2018 INCENTIVE
TRAVEL PLANNING GUIDE
TOPÂ 10Â CONSIDERATIONS WHEN SELECTING AN INCENTIVE PROGRAM PARTNER
1. Does the tour operator actually operate its own programs, or does it subcontract them to another ground operator?
Yes. Entering our 22nd season, Classic Journeys is an award-winning tour operator that has been recognized for the quality of our programs by a wide range of the best travel publications in the country, including: Travel + Leisure Magazine ("#1 World's Best Tour Operator"), National Geographic Adventure Magazine ("Best Adventure Travel Companies on Earth"), Forbes Magazine ("Best of the Web" and "Luxury Walking Favorites"), and Saveur ("#1 Culinary Tours"). When you partner with Classic Journeys, you can rest assured that you are choosing an established and respected name in the travel industry for your VIP programs.
2. Is there a dedicated team and contact person at the tour operator assigned to your company?
Yes. Classic Journeys, we'll assign a team of colleagues dedicated to you. That team will include a tour operations manager (the face of Classic Journeys and your company to our hotels, guides, and all colleagues in country), a guest services coordinator (the face of Classic Journeys and your company to your VIP clients), a documents specialist, and our company president Edward Piegza.
3. Will the tour operator develop a timeline with us so that all important decision dates, launch dates, reservation dates, and program dates are listed along with who is responsible for each? Yes. From the outset, we'll identify your key dates, advise you of important dates on the operations side for land and air arrangements, and create a clear timeline for everyone to reference.
4. Can our clients reserve the trip in a seamless manner that is branded to our company and puts minimal impact on our staff?
Yes. Classic Journeys will create a custom web portal on the Classic Journeys' web site dedicated to your incentive program. That site will have a registration page that links seamlessly to our database for collection of attendee information as they are reserving, a trip details page so that attendees can reference all information relevant to the program, a flight details page so that attendees can see clearly the group flight information and any relevant options for deviations, an optional activities page where they can see other activities for which they can reserve that will allow them to customize their time, a waiver and credit card page so that they can confirm that they are traveling with you and release your company from liability, and an "Email your questions" page so that the attendees can contact the Classic Journeys guest services coordinator to ask any questions they have.
www.classicjourneys.com/incentive-travel
5. Can the tour operator arrange group air to and from the incentive program? Yes. We can arrange for your group air for all attendees to and from your chosen incentive program destination. Your attendees and staff do not have to worry about air travel logistics.
5. Can participants deviate from the group flights? (Aka, What is if someone wants to go early or stay on after the program? Or, upgrade to business class?)
Yes. A limited number of 'deviations' are allowed from the group flights. This varies from airline to airline, but in general each airline allows some percentage of deviations on either the front end, the return or both. In addition, a limited number of upgrades are available on the group flights. This varies from airline to airline, but in general each airline allows some percentage of upgrading allowed for a supplement cost.
7. Does the tour operator have its own personal on site during the program?
Yes. While with some tour operators there are only zero, one or two staff on the ground, Classic Journeys will have four people or more on the ground. This allows our team to manage all operations in the best manner possible. This team will include but not be limited to our exceptional local tour leaders, as well as a tour operations manager from our main office.
8. Does the tour operator allow for substitutions of clients on the program? And until what point?
Yes. With Classic Journeys, you will be allowed to make substitutions on the land program until departure on a one for one basis. Air substitutions varies from airline to airline, but in general each airline allows some substitutions with a minimal change fee until very close to departure date.
www.classicjourneys.com/incentive-travel
9. Does the tour operator provide exclusivity of its services?
Yes. Classic Journeys seeks to develop a deep and broad relationship with your company as we do with our other clients in incentive, affinity, and alumni travel. To that end, we do not look to control a market. Instead, we work to become a trusted vendor and partner. And that means that in any year in which we are operating a program for you, we will not accept an assignment from any competing companies in your market. You have exclusive access to our expertise.
10. Does the tour operator have experience creating ‘aha’ moments that that result in a ‘wow’ factor for its clients?
Yes. Classic Journeys specializes in ‘aha’ moments. From arranging for a private dinner at the Angkor Wat temple complex in Siem Reap, Cambodia; to creating a professional fireworks display on a private island in Croatia; to chartering a historic yacht for a sunset cruise; to even buying out the Vatican! Our goal is to make our clients look great, and to leave the participants with a sense of “We could not have done that on our own!”
WWW.CLASSICJOURNEYS.COM/INCENTIVE-TRAVEL
CASE STUDY #1
LUXURY IN THE TROPICS A HIGH-OCTANE ADVENTURE IN TAHITI Tahiti. The word evokes visions of an island paradise. With 118 islands boasting high mountain peaks, coral reefs, turquoise-blue lagoons, and white sand beaches. It was the perfect location for an incentive program. Our station-client wanted to increase year-over-year spend. This high-octane group did not want to have a lot of down time. We spent time on our own private motu, went backcountry land cruising, swam with sharks, and competed with teams in our very own survivor games.
