The entire business world has been turned upside down and it is consequently time to look at a lot of old ideas and question them. One misconception that many people have is that cruises are only for personal pleasure. Au contraire mon frère, cruise meetings are certainly in style these days. Consider the following reasons:
Not everyone in the office can get the big promotion and the corner office, but that does not mean that there are no other rewards to dole out to encourage performance and loyalty. In fact, some of those rewards can be tax deductible while simultaneously offering an immediate and direct benefit to the company, such as incentive travel where meetings or other events are part of the plan. Here’s how it works:
Any company considering leveraging incentive travel effectively needs a quick crash course in psychology. This is true whether the recipient is an employee, client, partner, supplier, or even a friend in the government. Psychologists refer to the rule of reciprocity when talking about gifts that are given without any strings attached, and that is arguably the best way to offer incentive travel. Don’t believe it? Read on…
Psychologists and sociologists agree that societies revolve around the rule of reciprocity, which states that a recipient of a gift is effectively indebted to the giver. One good turn deserves another, or so they say. This rule is ingrained so deeply in our minds that it is impossible to get out. Don’t believe it? Think of how Hare Krishinas make their money, and realize that they have hundreds of properties and centers throughout the country, and thousands throughout the world all funded on donations given to people that are generally regarded as annoying. How did they become so wealthy despite being nearly universally avoided and disliked as beggars? It is because they offer flowers or trinkets before asking for donations.
This same force can work for companies that offer no-strings attached incentive travel. Workers will feel indebted and become more loyal and productive, partners may start offering better deals, that friend in the government may be willing to repay the favor someday. Generosity has its perks, so be sure to make travel incentive a no-strings attached deal for the best results, even if it seems counterintuitive.
Group cruise planners may seem like the life of the party, but they can also be overstressed and overworked. The job isn’t as easy as it looks, it involves a lot of planning and it seems as if everyone else on the whole boat gets to have fun but the group cruise planner! A little common sense would suggest that there might be an opportunity to make friends and reap rewards, so here is some advice on how to turn a group cruise planner into a cohort:
Amidst all the logistics of planning a meeting, it’s easy to forget the impact the start and end has on the meeting as a whole. Below are a few simple tips you can use while planning to make sure your next meeting is as successful as it can be.
To ensure the meeting begins on time and participants have the needed resources to start immediately, you can:
• Develop an agenda a week in advance and send it to participants. • Ask participants to review the agenda and encourage them to add anything missing so all key items can be addressed. • Confirm the meeting’s time and location with participants the day before. • Establish a firm start and end time so everyone gets down to business faster and knows when to wrap everything up. • Choose an unusual time like 2:05 to improve punctuality.
The ending of a meeting is also very important, because it’s the way a meeting concludes that solidifies the ideas offered and decisions made during the discussion, which leaves participants feeling productive and satisfied. Here are some things you can do:
• Establish clear wrap-up procedures including a conclusion and summarization of the items discussed. • Have a timekeeper that signals the time a few minutes before the end. • Set a deadline for reporting back and follow-up.
When planning a group cruise for a meeting or corporate event, you may be wondering how to customize the event to make it more memorable. Here is a sampling of ideas for customization whether you are booking for a group, half ship or full ship charter.
Pre-cruise promotion: • Customized informational booklet detailing what participants need to know before they board • Descriptions of ports and shore excursions with advance registration forms
Sailing accessories: • Zippered document pouch with logo • Neck pouch with logo to hold the ship’s ID card • Name badges with logo
Day of sailing: • Private “bon voyage” brunch prior to sailing • Customized pier décor such as balloons or banner • Private onboard reception with open bar and live music
Compliments of the ship: • Private workroom with Internet access • Welcome letter in each attendee’s room signed by ship’s Captain • Complimentary group photograph
Program enhancements: • Gift certificates for spa services • Exclusive shore events with private transfers
Half-ship charter: • Negotiate exclusive use of the dining room and show lounge • Daily newsletter printed on program or company letterhead
Full ship charter: • Bridge reception hosted by ship’s Captain • TV channel displaying program agenda or video of the day’s activities • Daily onboard activities scheduled around meetings
For more ideas about how you can customize your cruise event, visit Seasite.com.
