6 tips for budget-friendly, memorable rewards programs that are easy on the meeting prof
Smart Meetings Vice President JT Long sat down with Melissa Moten, vice president of experience and event solutions at The Collective by BCD M&E, to discuss some key elements of planning a smooth and successful incentive trip. If you missed the webinar, fear not—below are six takeaways.
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1. Different generations want different things
While a tropical getaway is often a sure bet, many younger professionals say they want to step out of their comfort zones and experience new cultures. “Elements such as language barriers and complex cuisine are not considered a hurdle, but rather an added benefit that allows for a more exciting experience,” Moten shared.
With the money saved through an incentive package, meeting profs have more to work with when arranging experiential elements. Moten’s research on the current definition of luxury has found that younger professionals tend to prefer more downtime and flexibility in the schedule, which is also beneficial to a planner’s budget. A four-hour plated dinner event might not only be expensive, but also something your attendees would rather not see on the itinerary. A shorter buffet or family-style setup may better fit your attendees’ preferences and be friendlier to company coffers.
2. The positive evolution of all-inclusive properties
Many luxury properties have caught on to the market demand for all-inclusive options. Moten says, “The hotel scene has done an incredible job, truly, of finding ways to stand out differently.” F&B programs used to be very rigid. Properties have realized this is a great market for them will work with you on how you package your food and beverage. “It’s not just the standard all-inclusive package; they’re willing to stretch that boundary with you and I think that’s made a huge difference because the food part was a big detractor.”
It’s not just F&B options that have vastly improved. Moten points to “what if” elements such as weather disruptions, which could result in a $20,000 tent fee as a backup for planners. Now, properties are investing more in multi-use indoor spaces that can protect both attendees and budgets. Moten says, “Maybe they just realized that corporate is a great client to have. And we aren’t just doing honeymooners.”
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3. Transparency is an asset when negotiating with vendors
Incentive packages have greatly improved over the years in both quality and customization. Using transparency in your negotiation process isn’t just appropriate, it is often expected, as many vendors offer a surprising amount of flexibility.
As Moten tells JT, “If you’re really open, the negotiations come easy after that because you’ve shown up as a partner from the very beginning.”
Considerations such as sustainability and F&B add-ons can be integrated into your finalized contract terms.
4. How to work around restrictive budgets
Moten points out one strategy that can make a significant dent in expenses and include other benefits: hosting a dry event. Eliminating alcohol reduces costs, especially at highly regulated pharma events and it puts the focus on the learning and the education. The medical industry isn’t the only relevant sector for this strategy. Moten uses the direct selling market, which often puts on dry events, as another example: “They come in droves and it’s a very, very positive sales kickoff/incentive experience for them. They have a great time. And it makes you have to be more creative and intentional with your networking events. It’s not just a case of rolling a cart of liquor in and having them talk to each other.”
5. Adapt your “Know Before You Go” to suit your audience
Every meeting prof has experienced attendee confusion that was (supposed to be) prevented by a complete “Know Before You Go” packet. Moten stresses the importance of knowing your audience when designing and implementing your pre-trip info. Consider options such as video and infographics to hold attendees’ attention and prevent last-minute confusion that can commence upon touchdown.
When expectations are set appropriately about all the resources that are included, everyone is happier.
Read More: New and Renovated: Looking for Your Next Incentive?
6. Feedback is crucial: Set your surveys up for success
To maximize the potential of your next incentive trip, it is crucial to have a solid understanding of how your attendees feel about the last one. Moten suggests strategies such as incentivizing survey completion and making sure questions include a focus on social elements and enjoyability. An incentive really is about emotions, about motivation, about behavioral science. It’s not just checking a box and doing it. It’s really incentivizing people.
Putting time into your post-trip surveys can ultimately save money and boost the overall success of your next incentive.