GOALS: • Generate significant, increased media spending from top tier clients in their market • Produce measurable and positive return on investment in the incentive program for client • Focus media spending at the station instead of spread across multiple competitors in the marketplace
The group bonded over outrigger canoe races, hikes and luxurious dinners under a star-filled sky.
WWW.CLASSICJOURNEYS.COM/INCENTIVE-TRAVEL
CASE STUDY #2
VENICE & CROATIA A WEEK FILLED WITH OVER THE TOP EXPERIENCES Our media client wanted an incentive program that was different than anything else their advertisers had previously been offered. We curated a one-of-akind incentive trip from over-the-top Venice to stunning Istria. The week was highlighted with truffle hunting, wine tasting, cruising on historic wooden sailing ships at sunset, and taking over an island for a 5-star gala, complete with an opera singer and private fireworks display.
HIGHLIGHTS: • Celebrating with a masquerade themed party in Venice • Gliding through Venice on private gondolas • Exploring a 6th century basilica in a 2,000-year-old Roman village • Seeing historic Rovinj in the best way—in the company of Croatia’s #1 guide • Watching fireworks from a private island • Enjoying wine and olive oil tastings with experts
WWW.CLASSICJOURNEYS.COM/INCENTIVE-TRAVEL
CASE STUDY #3
LUCK OF THE IRISH BUILDING RELATIONSHIPS IN IRELAND We were commissioned by a TV station that had not sponsored an incentive program in 20 years and wanted to take their key advertisers to Ireland. We curated a program that brought the group together with more than a bit of Irish culture, music and good times. The result: Prior to the program, the GM was having difficulty even scheduling lunch with key advertisers. After the program, the GM and advertisers' families have taken their relationships to new levels, including making homemade pizza together.
INCLUDED ACTIVITIES: • Singing and dancing at an Irish pub with traditional music. • Cruising across fabled Killarney Lakes • Exploring 15th century Ross Castle • Visiting with artisans at a Victorian mansion • Walking the Old Kenmare Road, pedestrian-only since 1860 • Exploring the Victorian gardens and estate at Dereen • Visiting with a peat farmer
WWW.CLASSICJOURNEYS.COM/INCENTIVE-TRAVEL
CASE STUDY #4
CONNECTING IN COSTA RICA
Increasing ROI through branding and engagement Our client was experienced in incentive programs, but their most recent offerings left their sales team and advertisers forgetting what they had even done on the programs. The result was very little credit given to the station by advertisers for underwriting an incentive program and a consistently declining ROI on the programs. Classic Journeys conducted a full review of the station’s prior programs, and identified the cause of the flat responses and declining ROI. It was not that the station was picking poor locations or not spending enough on the programs. Instead it was canned, off-theshelf programs that their Destination Management Company suppliers were operating for them. Typical offerings included a standard first night dinner, 4-5 nights at an all-inclusive resort, and a final night gala. Our programs set out to impress with a zip line ride at Witch's Rock, whitewater rafting the Tenorio river, and a private catamaran ride to waters perfect for snorkeling.
AHA MOMENTS: Day 1 – Brand all activities with high quality flags, signage and other swag so that participants were reminded who was providing those memorable experiences Day 2 – Significantly increase social media engagement from sharing photographs of participants during all activities Day 3 – Use custom invitations delivered in room daily to excite the participants and retain as quality mementos of the trip Day 4 – Make first and last night gala dinners themed to include the station letters, along with specialty drinks and decorations Day 5 – Create and send a series of station-branded emails leading up to the departure date to excite participants about included activities and events
WWW.CLASSICJOURNEYS.COM/INCENTIVE-TRAVEL
EXCELLENT BASED ON 156 REVIEWS
97.15 RATED
OUT OF 100 BY TRAVEL + LEISURE
CLASSIC JOURNEYS DELIVERS LASTING MEMORIES We employed the experts at Classic Journeys to help us deliver a travel experience for a group of some of our most valued and appreciated customers. We have done these trips in the past with other travel firms and they were quite successful. However, the experience that Classic Journeys imagined and delivered was in an entirely different league. I can tell you the names of the destinations of the past trips, but I can ' t seem to recall too many memorable experiences. In contrast to those past trips, each day and the many new and exciting experiences shared together by our clients and our staff on this Classic Journey trip will provide lasting memories. Relationships were strengthened and new friendships were formed. The firm ' s luggage tags read " I am a traveler, not a tourist. " If you are getting ready to plan a trip where the experiences are as important as the destination, you should consider traveling with Classic Journeys. " "
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2016 INCENTIVE TRAVEL CLIENT