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Meetings and Incentive Travel

" Dedicated to excellence, leadership & creativity in the Meetings and Incentive Industry ."

Create meetings and events in the domestic and international markets.

High end to broad based programs, meetings and events for 4 to 25,000 people.​

Meetings - large and small, board meetings, incentive programs, thematic and traveling programs, conferences, conventions, site and venue selection, interactive and experiential programs, personalized and tailored meetings, sales seminars, afloat meetings and programs, plenary sessions, sports competitions for the media, live events and festivals in domestic and international markets plus media integration - broadcast, cable, internet and mobile media.

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Meetings and Incentives Travel Services

Whether you have an in-house planning team, or you need the full-service expertise of Fox World Travel, our team is here to be an extension of your team.

Through detailed planning and creative execution, our award-winning Meetings and Incentives team is focused on supporting you, your team, and your goals to create lifetime memories your attendees will discuss for years.

From planning in-person experiences, extensive multimedia virtual events, and immersive hybrid meetings to incentive trips that inspire, engage, and elevate, Fox’s Meetings and Incentives experts have every tool to make your results exceptional.

Incentive Programs

Our incentive solutions inspire high performance and loyalty and build associate engagement. Our planners account for every detail and contingency of your program to secure superior results. From promotional communications to detailed planning and budget maintenance, we account for every detail.

Meeting Management & Planning Services

Whether you are bringing together a small board of directors or gathering hundreds, even thousands for a conference, Fox has the expertise to build your corporate meeting experience. Our detailed planning strategy process contains more than 200 points of planning, checks, and balances to ensure every detail is elevated and every attendee leaves feeling invested in, inspired, and engaged.

Hybrid & Virtual Events

Support and engage your attendees effortlessly from multiple locations through virtual and hybrid events with Fox, combining remote and in-person attendees and applying different but aligned engagement experiences for each unique audience. Fox has the tools, the experience, and the partners to provide an immersive and multimedia experience. Learn how your event can seamlessly coordinate onsite and in-person attendees, leveraging our virtual hub for registration, breakouts, and engagement tools that leave your attendees feeling invested and connected. 

Hotel Sourcing & Contract Negotiations

Founded on solid relationships and nationwide buying power, Fox can save you valuable time and money by leveraging our expertise and strategic alliances to manage your contracts, source and coordinate hard-to-get room blocks, and ensure you are protected throughout, from cost evaluation to negotiating the best terms and conditions for your needs.

Meetings & Incentives

Fox tools to make your life easier.

Event Registration and Group Travel Technology

Our efficient, on-demand tools assist in the management of event registration and group travel booking using the industry’s latest technology to ensure your travelers have a best-in-class experience.

Event Website and Mobile App

As a Cvent Gold Agency Partner, we customize your platform specifically to achieve your most critical goals. From premium registration to reporting, our team of certified Cvent planners save you time and money. In addition to Cvent, Fox offers additional registration tools to meet your unique needs, making your front-end and back-end administration like hitting the “easy” button.

Customer Reviews

Fox World Travel has done an amazing job. They truly take all of the worry and craziness out of planning a trip. They are extremely competent, listen to our needs, and make everything feel so easy. And I know this is no easy task. They are always responsive and patient. I love working with them! The entire team is amazing!

I wanted to pass along how happy I am with the work that Fox did for our recent “President’s Club” trip. Given the trip took place in California, had been rescheduled a couple times, people flying in from various airports, covid, etc., they never skipped a beat. My program managers represent Fox World Travel well, and I will gladly work with them on group trips anytime! There’s a reason we never deviate from Fox, you are the best!

There was such a high level of collaboration. Our program manager had been at that resort just a few weeks before and knew exactly who, what, when where and how to create the most meaningful experiences…. from the authentic cuisine to the fire dancers and final beach closing ceremony…it was like they just knew us; they knew our expectations and they really knew our culture.

We really could tell that everyone at Fox loves what they do and cares about the customer. It’s the same culture we strive for at Bright Orthodontics, and we are so happy with our decision to work with the Fox team to plan our corporate retreat.

The team offered us a full suite of ideas and options. There was such a high level of collaboration. Our program manager had been at that resort just a few weeks before and knew exactly who, what, when, where, and how to create the most meaningful event experiences… from the authentic cuisine, so the fire dancers and final beach closing ceremony. It was like they just knew us; they knew our expectations and they really knew our culture.

