Executive Group Travel Blog

RFP's for Incentive Travel

The RFP:

You might have heard the letters RFP but never understood exactly what it meant. An RFP is a request for proposal in which a company uses to solicit suppliers to submit quotes (proposals) for a business opportunity.

For many industries the RFP process is both daunting and exhilarating. It means you have a new prospect but it also means there are competitors in the deal and there is leg work to be done. For those creating the RFP there are a few tips to ensure you are submitting an efficient and effective RFP.

[fa icon="clock-o"] Mar 29, 2016 10:07:00 AM [fa icon="user"] Marci McCormack [fa icon="folder-open'] Incentive Travel

The Hard Rock Hotel:

We recently just returned from a two hundred and twenty person incentive trip to the Hard Rock Hotel in Cancun, Mexico. This was our second trip to the property which included a site visit back in November.

We provide this review to help others looking to book future events at the property. One thing is for sure, the views from the oceanfront rooms were amazing with impressive morning sunrises. And you won't be able to beat the service provided by the Hard Rock staff.

[fa icon="clock-o"] Mar 14, 2016 12:06:00 PM [fa icon="user"] Marci McCormack [fa icon="folder-open'] Travel Recommendations, Incentive Travel

Learning Curve:

Back on November 27th I wrote a blog post about Jetblue being the perfect incentive partner. Little did I know so much was going to change over the next month. Only 3 weeks later JetBlue began a transitional period of combining all of their groups, meetings, government and more into one team. What was two efficient and lovely ladies is now a team of 33 (with 11 additional "trainees" added mid February). Let's just say this has been a struggle of a transition period and all the good things we wrote about just a few months ago couldn't be any more different.

Here is our original airline review:

Airline Review: November 27, 2015

[fa icon="clock-o"] Feb 29, 2016 11:12:00 AM [fa icon="user"] Marci McCormack [fa icon="folder-open'] Incentive Travel

Zika Virus:

The Zika virus has been a constant subject of discussion throughout the meeting planner world. First and foremost make sure you, the planner or the company, is not providing advice to attendees with questions. Recommend those who are concerned to speak to their doctors and also provide them CDC updates and factual reports. It is important to offer cancellations and conversations in confidentiality so your attendees do not feel obligated to reveal private information before they are ready. This is much easier when working with a third party meeting planner than an internal company planned trip.

[fa icon="clock-o"] Feb 16, 2016 1:30:00 PM [fa icon="user"] Marci McCormack [fa icon="folder-open'] Incentive Travel

F&B minimum and what it means for your group:

First, the F&B is always negotiable. Before you sign any contract make sure you run the numbers of how you are planning to meet the F&B requirement and what qualifies as an F&B expense. Many times dine-arounds or smaller dinners are not included and only the banquet menu counts towards your F&B. If you need meeting space the hotel will most likely offer to waive the "rental fee" if you meet an Food and Beverage minimum spend.

Second, many hotels will push multiple on-site dinners. Don't be afraid to push back. Present to them what you are "hosting" as a company and see if they can work the F&B around that itinerary.

[fa icon="clock-o"] Feb 5, 2016 11:30:00 AM [fa icon="user"] Marci McCormack [fa icon="folder-open'] Incentive Travel

Location:

The Wynn is an impressive hotel and one of the few great last minute options for a large group (300+). The sheer number of guest rooms and meeting rooms available between the Wynn and Encore can only be matched in one other conference hub, Orlando.

[fa icon="clock-o"] Jan 27, 2016 10:30:00 AM [fa icon="user"] Marci McCormack [fa icon="folder-open'] Travel Recommendations, Incentive Travel

Time Save:

How a simple FAQ's page for your next incentive trip can save you hundreds of emails and hours of your time!

Questions, questions and more questions are the biggest time suck when planning an incentive trip. This can be for an internal planner and/or an outside travel agent. Many times the same questions are asked over and over again that you start to copy and paste your answers. You understand the need for information but there must be a better way then one-off email responses.

[fa icon="clock-o"] Jan 14, 2016 8:10:00 AM [fa icon="user"] Marci McCormack [fa icon="folder-open'] Incentive Travel

Destination:

Year after year St. Maarten is on the list as one of the top destinations in the Caribbean. It is a hub for many of flights throughout the Caribbean and has daily direct flights from New York, Philadelphia, Charlotte, San Juan, Atlanta and Miami. Recently airlines have added busy season weekend direct flights from Washington DC, Boston, Chicago, Newark, and Ft. Lauderdale.

So one major perk of St. Maarten for incentive travel is the ease of getting to the island. Another great thing about St. Maarten is the unlimited number of activities available from America’s Cup sailing races, to snorkeling excursions, zip lining, perfume making classes, Anguilla day trips, St. Bart’s shopping adventures, and spa options. A third benefit of choosing St. Maarten is the unbelievable restaurant options, from Grand Case to Marigot and even Simpson Bay as of recently. Finally, the white sand beaches, crystal clear water and eighty degrees year around helps increase the value of the destination.

[fa icon="clock-o"] Dec 2, 2015 4:44:00 PM [fa icon="user"] Marci McCormack [fa icon="folder-open'] Travel Recommendations, Incentive Travel

South Beach, Miami:

Perfect property for your next incentive trip. Great location on South Beach, multiple pools, outdoor space for cocktail parties, impressive rooftop terrace, large rooms, and staff that makes you smile. The style is perfect for companies with guests from ages 25-60. The driftwood, natural living theme is warm and inviting as it presents the perfect backdrop for a relaxing few days. For those looking for more action, there’s a trendy upscale rooftop bar on property along with plenty of bars/clubs/restaurants just a few steps away. The staff that services the main pools and beach are always looking to please and are great about learning names and making sure you have the best experience ever. The drinks are refreshing, the menu is perfect for pool-side dining. Overall it’s the perfect spot with private cabanas, pool-side beach chairs and loungers throughout.

Highlights Include:

South Beach's largest Rooftop Pool and Lounge
Guest Rooms Average Over 700 sq Feet (2 King Beds Option)
Location on Collins Ave, steps away from South Beach nightlife

[fa icon="clock-o"] Nov 17, 2015 11:20:00 AM [fa icon="user"] Marci McCormack [fa icon="folder-open'] Travel Recommendations, Incentive Travel

Timing & Budget:

For NYC companies looking to plan their first incentive trip you have endless amount of options given the high number of direct flights from the three area airports. If your budget is tight and a Caribbean destination is important then we recommend looking to host your first trip between April 15-July 15th. The weather is still great in the Caribbean and contracts are easier to negotiate. Right now other popular destinations include South Florida, Las Vegas, Scottsdale, Palm Beach, Bahamas, Mexico and Dominican Republic.

Highlights Include:

[fa icon="clock-o"] Sep 22, 2015 9:30:00 AM [fa icon="user"] Marci McCormack [fa icon="folder-open'] Incentive Travel

RFP's for Incentive Travel

Hotel Review - Hard Rock Hotel Cancun

JetBlue Update - the recent changes to the beloved meetings team

The Zika virus and how it is effecting incentive travel

The little stuff: How F&B costs can add up and few tricks to keep them closely managed

Hotel Review - Wynn Las Vegas

The importance of a FAQ's landing page

Incentive Destination Review; St. Maarten/St. Martin

1 Hotel South Beach - new player to the game

President's Club Hotel Recommendations for NYC Companies

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