trips close to home and select a more unique destination every three or four years. Most businesses rotate these more unique trips among Hawaii, Europe, the Caribbean and Mexico. The benefit of staying within the United States is having laws that ensure a higher level of safety, security and convenience. Destination selection is usually considered 12-14 months prior to the event, as most businesses like to announce where their trip will be the following year. This builds excitement, anticipation and, of course, motivates all employees. Deciding on your location early will also save the company money by contracting with a hotel as far in advance as possible. January through March are very popular months for incentive trips.

The key to planning a successful incentive trip is to identify a person within the company to handle all of the details. This would include coordinating dates, airline schedules, transfers, activities and hotel arrangements. This role is usually handled by someone within the organization that is close to key decision-makers within the company. This may take an extraordinary amount of time and because of that, is the reason some companies choose to hire a travel agent or meeting planner. Once the company decides on the destination, general budget and top three key objectives, it is a good idea to provide this with clarity so the coordinator can manage the planning process. If you select a full-service resort or hotel, they will have seasoned individuals to take care of all on-site planning and banquet needs, including customizing special menus for your group.

If your objectives are to providing networking opportunities, team building/camaraderie, and having each individual return home feeling completely appreciated, it is highly recommended that you hire a destination management company (DMC). These companies help with arrival and transportation logistics to keep your employees engaged and ensure a stress-free experience. They can help to resolve any anticipated travel glitches and DMCs are also experts in elevating events arranged by your hotel or resort personnel to high-end themed events with truly unforgettable experiences. Once you have selected a hotel or resort, they can refer you to the most reputable DMCs within their destination.

Incentive travel is on the rise and so are executive retreats. Executive retreats are at times combined with strategic meetings at the end of the first quarter or the end of the third quarter in preparation for the incoming year. September through October are popular months for these meetings, depending on your company’s fiscal calendar. For many destinations, this is also a great time to take advantage of reduced airfare and more favorable rates for accommodations.

Retreats are high-level meetings where companies have gathered influencers and game-changers to ready their companies for the upcoming year and critically important if their company is evolving. These executive retreats allow executives to spend quality time together. They typically include an arrival reception, two or three half-day or full-day board meetings, and it is also common for these companies to invite their top customers to participate in a customer advisory board and provide an opportunity to thank them personally for their business. These are very high-level meetings, so you want to be sure to select a resort that is accustomed to providing a higher level of personalized service.

Whether you are planning a corporate meeting or incentive trip, it’s best to start be deciding what you would like to accomplish, what you would like your attendees to come away with and a basic agenda. With these ideas and building blocks, determining your budget and finalizing your travel logistics can be determined. This will ensure smooth selection of an airline, transfer transportation and hotel accommodations. If your company would like to invite a motivational speaker, it’s also a good idea to secure a commitment a year in advance. If you are merchandizing a theme for your event, these are items you may want to order with a fair amount of lead time.

It’s a good idea to send out a survey to your attendees to gather travel preferences that include travel dates, accompanying travelers, food allergies and any information you may need for gifts, i.e., shirt sizes. Details, such as delivery of personalized hotel amenities, menu options and branded gift items are normally addressed within the final 90 days leading up to your group’s arrival. Your meeting planner and hotel representative will guide you. 

If you have a more extraordinary itinerary, these details may require more advanced planning. For example, if you want to take your executives on a golf tournament, waterfall rappelling or private dinner cruise, these are arrangements that will require extra lead time.

The reason most businesses host these annually is because they have proven motivation year-after-year and reaped continued success. Corporate incentive trips and executive retreats are most certainly on the rise and are very easy to plan as long as you have determined your basic building blocks 12-14 months prior to your group’s arrival.

Stacy Manzo is a 30-year hospitality industry veteran who trains and develops sales teams to book and plan exclusive executive retreats and incentive trips.  She is director of sales and marketing at the Koloa Landing Resort at Poipu on the island of Kauai, Hawaii.