Inspiring Destinations for Your Next Incentive Program

As a leading incentive agency, with reputation for unique and inspiring incentive programs, we are increasingly challenged by our corporate clients to come up with out-of-the-ordinary incentive destinations that can motivate their target executives to strive to attain their performance goals.  As enjoyable traditional ‘sun-and-sand’ destinations may be, some organizers are now more and more interested in incentive travel that offers their participants a truly exceptional experience with lasting beneficial impact. In what will be a series, we are pleased to present some truly unique incentive destinations that we have had the privilege to use for a few of our clients for their very ambitious and challenge-minded participants.  

Photo by Filip Gielda on Unsplash

As one such destination, last summer we organized an incentive program for a small team of very active professionals in a little-known land. That destination was Greenland.  If that doesn’t ring familiar, you are not alone. Few people in the world know much about the destination—and fewer have ever traveled there.  Greenland is an autonomous constituent country but part of Denmark.  World’s largest island, Greenland has a population of just under 60,000 inhabitants. It is situated between the Arctic and Atlantic Oceans, east of the Canadian Arctic Archipelago. Though geographically a part of the continent of North America, Greenland has always been politically and culturally associated with Europe. Most of its residents are Inuit, whose ancestors began migrating from the Canadian mainland in the 13thcentury, gradually settling across the large island. In 2009, Greenland was granted self-rule by Denmark.

Photo by Annie Spratt on Unsplash

Greenland arguably tops the list of most “exotic” destinations for extreme Arctic adventures, such as thrilling heli-skiing, kayaking among towering icebergs, and dogsledding across the top of the world near Qaanaaq (Thule). Roughly 80 percent of the island is covered by the Greenland ice sheet, and no roads connect remote towns and outposts. One can sail or soar into the wild via charter boat, ferry, helicopter, or plane. Adventurous visitors can climb the solid rock walls of south Greenland’s fjords or witness stunning northern lights displays in remote Northeast Greenland’s National Park, the world’s largest, covering an area more than twice the size of California.

Sermersooq Municipality, Greenland

Nothing compares to Greenland for an epic Arctic adventure. Greenland summers are truly glorious.  In summertime, after the snow has melted, miniature wildflowers dot the tundra with color. Towards the end of summer, tiny lowbush blueberries and crowberries ripen as dwarf birch turns to gold and russet. Whales frequent the fjord, while icebergs, spawned from massive glaciers, glitter in the light of a late sunset. Beneath granite peaks that tower over deep inlets, Greenland’s east coast offers some of the best hiking and kayaking in the world.  

After much anticipation and preparation, our excited group arrived in Greenland’s capital Nuuk, on a private jet. The following morning, after a good night’s rest followed by a hearty breakfast, the group appeared ready to learn a little about this unique land.  Greenland’s largest city and capital is fueled on fresh air, strong coffee and diverse personalities.  On a city tour, the group learned about Nuuk as a city of vitality, surrounded by immense nature and filled with vibrant Greenlanders leading fascinating lives of old traditions, modern twists, and diverse influences.  After a quick visit to the Northern Lights-inspired Katuaq Cultural Center, and marveling at mummies in the Greenland National Museum, our knowledgeable local guide led us to the picturesque Old Harbor that clearly demonstrated the role history and traditions play in this growing city.  We wrapped up our tour with a tasting flight of local craft beers at Greenland’s largest microbrewery.

After lunch, the group seemed prepared for their first “workout:” Climbing Ukkusissat Mountain in Nuuk.  Greenland is a hiker’s paradise. In Nuuk, it is said that you are not a true ‘Nuummioq’ until you’ve climbed Ukkusissat (aka Store Malene), which is just outside the city center. Our fit group easily made it to the summit, where they were treated to a stunning view of Nuuk and the surrounding fjords. 

Day Two was here and the group boarded awaiting helicopters for a scenic transfer from Kulusuk to East Greenland’s small administrative capital of Tasiilaq and from there toAmmassalik Island, where their more-demanding adventures were awaiting.  Until just a few years ago, this region was accessible only by hiking or kayaking. East Greenland is possibly one of the most isolated places in the world.  Beneath granite peaks that tower over deep inlets, Greenland’s east coast offers some of the best hiking and kayaking in the world.  Here, for accommodation, we had planned a deluxe safari-style camp near the Greenland ice sheet—unquestionably a first for most of the group—where our lucky guests were about to experience this amazing Arctic landscape in complete comfort—with close-up views of the Greenland ice sheet. The camp’s location near the edge of mighty Sermilik Fjord provided the group with eye-level vantage point on huge icebergs floating by—and where they were lucky enough to spot a few whales and seals in the frigid waters.

Here, to get the group started on their discovery adventure, we set out to explore this magical land first by water. To create an action-packed teambuilding program for our energetic group, we first put them in what used to be the primary mode of transportation for the island’s Inuit population in centuries past—kayaks. Kayaks were once essential to the people of this region for hunting and fishing. Today, kayaks are making a comeback both as a symbol of national heritage as well as one of the active sports on the island. In fact, to celebrate the important historic role of kayaks, there is now even an Annual Greenland National Kayaking Championship.    

