This is a constant question we get! In fact, we blogged about this topic before but since methods are constantly changing we wanted to explore the topic again.
If you want to get ahead of the planning we recommend starting at least 18 months before your event for a mid-size incentive trip (75+ rooms per night room block) and 2 years lead-time for over 150+ room per night. Though 18 months sounds like a huge chunk of time, there are several reasons why we recommend this :
The attendee flight booking process has become a consistent point of stress for every President's Club trips we plan each year. Some of our clients use their corporate travel agency, some book flight blocks direct through airline, some use our recommended partner Direct Travel, and finally others let their attendees book their own flights direct to airline and expense them. We haven't found the perfect solution yet as there are a few important factors when booking flights for an upcoming President's Club trip.
Unfortunately emergencies do happen on President’s Club trips and that is why it’s important to have strong partners to help you through those situations.
I’ve sat through over 50 pre-cons over the years and never really paid too much attention to the Lost Prevention team. Usually being at 5 star hotels we feel so safe and comfortable that security presence doesn’t seem important. Most people never want to think of the 'what if' situations when they might need the medical team. Of course we use the on-call doctor almost every trip but to me we always took that for granted as it’s been a service that was always provided. Lost and found is a given, we visit that team at least 3-4 times a trip.
There are many important decisions when planning your next President's Club but location might be the most important. After a few years in the Caribbean and Mexico, attendees might be ready for a change of scenery and the opportunity to explore Europe locations. It's important to administer feedback surveys following each event that include a question allowing attendees to type in their preferred future President's Club trip locations.
You might ask yourself where do I start in terms of planning your first European adventure so we provided a few tips to help.
One core focus in the incentive travel industry each and every year is improving the attendee experience. At the end of the day, the attendee experience is the true measurement of the success of an event. In fact, the attendee experience does not start when the attendees arrive, but up to a year before the trip (in terms of event communication).
Below is a list of the properties that we have personally vetted over the past two years. Most have hosted an extremely successful client event for us!
Despite many misconceptions in the hotel industry, there are only a few dozen properties that are usually a good fit for your client’s upcoming incentive trip that checks all the boxes. Once you look at direct flights, five-star requirements, budget, weather, and more, you will find your large list of property options quickly dwindling. Here’s a quick list to get started for those looking to plan your next incentive trip. The all-inclusive hotels will average out to low to mid range budget spend whereas most of the EP properties listed are mid range to higher budget resorts.
Unfortunately there is no perfect recipe for picking your next President's Club destination. There are so many different likes and dislikes among company employees so the goal is to aim to impressing the 80%, while still keeping the other 20% content/happy.
Fort Lauderdale has seen a recent increase in MICE business due to the recent improvements to their hotel product. Recent renovations along with new properties provides companies with plenty of options when looking for a warm weather location with affordable and frequent airlift.
If you haven’t yet secured your 2019 incentive trip location then you are running out of time, especially if you are in search of a popular five-star incentive destination. Most clients are contracted for 2019 and turning their focus on 2020. This group of hotels is a guarantee in terms of client experience and presenting attendees with a “wow factor.” For those looking for a last minute search or getting a jump start on 2020, here is a great place to start.
The Florida Gulf Coast has a long list of hotels for MICE travel. Unfortunately the product has been a tougher sell when compared to Miami/Fort Lauderdale region of the state. A few renovations to highlight are Hilton Marco Island, JW Marriott Marco Island, Don Cesar, Vinoy, Hyatt Regency Clearwater, and Tampa Marriott Waterside. The Tampa hotel product is constantly improving with a new JW Marriott and Marriott Edition breaking ground in 2019. For those who need less meeting space they can move outside the city of Tampa and closer to one of the beautiful beaches in the area!