There is an old expression that suggests that killing two birds with one stone is wise, even if it does sound a little graphic. In the modern era a business equivalent of that translation might be offering top employees the chance to go work on an all-inclusive cruise. Here’s how it works:

• Many companies are now hosting meetings at sea, and that in turn means that companies usually need to have staff members and some of the top brass on the trips. Who better to bring than some of the company’s better employees?
• Choose better employees with a contest that uses set metrics to determine who gets to go and who gets runner up prizes. Runners up should get something reasonable to keep them motivated.
• Make sure to let different departments compete for spots whenever relevant but setting up different departments to compete for spots might be more difficult because it is almost certain to cause some complaining. Department A feels that the metrics they have to live up to are actually more difficult than they feel Department B’s metrics are. Not surprisingly, Department B feels that same way about Department A’s metrics. Avoid this by giving each department a set number of seats or slots.
• Remember that corporate travel expenses can generally be written off so long as they are working trips, so make sure to get proper receipts for the accounting department.

Incentive travel planners are well aware of the many reasons they must keep a watchful eye on the costs associated with incentive travel programs. The company paying the travel expenses will naturally require a detailed list of expenditures and will have a budget that you must stay within, as well as greatly appreciating your efforts put towards saving money without losing quality. However, with all of this emphasis placed on how much incentive travel packages will cost the company, it can be easy to overlook the expenses that the participants will incur.

In some cases, this may be an insignificant detail that does not affect the participants’ ability to enjoy their travel award to the fullest, but for some incentive travel winners, the costs involved may prohibit them from taking full advantage of this opportunity – or from participating at all. It is one thing to arrange a luxury vacation for well-compensated executives who can afford to indulge in room service for every meal at high-end resorts, but it is quite another to arrange a satisfying travel package for hardworking salespeople or staff members who may not have high salaries.

Incentive travel planners should keep this in mind when selecting destinations and would do well to do a bit of basic research on area prices to ensure that affordable meals and entertainment options are available.

By its very nature, incentive travel should have an air of luxury and absolutely must be enticing in order for it to function as an incentive. It simply cannot be a run-of-the-mill trip that the potential participants could easily throw together themselves. Incentive travel packages must be memorable, meaningful, perfectly planned and expertly executed.
That being said, incentive travel planners are under increasing pressure to cut costs and deliver travel packages that fit into new, reduced travel budgets. As they struggle to meet the demands of their supervisors or client companies, while staying within budget, incentive travel planners are now constantly looking for ways to lower travel expenses. The trick is to find ways to cut costs without cutting corners.

Here are some ways that travel planners are adapting to the changes that have come with this economic downturn:

1. Opting for all-inclusive incentive cruise
2. Choosing lower-cost domestic and international destinations
3. Opting for lower-cost food, beverage and hotel choices
4. Planning more free time into the travel schedule, as opposed to offering multiple planned activities
5. Reducing the number and cost of pillow gifts, or cutting them out completely

When determining the best way for you to cut costs without cutting corners, keep in mind that a lower-cost destination choice coupled with upscale pillow gifts and luxury amenities will deliver a more memorable, enjoyable trip, as compared to opting for a stripped down travel package at a high-end destination.

Parallel to an overall cultural shift towards buying local and taking local vacations, many companies are also shifting towards planning meetings closer to their headquarters and forgoing high profile resorts and hotels. There are multiple reasons for meeting locally, as well as a number of benefits that may not be immediately recognizable, but can serve your client companies well. As a meeting planner, you need to be aware of this shift and anticipate the needs of your clients as they take steps to save money and time by moving their meeting locations closer to home.

Opting for more affordable options that offer a good value for their money, including well-equipped meeting facilities, necessary amenities and lower transportation costs, allows companies to hold meetings, complete trainings and achieve their goals while spending less time and money doing so. The time saved by hosting a meeting at a drive-to location allows more time for completing tasks and doing business, and assists companies to stay within their budget during difficult economic times. By selecting smaller, nearby cities that are within driving distance, companies can also significantly lower their travel expenses, making their meetings more cost-effective.

Meeting locally can also offer excellent image management opportunities by showing that the company is supporting local businesses and vendors, particularly if you make it a point to ensure local catering and other services are used whenever possible.