On Day Three, our group got a little close and personal with the Greenland way of life.  We took the group for an excursion to Kulusuk and Tasiilaq, the capital of East Greenland; and the tiny village of Tinit—a 20-minute boat ride from the group’s base camp—for a tour that outsiders rarely get to enjoy.  The group seemed to thoroughly enjoy meeting the locals and learning about the enduring culture and traditions of East Greenlanders. The walking tour—including a visit to the town museum in Tasiilaq—provided the group with a firsthand lesson in the local population’s history and way of life. Most of our participants later noted that the tour provided them with an educated insight into the challenges and rewards of life in modern Greenland—a lesson that they would have not otherwise ever learned.

Before you knew it, Day Four was upon us and, to the disappointment of the entire group, it was time for the long trek back home.  Luckily, we had good weather. So, onboard of helicopters again and over the snowcapped coastal mountains for the transfer back to Nuuk, and from there onward to North America equipped with the fondest and most enduring memories of a once-in-a-lifetime incentive trip.

Need inspiration for your next incentive program? Let the professionals at the Maxxus Group make a recommendation that is sure to wow your participants and measurably improve your ROI.

Racing Through the Dragon City

When we were asked by our client for a short incentive program to Beijing, we didn’t realize how short they had in mind. After finding out that the highend program had to be compacted into three days, we only then realized the magnitude of the challenge.  Thankfully, there is so much to do in this magical capital city that our challenge was to try to be very selective. After arriving in China’s Capital midday from the US, the group was checked in the centrally-located 5-star Waldorf Astoria Beijing. Hilton family’s upscale brand was the perfect fit for our VIP guests.  

Rich Chinese tradition and modern affluence flawlessly blend at the luxury Waldorf Astoria Beijing. We specifically chose Waldorf because it is located in the heart of the Wangfujing area, within walking distance of major milestones that we had to cover, including Tiananmen Square and the Forbidden City.  

Oriental charm meets contemporary luxury at Waldorf Astoria Beijing. From the sleek and stylish lobby to the opulent bathrooms, our guests were treated to a unique blend of modern elegance, rich Chinese heritage and dependable Waldorf service. 

Unfortunately for our travel weary guests, there was no time for recovery from the long trip.  Comfortable shoes on and box lunches in hand, the group was led to the “Forbidden City” as their first introduction to Beijing.

Operating under the official title of "The Palace Museum," the Forbidden City (also known as the Imperial Palace) has been a place of wonder and mystery for over 500 years. This massive complex sits on the northern edge of Tiananmen Square at the epicenter of Beijing. Beyond its towering fortifications, our guests found an intricate labyrinth of squares, halls, gates, pavilions, sleeping quarters, and temples. In some of the structures, curated art and historic relics have been placed; however, the greatest achievement is the compound itself. We made sure the group did not miss the highlights that included the Meridian Gate, the Turret, the Antiquarium, and the Imperial Garden.

After the tour and a short tea break, we headed to Tiananmen Square, which is among world’s most famous public square (think Time Square).  We were pleasantly surprised that most participants in the group recognized the Gate of Heavenly Peace—emblazoned with a portrait of Chairman Mao—as a symbol of Beijing. That recognition notwithstanding, it seemed our group was universally impressed by the vast size of the place. The square is the geographic, political, and tourist center of the Beijing, which makes it a must see. Although Tiananmen Square looks like a field of concrete, we wanted the group to see it for the surrounding attractions including the Great Hall of the People, Chairman Mao's Mausoleum, and the National Museum of China.  We had to remind the group that taking a picture here is almost required to prove they had been to Beijing.

Given the massive size of the Forbidden City and Tiananmen Square, not to mention the long-haul flight from the US, the group was in bad need of rest.  So after a quick dinner on the go, we rushed them back to the hotel for a well-deserved night’s sleep.

For some people, China conjures up only one image: The Great Wall.  Our group was no exception. So, naturally we had to dedicate Day Two to an excursion to the most famous monument in the world.  Located just north of Beijing lies portions of the Great Wall. Although it is impossible to see the whole thing (after all, it measures about 5,500 miles long), the intent was for the group to experience a portion of it. That begs the question: Which section?

For the novice to Beijing, only an hour's drive northwest of Beijing, the Badaling section is convenient, hosts a large souvenir market, and has a gondola to whisk visitors up and down the wall. However, the place is naturally overcrowded with tourists. This creates mob-like scenes that can spoil the experience for a VIP group. 

The Mutianyu section, close to two hour's drive northeast of Beijing, was our favorite section for our discerning guests.  Here, they discovered majestic mountainous vistas, a cable car for quick-and-easy access, a fun sled ride down, and (best of all) fewer tourists. With a good supply of water, sunscreen, and snacks, the group got to live this grand experience for themselves—although naturally some guests found the hike challenging and tiresome. 

