Agree an owner and due date for each task. Keep qualifiers and guests on the traveler list, and confirm the policy before sourcing hotels.
01 Before you request a proposalWrite the purpose in one sentence. Set the qualification rules and when the list is final. Decide the guest policy. Pick a travel window and number of nights. Set a budget ceiling, what it covers, and who approves it. Ask Finance how the trip will be treated for tax. 02 Resort and contractCount private rooms and bed types, not beds. Ask whether it's a buyout or a room block. Review attrition, release dates and the F&B minimum. Map deposit and cancellation dates. 03 TravelersCollect names exactly as on ID, flights, dietary, access and emergency contacts for qualifiers and guests. Send the rooming list by the cutoff. Build transfers from the flight list. 04 Before departureSend each traveler a packet: flights, transfers, schedule with the must-attend moments marked, dress code, what's covered, the tax note agreed with Finance, and one contact number. Agree a weather backup for anything outdoors. 05 After the tripReconcile invoices against the quote. Send thank-yous and photos. Note what to change for next year's qualifiers. Room-block attrition and release dates
Download the checklist and traveler tracker (XLSX)
Incentive trip budget calculator ↗ Incentive trip itinerary template ↗