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We’re a corporate incentive travel and meeting company designed for thriving organizations. Through personal service and flawless execution, we help you bring bucket-list experiences to your team and clients to improve loyalty, culture, and revenue.

Event Planner, Building Supply Industry

Achieve and I work really close to plan trips for 600 of our most valued customers. We partner together to make these trips a reality. I couldn’t do my job without them. Their attention to detail is incredible and the personal touch they add is amazing!

Chief of Staff,  Telecommunications Industry

Prior to working with Achieve, we were using a travel agency that was no longer a fit for our fast growing company’s incentive travel needs. Working with Achieve to plan our President’s Club trip for top-performers has been the ideal customer service experience and has quickly made them one of my favorite vendors. We give them 100% of the planning, and they always give us 100% of their effort.

Corporate Events Manager, Automotive Industry

Achieve took away all of the anxiety of planning an incentive program. Normally, planning something of this magnitude would take all of my time, but with Achieve, they handled everything so I could focus on other things. The communication was seamless, they presented incredible options we never would have thought of, and they took away all the stress of vetting vendors. I trust them 100%!

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An Expert’s Guide to Planning Incentive Travel

Incentive travel management is one of Paragon Events’ many areas of expertise and also one of our team’s favorite types of events to facilitate! The following tips will help produce an incentive program that suits your budget, reflects your company culture, and produces favorable ROI.

WHAT ARE YOUR INCENTIVE TRAVEL PROGRAM GOALS?

Outline your incentive travel budget & objectives.

The first step in planning an incentive trip is to clearly establish and define your goals. This will help you to identify the target audience within your company. Once you determine the departments or key positions to incentivize, you can create internal qualification guidelines. This will also help you better measure your actual ROI later on. From experience, our clients often consider the following top objectives:

• Increased sales
• Increased productivity
• Improved customer service
• Lower turnover and absenteeism

Identifying some of these goals may also help to generate your program budget. How much is turnover costing your organization annually? Once winners meet the goals of the competition, how is that going to influence an increase in your overall sales revenue? Identifying these factors can help you delineate where to set your budget.

Generate Interest and Track Performance

• Create engaging event branding to entice employees
• Hold a grand unveiling of the destination and qualification requirements ( Do this early to build anticipation and excitement! )
• Maintain a schedule of internal communication to promote the trip and encourage employees to embrace the challenge

The key is to keep your employees engaged and competing to win!

Incentive Travel Risk Management

For any event, risk management plans are a necessity. As industry leaders in risk and crisis management, Paragon Events assists our clients in developing emergency preparedness plans for their incentive programs. We recommend several health and safety measures throughout the event planning to ensure a smooth program flow. These include insurance, security, communication plans, destination research, and documentation of protocol for specific locations and venues.

MAKE YOUR INCENTIVE TRIP WORTHWHILE

Destination and partner selection.

Destination appeal is an important factor in holding your team’s motivation high. When selecting your incentive trip destination, there are several factors to keep in mind:

• Value of your currency. Will you be able to get enough bang for your buck? Are you traveling nationally or internationally? Southeast Asia and New Orleans are current examples of great locations where your money will go a long way!
• Tax benefits. Some destinations have little to no sales tax (Langkawi in Malaysia is one of our favorites!)
• Hotel loyalty. Does your company receive perks from a certain hotel brand for business travel? Member points can be a bonus for your attendees.
• Travel experience. It’s important to examine the safety and infrastructure of your destination. Consider the general activity level for attendees and make sure to distribute strong, travel guidelines.

Once in a Lifetime Experiences

Creating highly memorable and authentic experiences is what incentive travel is all about. Trips build lasting memories, improve workplace camaraderie, and provide tangible experiences more valuable than money or cash bonuses. Paragon Events strives to provide options to our clients that are unique, once-in-a-lifetime opportunities. Picture this:

• Swimming with whale sharks in the Maldives
• Racing dragon boats in Malaysia
• Sleeping in glass igloos under the northern lights in Finland
• Experiencing breathtaking vistas of Victoria Falls in Zimbabwe on a train journey
• Celebrating the full moon rise on the shores of Western Australia
• Catching a Giant Tuna off the coast of Nova Scotia

Currently, a trend we are seeing is allowing guests to select their activities in smaller groups to create a more personalized experience. This is a great opportunity to incorporate activities focused on wellness and social responsibility as well.