By the time we returned to the city, night had already fallen and the group welcomed their readied beverages prior to their authentic Chinese dinner at the famed restaurant Zijin Mansion.

You can’t come to Beijing and not experience a shopping marathon. We had saved Day Three for just that. The group got to choose which direction to go: Some elected ritzy shops while others were more interested in authentic Chinese artifacts. But both groups agreed on one destination: The Silk Market. 

Silk Market Beijing, also known as Silk Street, Xiushui Street or Xiushui Market, is a prosperous shopping market in the city, located on Xiushui Street in the Chaoyang District. While it started as an outdoor market, the Silk Market is now a shopping mall, which accommodates over 1,000 retailers and is regarded as one of the symbols of Beijing. Many foreign visitors, including some celebrities, enjoy Silk Market Beijing for shopping or having their clothes tailor-made. Even the former president, George Bush, visited the Silk Market with his daughter to buy some silk robes.  Although there are a variety of goods in Xiushui Street, the most attractive goods are silk. Even a silk museum has been built on the third floor. 

After their shopping extravaganza, the group was treated to an authentic afternoon teatime before rushing to their rooms to fit their purchases in their bloated luggage for their trip home.

Next time you want to impress your high achievers, let the Maxxus Group suggest something more enlightening than the humdrum all-inclusive beach hotel. 

A Cruise to China’s Sailing City

The second annual World Mice Day was recently held in the Chinese coastal city of Qingdao. The Maxxus Group was honored to have been invited to this important international fair as a hosted buyer. Qingdao does not come to mind as the first destination in China.  But the city of over 9 million continues to attract tourists and international businesses from around the world with its abundance of natural beauty and its designation as the new “Blue Silicon Valley” (the oceanic valley).  

If the choice of venue sounds uncharacteristic when compared to such other metropolises as Beijing or Shanghai, a little background may be in order:  In 2008, Qingdao hosted the Sailing Regattas of the 29thOlympic Gamesas well as the 13thParalympic Gamesat the city’s Olympic Sailing Centre & International Marina. In 2009, China’s Sailing City welcomed sailors from the Volvo Ocean Race.  In 2014, Qingdao hosted the International Horticultural Exposition. Qingdao also annually hosts the International Sailing Week,SINO CES, and International Beer Festival. Finally, the Clipper Round-The-World Yacht Raceis hosted bi-annually.

A Little History. A Little Geography

Throughout history, Qingdao has been known by several other names most notable one being Tsingtau. Tsingtau was a German concession from 1897 until the First World War broke out in 1914. During the siege of Tsingtao, the Japanese took control of the region while declaring war on Germany. The city reverted to Chinese rule in 1922, but was re-occupied by Japan again in 1938 during WWII. The city was finally completely liberated in 1949. 

Also known as the Switzerland of the East, Qingdao lies on the southern tip of Shandong Peninsula in Jiaozhou Bay, on the shores of the Yellow Sea.  Qingdao is one of China’s most important independent coastal regions.  The city has experienced rapid growth over the last decade. Qingdao’s port is the second-largest in China. 

Qingdao is well known for its European architecture, attractive coastal landscapes, and local folklore. Popular attractions include mystical Mount Lao, Badaguan, Tsingtao Brewery Museum, and Zhongshan Park. With its abundance of natural beauty, China’s Sailing City has become a bustling tourist destination for both domestic and international travelers.

Qingdao & Mice Industry
Although starting relatively late, Qingdao MICE industry is growing fast. With the completion of the first two phases of the Qingdao International Convention Center, Qingdao MICE industry is catching up fast with its counterpart cities in China. In recent years, Qingdao has become one of the most bustling MICE areas in China. Between 2006 to 2011, Qingdao was among “China Top Ten Exhibition Cities.” With so many tradeshows and exhibitions under its belt, Qingdao has now become a bustling center of commerce in China.   

Qingdao has claimed many titled among them: The world's most beautiful bay, the world beer city, and the world's sailing capital.  

WMD-2018 

Billed as “a professional communication platform for the MICE people [from] around the globe,” WMD-2018 lived up to its claim by gathering a distinguished group of world-renowned entrepreneurs, educational experts and other professionals from MICE industry to share their insight and success stories, and engaged attendees from across China and overseas through a unique mix of training and interactive sessions. 

The three-day event was made up of six professional programs including keynote speeches by senior government officials, MICE Industry representatives and academia.  There was also a tradeshow component at which various suppliers from the region got the opportunity to showcase their services and venue.  All in all, WMD-2018 turned out to be a very unique forum at which to discover a unique part of China and come home with a great deal of knowledge about the MICE industry in Qingdao and its prospects globally.

We look forward to our participation at the third World Mice Day in Qingdao.

If you must give a non-cash reward…

It's a fact: According to the Incentive Federation, 81% of businesses use non-cash rewards to

recognize their top-performing employees.  In fact, US businesses spent over $90 billion last year on non-cash incentives. Clearly, businesses recognize the impact of non-cash incentives on their bottom line.  With that recognition, the dilemma becomes what non-cash rewards to put on the table to motivate the best performance the company could hope for. While incentive travel remains the number one sought-after non-cash reward by high achievers, there are companies that consider merchandise incentives as viable alternatives. 

