Frisco, Texas Travel Agent
Who Needs Lead Time?
I work with groups all the time and one of the things I can usually count on is that there will be a lot of "lead time". Wedding groups are planned many months in advance, as are family reunions and cruise groups.
Incentive groups, however, sometimes not so much.
I have a couple of companies that I work with each year that plan their incentive group with little or no lead time! I totally understand why this is. They don't know if there is going to be an incentive group until they have determined if the company had a good year. They must wait until all accounting is done and final reports are in, and if they had a good year (which they always do), then they're going to plan an incentive trip.
The decision is usually made in January and they'll usually want to take the trip just a couple of months later! Thus starts a frenzy of activity where we figure out where they're going, figure out what hotels even have available space, figure out what kind of accommodations they will have, figure out and arrange for meeting space, transfers, all kinds of things.
There are contracts, payment deadlines, hotel requirements, airline requirements, and all sorts of things that make up an incentive group. To do it with short notice takes a lot of coordinating between me, my company contact and the various travel providers but we manage to pull it off each year. The cooperation of our travel suppliers is invaluable in getting space and getting good prices, and in allowing us the time we need to get everything in order to assure a good trip.