If you want to book a meeting at sea, instead of at a hotel, here are some differences between the two venues that you should be aware of.
Arrival time: It is common for meeting and event planners to arrive at a hotel a day or two before a big event, but with a cruise ship you can arrive an hour or two before the meeting participants.
Reserving rooms: Unless you charter a ship for your group cruise, you will need to coordinate with the cruise line in advance to secure the meeting space you need on the day and time you need it. Otherwise, another group may already be using the space.
Saving money: The cruise ship includes things like AV equipment and themed décor, so you do not have to budget for these items separately like you do for a hotel. You can either keep the extra cash or use it to offer incentives or fun activities, such as additional onboard amenities or shore excursions.
Promoting differences: A cruise ship offers different options than a hotel, so you can advertise these when promoting the trip. For example, you can mention that participants choose from a vast menu for all three meals, or that there is a wide range of activities available, or that participants will be able to visit several different destinations without extra packing or travel hassle.
Last minute planning is always a no-no, but sometimes it is unavoidable. Unfortunately, some bosses drop last minute meetings on their meeting planners and expect everything to be ready. Here are four tips to planning a last minute meeting without it turning into a debacle:
• Anticipate – Record the times and locations of every meeting as well as other related data. If it looks like the powers that be seem to like Friday afternoon meetings with deli snacks, then you should know what is coming without being told. To this end, keep all relevant supplies and coupons stocked, and favorite restaurants that deliver on speed-dial. • Take imitative – You do not necessarily have to wait to be told about meetings in every case. It is usually acceptable to ask about meetings unless you have been expressly directed not to do so. • Check schedules – Are the powers that be showing open schedules are the same time? If so, this might be a clue that a not-so-surprise-to-them meeting is getting set to be dumped into your lap at the last second. Now you have some warning! • Have a to-go kit ready – Do meetings require certain tools or props? If so, keep all these props in a suitable to-go bag and have it ready 24/7. This will give you more time to get everyone into the meeting room and you will spend less time getting yourself prepared.
Flying can be a real hassle. Not only can flying be more trouble than it is worth, but it can also be very expensive. When businesses have to factor in the cost of round-trip airfare into their incentive travel budgets, they often find they have few resources available to plan exciting entertainment and dining options for travel participants. Because airfare often requires a large percentage of the travel budget, businesses are often faced with the task of making the remaining funds stretch as much as possible. When planning incentive travel, consider an incentive cruise as a reasonable, affordable, and thrilling option with no flying required.
While participants of an incentive cruise do have to get to port, a number of these ports are located within a five hour drive of many of the major cities. At least 50 percent of the population of the U.S. is within a 5 hour drive of a cruise ship's port. Since a ship charter can cost up to 40 percent less than a land venue, such as a hotel or resort, businesses will not have to worry about making their budgets stretch. Exciting incentive travel can be accomplished without having to pay for expensive airfare or deal with the headache of flying.
Because cruises exude luxury, many businesses mistakenly believe that incentive cruises are beyond their budgets. Many may not even consider a cruise event or ship charter as a business incentive due to the “cost” of the cruise. However, incentive cruises are really no different than other forms of business incentives. For example, the cost to secure accommodations for a group at a hotel can range significantly. Some hotels and resorts are much more expensive than others. This same concept applies to cruise events. When businesses opt for meetings at sea, the business can find a price point that will be right for them.
The type of cruise a businesses chooses should be based on the needs of the company as well as the participants. Businesses rewarding a few employees with a business incentive such as a ship charter may desire a more luxurious cruise, while businesses treated hundreds of employees to a cruise event may opt for a more basic cruise package. Not only can a cruise easily fit in the budget of almost any business, but an incentive cruise can be very motivating for employees. Even when businesses have a price point to meet, they should still consider an incentive cruise as a viable option.