With a dizzying array of options from which to choose, it's difficult to decide which merchandise reward will provide the most bang for the buck. Here are three important criteria in choosing the right reward. 

1. Brand-Name. 

Use brand-name merchandise. Incentive winners don't particularly crave a no-name product they might buy on their own or view with disparagement. Millennials in particular covet splurge items like brand-name electronics and watches. The reason? They're 27 percent less likely to spend their money on luxury products than their Generation Xer counterparts, according to a recent TD Bank study. So, presenting them with a high-end item they can't/won’t purchase on their own will score a huge win.

2. Go Classic.

Choose items that recipients are likely to hold onto for years to come, like a classic watch, suggests Adrienne Forrest, vice president of corporate sales for Bulova. "Watches are so special because they have an heirloom quality to them, so you can pass them on to a child or family member," she says. The longer a recipient keeps an item, the stronger the bond they'll have with the company that gave it to them. 

3. Be Creative. Be Personal.

Contrary to popular belief, in the case of non-cash rewards, “tried and true” may not be the best way to go. The recipient must feel that some quality thinking went into the choice of the reward to make them feel special. Millennials covet different items than Baby Boomers.  A little research may help buy significant goodwill with the recipient. Regardless of the company’s size, rewards can be made personal. The traditional “gold watch” to a retiree does not particularly motivate an up-and-coming young executive.  Put some thought in the whole process.

Bewildered by all the criteria and the choices in deciding a non-cash reward for your top-performing employees? There is one “tried and true” reward you can fall back on and rest assured that it will be universally coveted by all—and that is incentive trips.  Incentive trips are one category of non-cash rewards that candidates in a survey unanimously voted as the best.  

Our bet is also on incentive trips. Let the Maxxus Group put forward viable non-cash rewards that would meet your corporate goals and motivates your key personnel to reach for the proverbial stars. 

Three Days on One Happy Island

One of the exciting challenges for professional event planners specialized in incentive programs is to come up with the next destination that can excite the participants.  With so many competing stimulating destinations around the world, it is always a test of our understanding of our clients and what motivates their participants to strive to achieve their goals to get to experience the next inspiring destination.  For this auto maker client, having had incentive programs on every continent, it was time for “One Happy Island.”  Aruba is one of those destinations that conjures up so many inspiring notions—a perfect stimulant for our next destination for this selective client.

With a fitting tag line “One Happy Island,” Aruba, a tiny Dutch Caribbean island off the coast of Venezuela, has dry, sunny weather, blond beaches and gentle surf. Constant trade winds bring cool breezes and cause the divi-divi trees to slope southwesterly. European influence shows in architecture that features Dutch gables painted in tropical pastels. It’s also evident in language, with English, Dutch and Spanish spoken alongside the local tongue, Papiamento.

Arrival

Bound from multiple points of origin from across North America, the participants converged at Aruba’s Queen Beatrix International Airport, where their VIP status was recognized with prearranged expedited customs formalities after which they were whisked away in the waiting vehicles arranged by our ground transportation partner—and onto the Ritz-Carlton Aruba for their awaiting luxury accommodations.  

Overlooking the Caribbean Sea with miles of azure waters to explore, experience, surprise and delight at every turn, the Ritz-Carlton, Aruba, is one of the newest Aruba luxury hotels to rise along the island's spectacular Palm Beach. The hotel features 320 rooms and suites all offering private balconies and stunning ocean views; four dining outlets; a luxurious, 13-treatment room Spa; two swimming pools and a 24-hour casino. This exquisite getaway combines legendary Ritz-Carlton service with unprecedented opulence for an island retreat like no other. 

Ritz Carlton

Aruba

Nothing says “ice breaker” than a “Bon Bini” Cocktail Reception at the Ritz’s Recreation Pool followed by a sumptuous dinner at BLT Steak terrace that provided the perfect backdrop for the group to connect in an ambiance of Classic American Steakhouse with a modern interpretation.  

BLT Steak Terrace Dinner

Day 2

After a restful night’s sleep, the group was in need of a good “stretch”—with a choice of yoga on the beach or for the more adventurous ones on standup paddleboards, after which they got to rest and enjoy the serene ocean scene from waiting private cabanas.   

SUP

Yoga

As the morning drew to a close, equipped with hearty lunch boxes, the group got to choose from exploring the island on ATVs or, for a more tamed activity, head to the hotel’s luxury spa for some pampering.  

In paradise, it seems fun never ends.  Before you knew it, it was time for another sumptuous dinner. This one at the famed Wilhelmina Restaurant in its open-air setting that left everyone starry-eyed.  