Immerse in Local Culture

• Share naturally-sourced gifts and artisan products such as custom-tailored traditional outfits
• Hire local musicians, artisans, and performers as entertainment to showcase historical styles
• Incorporate local and regional delicacies into food and beverage menus

Think beyond the big box hotels and popular tourism sites (this is the secret to finding hidden gems in any destination!).

MEASURE YOUR INCENTIVE TRAVEL SUCCESS

Hard dollar and soft power benefits.

Increased sales and productivity are major benefits of hosting an incentive program. There are several other benefits for your organization—some of which may be surprising. Take a look:

• Improved employee engagement
• Positive relationship building between employees and management
• Enhanced customer satisfaction
• Increased mindshare in the marketplace
• Greater ability to recruit new employees and partners
• Stronger brand compliance

The value of these benefits must be carefully considered and held in high regard. While hard dollars are very important, engagement, growth, and overall employee satisfaction can be defining factors for your organization.

ROI Calculation Methods

The purpose of holding incentive programs is to achieve certain internal goals whether they are direct, implied, or both. That means it is paramount to be able to look back and report on proven results. There are several ways that we ensure our clients are truly calculating their return on investment:

• Net income margin/incentive investment
• Incremental sales year over year
• Employee satisfaction measurement
• Client satisfaction measurement
• Executive and winners post-event survey

Aside from the subjective employee benefits, the financial payoff for companies as a result of incentive travel is undeniable. A report by Oxford Economics USA found that for every dollar invested in business travel, companies realize $12.50 in incremental revenue.

It Doesn’t End Onsite

Incentive programs have boundless benefits for an organization. Let us put these tools into action and build a successful initiative that you and your employees will look forward to each year. Reach out to our team to learn how incentive travel can enhance your company goals.

This blog has been authored by Diane Ambrogio .

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Quest Zero is the Questex initiative to bring you community connection, discovery and learning without the green house gasses. We’re committed to reach net zero by 2050 – if not before!

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Smart Meetings

Incentive Travel: A New Generation

by Morgan Saltz

July 14, 2023

Sustainability, responsibility, wellness and destination

All-inclusive resorts for corporate executive and incentive trips were once a repetitive algorithm of beautiful rooms, luxurious amenities and overindulgence of food and beverages. Yet the trends have been changing. As younger professionals are becoming more prevalent in the corporate world and earning their place in corporate executive meetings and incentive trips, meeting professionals are adjusting the previously standardized modus operandi to create modern, responsible and memorable experiences for attendees of all ages.

With sustainability at the forefront of the events industry discussion, attendees and meeting profs alike are factoring eco-friendly destinations and business practices into planning more than ever before. Even all-inclusive luxury resorts have implemented programs and strategies to cater to the green trend. In another arena of responsibility, corporate social responsibility (CSR) is now a demand for travelers visiting luxury all-inclusive resorts. Visitors want to be assured that their 5-star experience is contributing to giving back in some way.

Off-site experiences are on the rise as well. While the cozy resorts are sublime, experiencing the authenticity of the resort’s destination by venturing outside the proverbial palace has become important to attendees. They want to say they have actually been to a destination–eaten the food, shopped in the market, learned about its history and met the people.

Then they can return to the all-inclusive resort for relaxing and much-needed wellness treatments. Taking care of one’s mind, body and spirit has never gotten more attention than it is now, and self-care is an aspect of an incentive almost everybody can agree is needed.

Following are some of the trends sweeping the incentive world.

Environmental and Social Responsibility

Read More :  Sustainable Meetings Through Renewable Concepts

Sustainability and CSR have been hot topics in the meetings industry and the discussions continue to grow. Traveling responsibly, protecting the environment and giving back to the communities surrounding all-inclusive resorts aligns companies with these values. Travelers want to know their stay at an all-inclusive is not harming the environment or the local community and that luxurious resorts are implementing strategies striving towards sustainability and social consciousness.  

Hilton Marsa Alam Nubian Resort, Egypt

Have you ever come close to a guitar shark or the endangered dugong? Have you ever even heard of them before? At the all-inclusive Hilton Marsa Alam Nubian Resort in Egypt on the shores of the Red Sea, you have direct access to Abu Dabbab Beach, one of the most sought-after snorkeling and diving destinations in the world. Swim with the friendly animals in snorkeling adventures or literally dive in deeper to go through an underwater canyon and visit a shipwreck.

Read More :  All-inclusives: A Sense of Place

To ensure a once in a lifetime experience in the Red Sea and its reefs will stay beautiful and protected, Hilton has an Environmental, Social and Governance (ESG) strategy program with the Hilton Global Foundation that has a mission statement of Travel With Purpose to ensure their all-inclusive resorts are handling tourism responsibly.

