A peek into the organisation of a successful inspiration trip!
It is with great pleasure that I, Rosa Romero, as project manager at goMICE, create and organise several special group and incentive trips annually. One trip that recurs every year is for a long-standing client from the Food industry. The trips for this client are intended, on the one hand, to discover the latest trends abroad and gain inspiration, and on the other hand, to take a look back at the past to re-package good and useful ‘old elements’ so they are not lost.
Visiting various inspiring restaurants, such as the one above, is essential for the client during this trip.
Customer requirements & assignment
Travel, networking, stimulating the senses, tasting, enjoyment, and shared experiences are highly valued by this client. One time they are looking for a hip and trendy destination, while the next trip goes to a more charming and classic destination, where the power of craftsmanship is palpable.
I always listen closely to our client's starting points; this year too, the brief was clear:
300 people need to travel together, preferably on a flight that goMICE exclusively books for this occasion, as flight times need to align well with the local programme. The entire group should preferably stay in the same accommodation and, not insignificantly, it must fit within the set budget. One thing is still missing: which destination?
Preliminary phase & destination
Following the inventory of the assignment, I will create an action plan, which I will discuss in a brainstorming session with the team. The action plan will include, among other things, the project's approach, deadlines, budget, and other ideas. A buddy project manager will also be assigned to me, who can immediately address urgent matters in my absence. This time, I am starting the search for the perfect destination with a list of 14 destinations. Which destination will prove to be most suitable this time?
Method
I am looking up the flight schedules for both scheduled flights and charter aircraft. Of course, I will also check alternative modes of transport to the 14 different destinations and request availability. In addition, I will search for suitable accommodation, so that we can present multiple options. As soon as our client has made a choice, the next phase begins: preparing the trip, posting options, drawing up contracts, confirming bookings, inviting participants, undertaking inspection trips, following up on deadlines... The countdown to another fantastic Trend tour can begin!
Supplier agreements and the power of negotiation
goMICE is part of the international organisation Uniglobe Travel; We have sharp contracts with our suppliers worldwide. Furthermore, our strength – the power of negotiation – is crucial in offering our customers the best deal. I love negotiating, so please challenge me to secure the best deal for your next group trip too. 😉
Before, during and after the trip
In the months leading up to the trip, I have more and more frequent contact with our client. All the ins and outs are discussed and the final details are ironed out. Everything is ready, checked, double-checked... At the airport, my colleague and I welcome the entire party. During the trip, I am always on standby, ensuring everything runs smoothly and looking for opportunities to add extra experiences or service. After the trip, I always schedule an evaluation meeting with my contact person, and we're already thinking about new ideas and plans for the next trip.
Finally
Every year this is an amazing assignment! I consider it an honour as a dedicated project manager to be able to get stuck into great projects for this client. I look forward to it every year to be able to realise an unforgettable inspirational journey for this client!