Day 3

Even on the Happy Island, time marches on fast—or is it faster? Day 3 was already here and so much yet to do.  We couldn’t leave Aruba without experiencing “Cas di Wichi,” a local venue, a typical “Cunucu” house—actually the home of a local DMC owner—where the group was treated to an authentic breakfast of local cuisine; and where the group was able to connect and indulge in local experiences by participating in a watercolor painting session with a local artist, making their own local sauce or by learning how to prepare some local dishes. 

You can’t be in these crystal-clear blue waters of the Caribbean without a hearty dose of snorkeling.  Onboard we went and sailed to calmer waters to witness a magnificent display of nature’s extraordinary colors in the waters below.  

Sadly, before you knew it, the farewell ceremonies were upon us. And what a display of color and fanfare with a traditional carnival sendoff—bringing three spectacular days of sun, sand and fond memories to an end.  Infused with remarkable enthusiasm, the group was sent off to produce yet another record year performance to be celebrated in yet another spectacular corner of the globe.  

Hong Kong in Two Days or Less

When our pharmaceutical client asked us to help them spice up their intense product training program that was taking place in Hong Kong for 5 consecutive days, we knew we had to come up with ideas to help the group recover from its “education fatigue.”  To make matters more exciting, we were only given a few days to pull together a “rest and restoration” program.  We rolled up our sleeves and pulled together a very light but fun-filled itinerary.

Morning 1:

We set off to Kowloon, the “Land of the Nine Dragons.”  Kowloon is a melting pot of bright neon, shops and markets. The group got to discover the Bird Market, fortune-tellers and a huge range of bars and restaurants along the way.  Some even wandered away to the nearby Space Museum, the Museum of History and the world-renowned Hong Kong Cultural Centre.  Along the way, the group traveled through or by such well-known places as Tsim Sha Tsui East promenade, the Peninsula Hotel, Langhamplace, Temple Street, jade market, West Kowloon waterfront promenade, Hankow Road and Mody Road.

Afternoon 1:

After a hurried lunch, the group got to get “personal” with the city—one of the world's most cosmopolitan cities where East truly meets West.  The group saw the Man (Literature) and Mo (Martial Arts temple), notable for its many fine, well-polished brass and pewter incense burners, after which we took the Peak Tram, climbing 373 meters and leaning at a 45° angle to see the most spectacular view of the city!  On return, we stopped by the Stanley Market, a shoppers’ paradise where the group was able to do a spontaneous shopping for a wide variety of souvenirs as silk, garments, sportswear, Chinese artwork and accessories.

Night 1:

Before you knew it, it was nightfall.  We headed to the world-famous Temple Street Night market, a great place for bargain hunting and rubbing shoulders with the locals.  Our “Hon,” the open-top bus took us on a spectacular drive through neon-lit streets where the group was able to witness the towering skyscrapers glittering against night sky.

To end the night on a romantic note, we hopped on a chartered boat for a leisurely sunset cruise on Victoria Harbor with a gourmet international buffet on board for the participant to enjoy.

Morning 2:

After a leisurely breakfast on their own, the group was taken to Lantau Island, which is almost twice the size of Hong Kong Island and is one of the best-loved outlying islands. Along the way, the group got to see the experience the development of Ngong Ping Cable Car.  The attendees then got a chance to explore Tai O, a quaint fishing village where the houses are all built on stilts, and visit the world’s tallest, outdoor, seated bronze Buddha statue sits at the Po Lin Monastery nearby.

Afternoon 2:

Time to head to the harbor again and see the world’s pinkest dolphins in action.  We boarded the group onto a luxury cruiser from Tsim Sha Tsui in Kowloon to Tung Chung New Development Pier on Lantau Island.  Along the way, while sipping their refreshments, the group got educated about the dolphins and their habitat.  

Travel Home:

After this marathon of a program (the shortest we have ever run), we had to rush the group to their hotel to gather up their belongings and head to the airport for their individual journeys home to far-flung corners of the world.

In need of an “express” incentive program at the tail end of your annual meeting?  Call the professionals at the Maxxus Group.  We know how to get value out of every available minute for your participants. 

How to Pick the Perfect Destination for Your Group?

The perennial challenge facing many corporate event planners is how to choose a perfect destination for a group’s event that meets a multitude of conditions—is appealing to the majority of participant, is easy to get to, fits the established guidelines with respect to budget, etc., and makes life easy for the planner in having to deal with a variety of logistics issues.  What follows is a simple checklist of variables that an event planner can use to make a successful selection—though, such decisions are always bound to be more appealing to some than others.  The goal, however, is to make sure the decision meets some important criteria.

1.     Purpose

The most important criterion to consider when selecting a destination is the purpose of the event.  Is this a meeting, a conference, an incentive trip, a convention, etc.?  Naturally, depending on the purpose of the event, different destinations qualify.  A convention requires large-scale infrastructure, whereas an incentive program calls for extensive amenities and destination appeal.  Likewise, participants are more likely to tolerate a long-haul flight to get to a resort destination unlike convention attendees.  Finally, costs are viewed differently when attending a convention vs. a corporate retreat (where the attendee may be expected to bear some of the cost compared to an incentive trip that most often is fully paid for by the company). 

