When companies contact a meeting planner to assist them with incentive travel, there are several things that the meeting planner must know to ensure a successful trip. Many times, the company has not even considered some of the most basic elements that the meeting planner needs to plan incentive travel. In order to plan an incentive program that will right for the company, the company and the meeting planner need to know the ultimate goals of the incentive travel as well as the company budget. Companies usually have an idea of their budget, but concrete goals are sometimes lacking. Knowing these goals will be essential to incentive travel planning. Once these crucial details are determined, a meeting planner can begin designing and preparing an incentive travel itinerary.

After goals and budget have been established, a meeting planner will make a recommendation regarding the location of the event. Once the location has been approved and confirmed, a meeting planner will be responsible for negotiating a competitive travel package for the company. When a satisfactory package has been secured, a meeting planner will then begin planning events based on the company's incentive travel goals. A meeting planner will assist the company in facilitating all aspects of the trip.