Trying to find an incentive for groups who have been everywhere is often a meeting planner’s headache. Keeping it fresh, exciting and under budget can be quite challenging. Plus, what can you offer as an incentive that they couldn’t book for their own vacation?

After they’ve been to the larger cities, seasoned travelers are often intrigued by insider’s access to popular destinations – off the beaten path. Private, customized events held in the backdrop of well known cities carry that “wow” factor and are a great incentive. 

An Affordable Alternative

Surprisingly reasonable in cost, from Europe, to China and Egypt, river cruises bring visitors to the heart of their port cities, often within walking distance from all the main points of interest. In Europe, many regional cruise lines offer a variety of cruise experiences and levels of luxury. And a 4 or 5 star river vessel with all inclusive gourmet dining is a fraction of the cost of comparable hotels nearby – where dining is not included.

Recently the Landry & Kling team planned a week-long cruise along the Danube for the twelfth annual Chairman's Council incentive trip for a high-end insurance group. An international group of repeat top performers, they had been everywhere, so the Danube was different and exciting. 

Ever had a group like this one? Talk about needing it all! 

This group came from everywhere, wanted to be together, but wanted their own time apart. Wanted to see everything, but had already been on so many tours, they didn’t want to do “regular” tours. Wanted exclusivity, but wanted to be in the heart of what’s going on. And they loved to shop. Add to that, the number of qualifiers exceeded the space originally held. PLUS, new procurement concerns on the corporate level mean budget was a big factor.

It all came together beautifully. Here’s how:

The 150 attendees came from Europe, Asia, the United States, and Middle East (think- a large assortment of passports and visas.) Our client created an intimate, highly customized program, in a cost effective environment, that literally floated up to the door-step of their office in Bratislava. Another desire our planner had was to offer unique activities to create a bonding experience across all cultures, while providing allowances for specific cultural traditions, menus and preferences. Plus, a program that would “top” the programs from previous years. Oh, by the way, did we mention that mid-way through the planning process, the group’s size increased significantly going from 90 original attendees to a second departure date for the 60 additional qualifiers.

Solutions for Everyone

Landry & Kling worked with the meeting planner to get to the core of what would make this a successful program, not only in the eyes of the Procurement Department, but also among the participants. We identified an itinerary and vessel that would have universal appeal – the luxurious River Cloud cruising the Danube River to Budapest, Vienna and Slovakia. We also created a theme for the cruise that also crossed all cultures – Music. Custom excursions included a Picnic Lunch in Sissy’s Garden at the Hofberg Palace in Vienna, Wine Tasting with regional selections, visit to the renown Gellert Spa (in Budapest, Dinner in the Vienna woods, and Waltzing on the Danube.

A full ship charter provided the planner complete control and the ability to fully customize the daily itinerary, the activities and menus. Attendees had one-on-one access to the chef and could create completely customized individual menus for their own specific needs. Because the River Cloud docked in the heart of each of city, provisioning of any necessary menu items was easy for the ship’s crew. Adding a second program on the same ship one week before the originally scheduled charter gave the overflow group the identical experience without a lot of additional planning. 

Budget controls for this European event was easy. Negotiating the charter and tours in advance with the cruise line meant our client paid in U.S. dollars, the same as they had contracted a year ahead.

PROGRAM RESULTS:

·      Careful planning eliminated any cultural hurdles and left room for the guests to interact on a very personal level, bringing them together in a way that surpassed previous incentives.

·      Attendees who had always felt like the “exception” on previous programs, were made to feel catered to, without creating an unreasonable burden on planners or ship’s crew.

·      The choices of select Eastern European ports in the itinerary were rich with culture, at a comparatively inexpensive cost.

·      Customized tours, pier events, cultural immersion and creative cost-effective events utilized the appeal of the destination, in addition to food and beverage, to make the events successful. 

·      The attendees rated the program the most successful ever.

Want to find out more about river cruises, itineraries and pricing? Contact us at 800-448-9002 or e-mail Marisela Guanch mguanch@landrykling.com.