Not all destinations are created equal: The character of the destination must match the nature of the event.  A branding event planned for New York may not fit very well in Omaha.  Tahiti may be perfect for that VIP incentive program, but not for a tactical meeting.      

2.     Demographics

A good event planner must at all times have a clear idea about the makeup of the [majority of the] group.  The destination should always be chosen considering the group.  These questions should help determining how appealing a destination can be for a particular group:   

• Are the participants roughly in the same age group or a mix of age groups?

• Are the participants active or laid back?

• Is the group looking for an extraordinary experience?

• Are partners also attending or is the group limited to employees?

• What is important to the group?

• Does the group prefer an urban or a resort destination?

• If applicable, where did this same group travel to last?

The answers to these and other related questions should go a long way to help with the choice of a destination that is likely to have the most appeal to the majority of the attendees.

3.     Budget

These days, there are hardly any corporations that give an event planner ‘carte blanche’ when it comes to planning an event—even high-end incentive programs have budgetary constraints.  Once again, an astute planner will have to keep in mind some important financial criteria when choosing a destination:

• Does your budget meet the destination’s cost index?

• Is the destination appeal worth the cost index (in the eyes of decision makers, attendees, etc.)?

• Is this trip paid for entirely by the corporation or are participants responsible for a portion of the cost (which affects their view of the destination’s affordability)?

• How sensitive are participants to cost variables at a particular destination (i.e., ‘price elasticity’)?

• How expensive is it to get a group to the particular destination (airfare, etc.)?

• Are all participants coming from one location or multiple cities (which may add to the air fare and ground transportation costs)?

• Does the destination infrastructure meet the corporation’s budgetary guidelines (with respect to hotel, transportation and other ground costs)?

• How does the selected property’s costs compare to alternatives (room, F&B, A/V, meeting rooms, speaker fees, resort fees, etc.)?

• Are there sufficient amenities at reasonable cost to meet the group’s expectations?

• Finally, what is the ROI of your event at that particular destination [compared to alternative destinations]?

The ultimate goal is to strike a balance between the destination appeal and what it costs to have a program there.

4.     Access & Egress

As appealing as some destinations may be, getting there might pose challenges for a group.  Far-flung resorts always sound very appealing until you try to get a large group there from multiple points of origin.  The destination’s arrival/departure infrastructure are critical to smooth execution of your program.  Here are some important questions to ask in selecting a secondary or tertiary destination in terms of geographic location:

• What are airport/seaport facilities like?

• How many flights does it take to get to the destination (for the majority of your participants)?

• What is the frequency of flights to/from the destination (should there be a cancelation or delay along the way, what happens to the group’s planned programs)?

• How good is the destination’s ground transportation system?

• How available are ground transportation means (coaches, sedans, etc.)?

• Does your group need any ADA-equipped transportation?

• How close is everything at this destination (hotel, entertainment, dining options, etc.)?

• Are there any major constructions underway and/or bottlenecks at the destination’s airport/seaport, hotel, roads, etc. that may affect the group’s arrival/departure or movements?

• Weather effect: Is the destination potentially adversely affected by weather patterns (for example, tornados or hurricanes)?

• What contingency plans have you put in place in case of unforeseen weather-related emergencies?

There is a big difference between traveling to a destination privately and taking a group there.  Group dynamics may make a perfectly-attractive sounding destination unappealing once some of these criteria are factored in.  It is important to always keep in mind that even the most relaxed incentive program is not a vacation—neither for you nor for the participants. 

5.     Facilities

A carefully-selected destination should be more than just a nice hotel.  Notwithstanding the fact that in any group there are some participants that rarely wander off the property, more adventurous attendees may wish to explore the destination beyond the property—even at an all-inclusive hotel or resort.  Consequently, as a planner, you have to consider two separate set of issues: The property and how suited it is for your particular group’s needs and what else is available at the destination:

• Does the hotel have enough capacity to meet your group’s needs (bell staff, concierge, housekeeping, etc.)?

• What is the ratio of your total room occupancy to the total rooms at the hotel (you don’t want to be lost in a hotel with thousands of rooms with your VIP group of 20 members of the board of directors)?

• What amenities are available at the property (golf course, tennis, pools, beach access, etc.)?

• What about dining options onsite (restaurants, bars, etc.)?

• How about meeting rooms? Does your group require specific meeting space? Is this an incentive group with no meeting requirements or does the group assemble for periodic get-together on property during the course of the event?

• How family-friendly is the destination (in case participants are allowed/invited to bring along partners or family members)?

• What is available offsite (for dine-arounds, tours, bars, night clubs, etc.)?

• How easy is it for some participants to go off-property (availability of taxis, ground transportation, etc.)?

• What makes the destination interesting or unique for your particular group?

• Is there a language issue (do you need interpreters for your offsite activities)?

In the end, your goal should be taking into account all the variables and finding a destination that meets most—if not all—your critical criteria.

