The importance of diversity, equity and inclusion has been a hot topic in meetings and events for several years. When organising an event, it’s essential that you design with your attendees in mind – and this also extends to incentive travel experiences.  
 
Accounting for individual preferences can make planning the logistics of an incentive experience more complicated, and as a result, some companies are now opting for financial incentives over incentive trips. In doing this, these companies miss out on the many benefits of incentive travel, particularly the long-term motivation and satisfaction it brings.  

So how can you plan an incentive travel trip that is truly inclusive? In this blog we’ll walk you through our top tips for planning an inclusive incentive experience.  

Understand your Attendee Needs

The first step towards inclusive event design is understanding the needs and preferences of your participants. A simple survey, shared by email, will allow you to capture all of the information you need and store it centrally. There are many online survey tools available, many of which offer free versions, and offer easy-to-create surveys. To understand which questions you should include, here are some prompts to get you started: 

• Activity preferences 

• Mobility considerations 

• Preferred dates and any ‘can’t do’ dates 

• Dietary/beverage preferences, including allergies and intolerances 

• Special considerations or requirements, be these cultural, medical, or other  

• Whether they hold a valid passport, when it expires, and the country it was issued by. 

Choose an Accessible Incentive Destination

In order to select an accessible destination, you will need to consider the individual needs of your attendees. For instance, if one of your participants has highlighted a nut allergy on their survey, you might want to rule out Thailand or Indonesia as prospective incentive destinations, due to the prevalence of nuts within these countries’ cuisines. 

This is also the time to evaluate whether a long-haul, short-haul, or domestic incentive trip is most suitable. Understanding the issuing countries of attendee passports will help you identify whether any of your participants will require a visa to enter certain countries. If so, you may need to factor this into the planning process, as well as the logistics of their arrival in the country. Do any members of the group not hold a valid passport, or hold a passport that expires in less than six months? These points may also influence your choice of incentive destination, as some countries require a minimum validity period as a condition of entry. 

Select Accessible Venues, Transport, and Accommodation

When choosing accommodation, transport, and venues for your incentive trip, spend some time reflecting on attendee needs and preferences. The information they have provided may require lateral thinking – for instance, booking a hotel room on the ground floor or selecting a restaurant with an entrance ramp and disabled toilet access.  

Transport is also an important consideration. If your incentive itinerary will include visits to multiple venues, you should also research their proximity to one another and how easily your participants can travel between them. A ten-minute walk might not be feasible for some individuals, particularly in hot or inclement weather. When providing transport, check if it can accommodate your attendee needs and requirements. 

Research whether the venues you’re considering offer dedicated facilities and amenities for your attendee needs. Is a lift or elevator available? Are accessible bathrooms offered? Is there a hearing loop suitable for those who use a hearing aid? Does the venue offer neurodivergent-friendly quiet spaces or soft lighting? This might feel like a lot to think about, but these are increasingly common questions in the hospitality and event industries. You can also choose to work with an experienced event agency with expertise in planning incentive travel experiences, such as Black Book. 

Identify the Best Time of Year for Your Trip

To ensure the timing of your incentive trip is inclusive, you should think about the times that will be most appropriate for your individual attendees. Perhaps some of your group have children, meaning they may not be able to travel during school holidays. Or your participants may have other commitments, such as periods of religious celebration that require them to fast, which could exclude them from any culinary incentive activities. By asking for preferred or ‘can’t do’ dates you can sensitively identify the best time to travel. To make the planning process easier, you could include a few options for suggested dates in your attendee survey. 

It is also important to think about the timing of your incentive trip in the context of your intended destination. Does the destination have a rainy season? Or especially cold winters? The local weather may influence the activities that can be enjoyed on the trip. Does the country observe any traditional holidays or celebrations during your intended trip dates? If so, it may be harder to make travel or dining reservations, and hotel pricing and availability could be affected.  

Plan Inclusive Activities

Your incentive trip should offer activities that can be enjoyed by all participants – or should offer alternatives that they can choose from. For instance, if any of your attendees has a fear of heights, they are unlikely to want to participate in a ziplining activity. When planning activities, you might like to think about the following: 

• Accessibility: the level of physical ability required to participate in, and travel to and from, the activity 

• Alcohol: whether it will be served, and which alternative beverages are available 

• Dining: do the dining options cater to all dietary preferences and requirements? 

• Cultural needs: the suitability of the activity for your attendees’ cultural beliefs 

• Individual preferences: recognising that some activities will not appeal to everyone. 

You can use the information provided in your participant survey to help you choose which activities to include in your programme, and which might not be so suitable. A visit to a local tannery may offer wonderful cultural immersion for some, while for those who follow a vegan diet, this might be a no-go.

Provide Clear Information and Create a Dialogue

When your incentive travel itinerary is finalised, share it with your participants, along with details of the activities, accommodation, and transportation. This will allow your attendees to review the schedule and check it aligns with their specific requirements and preferences. Ensure you use inclusive language and provide information clearly and simply for ease of understanding. Avoid jargon and acronyms so the information is accessible to all.  

Remember that your attendee needs could change at any point before the trip, so offer them a line of communication to convey any changes or additional requests. You may also like to capture feedback after the trip, so you can understand any areas of opportunity to improve in the future.  

Work with An Experienced Events Agency

Organising incentive travel that offers an inclusive experience to all participants requires meticulous planning and attention to detail – but offers incredible rewards to individuals and businesses.  

Black Book can take the hard work out of incentive travel planning. By working with our expert team, you can deliver an unforgettable incentive trip that offers excellent return on investment for your organisation. Contact us today to find out more!