Incentive - October 2008 - (Page 27)

PRIMER E x te n d i n g t h e E x c i te m e n t : T h e s u r p r i s i n g b e n e f i t s o f t r a ve l e x te n s i o n s By Phil E. Mullins, CMP n today’s eclectic meeting and incentive marketplace, there are always a multitude of issues for all involved whenever a corporate travel or incentive event is being planned. Attendee extensions at corporate events, fairly or unfairly, are often viewed by the event organizers as a bother. While some attendees may wish to limit their travel away from home to the bare minimum, others might want to extend their stay as long as possible. With a little foresight and creativity, it may be possible to craft a strategy to accommodate all parties and their respective needs in a costeffective manner that will measurably enhance the overall travel experience. First of all, it is a “Hotel Contract 101” issue to negotiate the group room rate to be applicable for three or four nights before or after the group dates. Incorporate that information with the event announcement and enrollment so the attendees can make their travel plans accordingly. Always insist that the extension group room rate be based only on availability, as it can often revert to rack rate levels if the hotel or resort is near capacity after the reservation cutoff date. Regardless of who is footing the tab, it is highly counterproductive to any effective extension policy for either the attendee or the sponsor company to pay a rate higher than the group rate. For incentive attendees, a trip extension might be a rare opportunity to stay at the destination or resort of their dreams at a fraction of the regular cost. Given the current economic conditions, many households are being forced to cut back or I eliminate traditional traveling vacation plans. It is an emerging trend for employees to take their company incentive trip and extend it to become a low-cost, highquality, customized personal vacation. like the Bahamas, an extra travel day will avoid an overnight red-eye flight in order to arrive in time for the welcome reception. Clearly there are benefits to the attendees of the event when trip extensions are offered, More Than Just Money Saved but there are often overlooked benefits for the The benefits to this are more sponsoring firm as well. It than just financial. For examis the presents the opportunity ple, staying at a five-star founder and owner of Windward for additional recognition Hawaiian resort, such as one and motivation, and can of the Four Seasons proper- International, a full-service meeting ties, beyond the group dates and incentive travel management firm even improve group cohesion. A very effective might save an average of over based in Deerfield, Ill. Contact Phil motivator in incentive $200 per night on the regular at (847) 945-2928 or via e-mail at programs, especially leisure rates during that peri- phil@gowindward.com among top achievers, is od. In addition, the room the ability to arrive early location might be in a higher for a program, perhaps coupled with drinks category, with upgraded amenities such as a larger room with more spectacular views and/or dinner with members of the senior than they would receive otherwise. management team. This can be used as an Another important factor is that since inexpensive final-quarter contest promotion the airfare is already fully covered in most as well as a great opportunity to exchange instances, it is inherently more time- and ideas. cost-effective to extend, since the only addiA well thought-out extension travel politional cost is for lodging. This can significy allows companies to make an indelible, positive impression on their employees. It is cantly escalate the perceived award value possible for mutual benefits to be derived to the recipient on even the most ultrafrom a travel policy that balances the deluxe incentive trip. importance of maximizing employee proIt is also helpful for attendees wanting to ductivity with a careful eye on employee adjust to multiple time zones, especially wellness and satisfaction. Isn’t that what when the trip destination is a great travel providing travel incentives is supposed to distance from their home city. For West be all about? s Coast attendees traveling to a destination Phil Mullins ILLUSTRATION: KATHARINE SANDALLS incentivemag.com | October 2008 | Incentive | 27 http://www.incentivemag.com

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Incentive - October 2008 Contents Editor's Note Headlines Cover Story: Face Time with Senior Executives is the Top Motivator of Cisco Systems' Chairman's Club Winners Incentive Interview Safety Incentives: Safety Drives a Limousine Service's Motivational Efforts Case Study Primer Learning: Diving into Incentives for the Mind Enhances Both Loyalty and the Bottom Line Research: Travel IQ Travel News Florida Coast to Cost Caribbean Escape Potentials Here and Now Gadgets & Power Tools: High-End Roars Seen at the Motivation Show Advertisers Index Off the Cuff

Incentive - October 2008

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