6.     Safety

With heightened security risks around the world, selecting a ‘safe’ destination becomes an ever-more challenging task for event planners.  While you do not want to come across as alarmist, you must remain vigilant when it comes to security risks at a particular destination—which can be a rapidly-changing picture.  The risk factors are not always in terms of terrorism or national security dangers.  Sometimes, they relate to personal safety of the group (for example, the risk of mugging, etc.).  Here are some important questions: 

• What are the risk factors at the selected destination?

• How safe is your group wandering off-property—especially at night?

• If abroad, have you made a note of/contacted your country’s embassy/nearest consulate location in case of an emergency?

• Does your company have an ‘Emergency Plan’ and are you comfortably familiar with it?

• Specifically, do you have an evacuation plan in case of a natural disaster?

It is important to keep in mind that the group’s safety rests with you while on a program—especially if at a far-away destination.  The planner’s role in such cases is elevated far above managing event logistics.  You become the go-to person onsite for a multitude of questions/issues.  Be prepared.   

7.     CSR

Some corporations have stated goals to contribute to the well-being of local communities in which they hold an event.  This can range from insisting on green and healthy meetings to making a contribution to a local cause.  The company policy may dictate selecting properties that are LEED certified.  If the program calls for a social activity, the planner has to get acquainted with worthy causes in the local community that meet the corporate criteria for such CSR activities.  Needless to say, to avoid any possible conflicts, a great deal of due diligence may be required to ensure that the cause is indeed worthy and meets all corporate guidelines.

8.     The Planner’s Views

As event planners, we have a great deal of influence on the selection process of an event destination.  In this process, some planners have more latitude than others.  Some work directly with senior management (for example, the CEO) in choosing a destination for an important event while others have to satisfy a large group of stakeholders (for example, a committee, HR or marketing departments).  As with many other aspects of our jobs as event planners, freedom in selecting a destination could be a double-edged sword [“live by sword, die by sword”].  And unfortunately, it is only at the conclusion of the event that the verdict is handed out.  In the case of a perfectly-run event, the event planner stands to shine.  However, should there be any incident along the way—event if it is totally out of the control of the planner (for example, in the case of a natural disaster)—he/she may be the target of some criticism for selecting the destination in question.  The above guidelines are intended to help you minimize your exposure to criticism—direct or indirect.  While an exotic destination always sounds very appealing, a word of caution: Make every effort to be prudent—and thorough—in your selection process.

Finally, planners work in an interconnected world: If in doubt, reach out to your colleagues in the industry for a second opinion on a particular destination; or, direct the above questions to your qualified event planning company.     

Let the Maxxus Group help you select that perfect destination that satisfies all of the above criteria. 

Team Building and Incentive Programs

One of the common questions by organizers of incentive programs is whether or not to incorporate any “business” activity during the course of a pure incentive program.  Team building is often the “business” activity that comes to mind.  While there are no right or wrong answers to this question, fun team-building activities can in fact enhance the value of an incentive program—to both the participant as well as the company.  The most successful, memorable team-building events need not feel like a day at the office.  On the contrary: They should blend with and augment the value of the incentive trip.    

Team building and incentive programs have one thing in common: They are both the most important investments a company can make.  They are both intended to build trust among employees, mitigate conflict, encourage communication, and increase collaboration. Effective team building as part of an incentive program mean more engaged employees, which is not only good for company culture but also to improve profitability. 

To get the most value from incorporating team-building activities in an incentive program, there are a few ground rules that should be kept in mind: 

1.     Don’t force the corporate stuff

Team-building activities during the course of an incentive program should least resemble the corporate stuff.  No overt reference to company goals or lessons in leadership.  Don’t lose the sight of the fact that the participants have already paid their dues by working hard to meet specific goals and are now being rewarded with the incentive trip.  Team-building activities should primarily encourage spending time together, sharing an experience or working towards a common goal to allow bonding to happen more organically.  One idea is for participants to share their life/personal goals with each other. It’s a powerful way to learn about people and their dreams, as well as to generate ideas for future team-building activities.

2.     Don’t forget the partners

If the incentive program includes partners, make sure any team-building activity you plan for involves partners too.  It turns out that happiness and performance are closely tied together. The objective is twofold:  To improve employee happiness as a result of an incentive trip and also foster bonding among employees.  Partners play a pivotal role in boosting those two goals if they are included in all activities.  To make it purposeful, choose something unique and slightly outside of people’s comfort zones to encourage all participants to come together in new ways.

3.     Take the positive energy back to the office   

Trying new concepts with your staff as part of an incentive program can generate good vibes among employees—both those who got to go to the incentive trip and those who didn’t.  Any team-building activity planned as part of an incentive program should have somewhat of a lasting effect.  The ultimate goal is to take that positive energy back to the office.  Most team-building exercises falls flat because they are often a one-time activity—done and then forgotten. Incorporating team building in your incentive programs is a way to keep the excitement going long after participants return from the trip. The challenge is creating opportunities for the returning participants to spread the positive energy among all employees by connecting and interacting with one another in more meaningful ways, outside of regular meetings or corporate interactions.

