Step-by-step guide for business meetings and incentive trip

To make the most of every planning and travel opportunity, partnering with someone like Christopherson's expert meetings and events division, Andavo Meetings & Incentives (AMI), is key. With 32 years of experience and cutting-edge technology, AMI can optimize meetings and incentives in every way possible.

Here’s a step-by-step guide to working with AMI to optimize your business meetings and incentive trips:

Step 1: Start planning as early as possible.

Whether your meeting or incentive trip is six months from now or two years away, it’s never too early to start planning. If you’re thinking about a trip, contact AMI early so your organization can get the best ROI possible.

“We always say, reach out now and let's chat through what you need, and we’ll let you know what we're currently seeing,” explains Jessica Perez, AMI’s business development manager.

Factors like destination, number of travelers, and more can significantly affect costs.

"We want to get it on the calendars so our team knows what’s needed.”

For smaller meetings, six months might suffice, but timing depends on the time of year, destination, and availability. Early planning allows clients to leverage booking discounts, secure preferred venues and suppliers, and avoid scheduling conflicts. This proactive approach empowers clients to make informed decisions and coordinate their event planning timelines effectively.

Step 2: Customize your experience.

AMI has helped clients across various industries plan and execute their meetings and incentive trips.

“From food and beverage to financial, oil and gas technology—we’ve done a little bit of everything,” says Beth Faller, vice president of AMI.

AMI offers a comprehensive suite of services to manage every aspect of event planning, providing clients with a seamless experience from start to finish. This means AMI can handle all the details for you, or just the parts you want to outsource.

By using Cvent, AMI accesses a global network of hotels and venues, issuing Requests for Proposals (RFPs) tailored to your event's requirements.

“For instance, if we're doing an incentive trip on the beach, we may ask, do you have a swimmable beach? Is it adults only? Is it all-inclusive?” Perez adds.

The gathered information is then condensed into a comprehensive Excel sheet for client review. From there, the AMI team will typically get on a call to review all options with you and suggest a site visit to finalize details.

Additionally, the Cvent mobile app enhances attendee experience with customized agendas, communication, and real-time updates.

Step 3: Utilize vendors.

A significant advantage of working with AMI is access to its extensive network of partners, providing a wide range of options. As a division of Christopherson Business Travel, AMI has an extensive list of vendors, including best-in-class hotel chains, airlines, and destination management companies. This enables them to secure exclusive perks, upgrades, and VIP amenities for event attendees.

AMI can also tap into your preferred vendors and bid with companies they work with to ensure you’re getting the best price.

“For example, they might offer a 15 percent discount for this meeting, even though you get 10 percent corporate-wide,” Perez explains.

Step 4: Address logistical details.

Group trips involve numerous considerations. By customizing travel itineraries, selecting premium accommodations, and incorporating exclusive activities and amenities, AMI crafts experiences that demonstrate your company’s appreciation for its top talent and drive business success.

AMI focuses on tailored solutions, strategic partnerships, and efficient processes to set the standard for excellence in the industry. They navigate the intricacies of event planning, coordinating flight schedules, ground transportation, and accommodation, ensuring a smooth and efficient travel experience.

For example, if you have a group flying into a major market with multiple airports, such as New York City, Faller says they typically bring everyone to one airport to save on transportation costs. AMI also handles hotel and contract negotiation, ensuring clients get the best possible terms. As a division of Christopherson Business Travel, AMI has access to tools for managing group air bookings and handling event logistics from signage to dietary needs.

“When planning program logistics, it’s important to recognize the domino effect of how one change can impact the logistics of several other things,” says Faller. “AMI understands this and will always work through the changes to provide a seamless experience for the guests and our client.”

Step 5: Create a budget and track your spend.

Building an accurate budget is crucial. AMI provides biweekly budget reviews, detailed invoicing, and receipt tracking to ensure transparency. They align with clients’ diverse supplier spend commitments, offering detailed financial oversight to keep events within budget.

“Working with someone like AMI, we help track your spend, your savings, and have those full budget breakdowns from start to finish,” Perez says.

AMI uses Cvent for robust, GDPR-compliant registration solutions that capture essential attendee data, manage event registrations, and integrate seamlessly with other event planning tools. Leveraging technology platforms like Cvent optimizes workflows, gains valuable insights, and facilitates seamless coordination throughout the event lifecycle. By analyzing attendee engagement, satisfaction levels, and post-event feedback, AMI helps clients identify areas for improvement and refine their event strategies.

Conclusion

AMI strives to align with clients’ goals from beginning to end to ensure leaders and employees have the best experience possible. “By understanding your company's policies, goals, expectations, and values, we dive deeper into what your company is and what you want to achieve in your meeting and event,” Perez says.

With meticulous planning, innovative solutions, and comprehensive management, AMI delivers events that meet clients’ needs and exceed expectations. By handling the painstaking logistics, AMI allows clients to focus on what truly matters: engaging with their attendees and achieving their event goals.

About AMI: Our team of creative leaders connects with clients to design memorable events, effective business meetings, and once-in-a-lifetime incentive travel experiences. As a division of Christopherson Business Travel, AMI specializes in corporate event planning, creative design, and strategic meeting management.

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