Planning Your First Incentive Trip? Here’s What You Need to Know

So, you’ve been tasked with planning an incentive trip. Maybe it’s your first time dipping a toe into the world of rewards and recognition travel. Maybe you're in HR, employee engagement or internal comms and someone’s said, “we should do something for the team this year.” Or maybe you're just tired of the same old gift cards and end-of-year emails.

Whatever brought you here, welcome, you’re in exactly the right place.
At Penguins Events, we’ve helped countless businesses plan their first incentive trip, and we know what questions you’re asking. Does this really work? How much should we spend? Where on earth do we start?

Take a breath, we’ve got you. Here’s everything you actually need to know.

1. Incentive travel works if you get it right

First up, a bit of reassurance: incentive travel isn’t just a ‘nice to have’. Done well, it’s a proper business tool. It drives performance, boosts morale, and builds loyalty like nothing else. People remember experiences far more than they do cash bonuses or hampers. They share stories, photos, inside jokes. It becomes part of your company culture.

And the best bit? When it’s tailored to your team, it really works.

2. You don’t need a six-figure budget (promise)

Let’s bust the biggest myth first. Incentive travel doesn’t have to mean flying everyone to the other side of the world and throwing money around like confetti. We’ve seen the impact a brilliantly designed one-night getaway can have.

What matters is how the experience makes people feel. Exclusive. Celebrated. Seen. And that can happen just as easily on a luxury train through the Highlands or a private chef’s table in Lisbon as it can at a tropical beach resort. It’s not about the price tag, it’s about the personal touch.

3. Your people should shape your plan

Every business is different. And so is every team. What motivates your people? What would get them talking?

A sales team might love something competitive, like a motorsport experience or a treasure hunt through a city. A creative team might lean more towards something immersive or cultural. Some groups want free time, others want a packed itinerary.

Before we talk destinations or dates, we start with the who. Because when your people feel like the trip was designed with them in mind, that’s when it really lands.

4. It’s not all about the destination

Don’t get us wrong, a great location helps. But the real value comes from the detail. The wow moments. The surprises. The seamlessness. The “I can’t believe they arranged this for us” feeling.

Think sunrise yoga in the Alps, a private dinner in a vineyard, or a behind-the-scenes tour of a film set. Think luxury transfers with no stress, bespoke menus, insider access. That’s the kind of thing we obsess over because it’s what takes an incentive from ‘nice’ to next level.

5. Timing is everything

The best incentive trips don’t interrupt your flow but enhance it. Want to drive performance in Q1? Announce the reward in January and deliver it in spring. Want to celebrate a company milestone? Align the trip with the anniversary.

There’s no one-size-fits-all timeline, but trust us: the earlier you start planning, the better the outcome. And if you're already late to the party? Don’t panic, we’re good under pressure.

6. Logistics matter (and we take care of them)

From flights, transfers and accommodation to room drops, dietary requirements and last-minute changes, there’s a lot that goes into making an incentive run smoothly. It’s the kind of stuff that, if it goes wrong, people remember.

But that’s where we come in. When you work with Penguins Events, you’re not just getting creative ideas – we are part of DRPG after all - you’re getting an experienced team that’s handled everything from small leadership getaways to multi-country, multi-group incentives. We sweat the small stuff, so you don’t have to.

7. Your first trip is just the beginning

One of our favourite things is seeing clients go from “we’re not sure if this is right for us” to “we can’t wait to do it again next year.” Once you see the impact a great incentive can have, the buzz, the energy, the gratitude, it becomes part of your culture. And from there, the only way is up.

Feeling inspired? Let’s chat.

Your first incentive trip doesn’t need to be daunting, it just needs the right partner. We’re here to guide you through it, bring fresh ideas to the table, and deliver something your team will still be talking about this time next year.
Get in touch today and let’s start planning something unforgettable.