How do you know you’ve got team building correctly blended into your incentive program? If there was laughter, a sense of excitement, accomplishment and togetherness, and maybe a few Instagram moments, you’re definitely on the right track!

The Maxxus Group is a leading international event planning company with unique set of expertise in planning incentive programs or state-of-the-art team-building activities or both.

How to Hire the Best Event Planning Companies

There is no unanimity about whether or not to hire an event planner for your company’s important upcoming event.  Some corporations work with an event planning company for all their events while others hire an event planner on an ad hoc basis.  Some even try to do it on their own.  If you choose to work with an event planner, selecting one need not be a daunting task.  Follow these important steps to secure the services of a competent event planner—and to ensure the success of your event(s).   

Event Objectives

One cannot help but think of the famous expression from Alice in Wonderland, “if you don’t know where you are going, any road will take you.”  Without clearly-enunciated objectives for your event, any event planner should do.  Event objectives are not just intended to keep the event planner on track, they are the roadmap for your entire corporate team to stay focused.  Many corporations often fall in the trap of thinking that hiring an event planner starts with a budget.  A good event planner will quickly remind you that unless you go through the discipline of formulating specific objectives for your event, it is unlikely that you will end up with a satisfactory result.  In this important phase, a good event planner will guide you to answer relevant questions about who, what, where, when, why and how.      

Once the thread of a common objective for the event appears, it’s time to zero in on an umbrella theme for the event.  Here, your event planner can help you with your messaging strategy and activities that can be tied together with that common thread and determine the internal and external resources needed to accomplish the identified goals.  It is only then that your event planner can come up with a realistic budget for your event—from lodging, to venue rental, catering, speakers and entertainment, décor and transportation, etc. 

Reputation & Experience  

Unfortunately, the barriers to entry in the event planning profession are non-existent or minor.  Consequently, there appears to be a proliferation of many with little or no experience calling themselves event planners, making the job of selecting a reputable one very difficult.  Good event planners will have a roster of clients and milestone events they have put together.  Ask for references and check out the candidates’ previous work.  In particular, pay attention to the planner’s creativity in his/her other work.    

Proposal

Once you have narrowed your list to just a few event planning companies, ask for a proposal containing all the elements that you require for your event.  This is an opportunity for the event planner to shine and to demonstrate their ability to embrace your event objective(s) and put forward not only creative solutions but also realistic ones bearing in mind your budget. 

Interviews

As a final step in selecting your event planner, schedule an interview (face to face or remotely) to have a better “feel” for your possible candidates.  Ultimately, there has to be a chemistry between you—and your corporation—and the event planner.  Consider the fact that for the duration of planning and rolling out the event you and the planner will be working closely and for extended hours.  It is important that you can establish a mutually-enjoyable working relationship with your chosen planner.

These are only a few of the criteria that can help you determine whether or not you need an event planner for your next company event, and if you do, how to select the best candidate for the job. 

As an event planning company, GMS has been in business for over 20 years.  We welcome the opportunity to share the wisdom we have gathered over the years with our existing and prospective clients.

The Cure for Employee Burnout? Incentive Travel

Have you ever wished you had more vacation days? Most of us probably have, which is why it’s surprising to find that there are many people who not only have trouble using up all their vacation days, but actually refuse to take any days off at all.

Find it hard to believe? Well, many offices have at least one person like this. Research has found that in the U.S., about 15% of employees have not taken vacation in the past year. 

There can be several reasons why employees feel the need to skip their vacations: hope of advancing their careers; fear of returning to a backlog of emails and work; the increase in self-esteem that comes from feeling needed at the office; or the perception of “taking one for the team” by letting others go on vacation instead.

But in the long run, many of these people eventually see the negative effects that come from nonstop work. The lack of time away from the office becomes damaging not only to their own health and personal lives, but also to their relationships with others.

Employers are realizing too that nonstop work for their employees is damaging in the long-term to their productivity at work.

It is apparent that some employees are in desperate need to get away for a while. In fact, according to this Wall Street Journal article, some employers are even offering cash for employees to take their vacations. They realize that when their employees return from their vacation, they come back refreshed and even more productive than before.

Wall Street Journal’s Work & Family Columnist Sue Shellenbarger had the chance to talk to some employees who had not taken time off in years and were finally allowing themselves to take a vacation. Even though it took them a few days relearn how to enjoy their time off, every single one of them saw the benefits. By the end of their vacation, they felt better and got a fresh perspective on things.

Incentive Travel: A Win-Win

In light of these findings, what might be an even better option than cash is to offer incentive travel. Incentive trips can take the stress off the employees who are fearful of taking vacation, because a company-sanctioned trip allows employees to freely relax with their spouses, families, and colleagues. It also helps them forge and build on relationships with their colleagues and leaders, outside of the pressures of the office.

This helps increase the health and wellbeing of employees and improves their personal lives and relationships. And with employees feelings well-rested and renewed after the trip, it’ll sure help them be even more productive, which in turn is a valuable benefit for everyone.