Incentive Events Tutorial
This ‘tutorial’ is intended to help you prepare a rough plan for your event. You can add your own specific details where you feel you need them thereby ensuring you don’t forget any important details. Next steps in the process, as listed below, will also be supplied by us, along with our offer.
Conception and Budgeting
This is the initial phase, where the requirements of the client (you) are being laid out and matched to the allocated budget. Travel requirements are being researched to make sure that all targeted participants will be able to reach the destination easily and in good time. The conception will include some research and will result in a plan that includes a preliminary programme. The outcome of these initial preparations and the budget will be important for the next step.
Programme and Venue Search
Based on the information you give us during the conception and budgeting phase, we will start to search for suitable locations and a programme to fit your budget and requirements. The results of this work will be optimised if you have the concept and funding ready in a reasonably advanced timeframe. ‘Reasonable’ will depend mainly on the amount of participants; the bigger the event the longer the time needed to prepare everthing.
Possible Hotel and Conference Venue Search
When arranging a company or incentive event, you will nearly always need accommodation and some kind of meeting facility. The details for this process can be found in the ‘Meetings and Conferences’ tutorial.
Site Inspections and Decision Making Process
In this phase the offers made by us will also be inspected by you according to your concept plan. Based on your findings you might want to consult with us again once you have considered what we have offered. We have local and event experience so we can direct you to the best possible outcome depending on your ideas and goals. If you want to view venues and locations for yourself, we do offer site inspections. Not only will we take you and show you all the venues that would be suitable for your event, but we will also ensure you have all the materials required to make sure you don’t overlook any important points related to your concept/programme. A site inspection is normally free of charge when a booking is subsequently made. If you decide not to book with us, we will charge a fee to cover the costs of a site inspection/consultation/advanced hotel booking etc. We see this as only fair because our services are professional and represent good value for money.
Bookings
This is the time for you to make a decision. Once having made your decision regarding the venue(s) and/or programme and having informed us about your choices, we will prepare and send you a contract(s). In addition, other paperwork will be sent with all the details and prices for the booking clearly itemised.
Further steps in our tutorial are:
- Announcements
- Other arrangements
- One month before arrival
- Half a month before arrival
- Before you leave your office
- Arriving at the destination
- Event program day(s)
- Post event meeting
- Back in the office
Cities we offer our services in are:
Prague Budapest Vienna Berlin