The Travel With Purpose initiative also creates training and education programs on a global scale in the destinations they are established in. The Hilton Global Foundation 2022 Reports shows 112,420 learning and career growth opportunities were created; 18,087,484 pounds of food donated to communities in need; and 87,526 opportunities opened for youth. Demonstrating environmental and corporate social responsibility, Hilton all-inclusive destinations such as Hilton Marsa Alam Nubian Resort can assure traveler’s sense of concern for responsible tourism.

Experiences

While all-inclusive resorts have everything a traveler needs for activities, food and relaxation, off-site experiences with the local culture are trending. Resorts are providing more guided activities to educate and inspire guests with the music, art, cuisine and history of the resort’s surrounding community. Incentive Research Foundation (IRF)’s 2023 report found: “Experience is considered ‘the new luxury’ and is a top driver of destination choice among buyers today. There is a renewed emphasis on creating unique experiences that are memorable for all participants.”

The Westin Porto de Galinhas, Brazil

On the shores of the Atlantic Ocean in tropical Brazil, The Westin Porto de Galinhas offers guests the best of both worlds–ultimate luxury and experiential activities to learn about the history, culture and people of Brazil’s North Coast.

“Experience is considered ‘the new luxury’ and is a top driver of destination choice among buyers today.”

Take a curated tour of neighboring cities Recife and Olinda. Recife is the largest city in the state of Pernambuco and one of the most historic. Visitors can venture out on catamaran tours and realize why Recife’s Capibaribe River earned the city’s nickname of “Brazilian Venice.” Absorb the history of the city, as the influences of both the Dutch and Portuguese colonization are shown in the architecture, the music and cuisine. Walk Rua de Bom Jesus, known to be one of the most beautiful streets in the world. Visit Pernambuco House of Culture—previously a detention center, it is now a center for local crafts and a performance space for traditional music and dance shows.

Al Maha, a Luxury Collection Desert Resort & Spa, Dubai

Accompanied by experienced field guides at all times, guests can take a wildlife drive to witness the indigenous flora and fauna of the desert. Most notably, adventurers can see the majestic Arabian Oryx in their natural habitat. These white antelopes with long, straight vertical horns are a rare sighting. Even more fitting for an off-site activity from the resort? The Arabian Oryx is Al Maha in Arabic.

Mental and spiritual wellness has become an increasingly glaring problem in the workplace and is too often overlooked or ignored. For far too long, people have overworked themselves and suffered silently which leads to burnout or worse. Finally, the industry has taken a stance in support of self-care and mental health. These all-inclusive resorts work with visitors to align their body, soul and spirit to come back to the world physically and mentally healthy and prepared for what’s next.

BodyHoliday Saint Lucia

Enjoy the gardens, ocean views, ocean front villas and the extensive wellness amenities on the Caribbean Island of Saint Lucia at this tropical all-inclusive resort. The perfect incentive option for professionals who need to reset their mind, body and spirit, the focus on wellness is the focus of this resort. Guests can learn about nutrition (with indulgence moderation) and the culinary team is trained in handling custom dietary requests. Indoor and outdoor exercise options provide every guest an option for body wellness, from the daring adventure program to the fast-paced cardio-vascular classes to peaceful body yoga. But to experience an entire wellness treatment thousands of years old, visit the resort’s ayurvedic temple.

The resort is home to Pavitra and offers all Ayurveda treatments. Ayurveda is a 5,000-year-old Indian philosophy applying all practices of wellness. Guests can learn about ayurveda and its treatments, cuisine and meditation. Herbal oils are used during massages to alleviate pain and restore mental and physical health. Steam inhalation breaks up unwanted materials in your body. Nabhi Abhyanga refers to a detox treatment which increases your regularity and reduces stomach fat. These treatments are only a few of the ayurveda treatments included at Pavitra temple when staying at BodyHoliday Saint Lucia .

Song Saa Private Island, Cambodia

The private villas almost float on top of the water for a serene retreat from the world to reset your mind, body and spirit. The archipelago is flush with greenery and the villas extend out into the sapphire blue ocean. At   Song Saa , you can turn off the world for a moment and get back in tune with your wellness.

The island has three spa “sanctuaries” practicing the Buddhist tradition of metta bhavana . Treatments are built around the three themes of metta bhavana –stillness, healing and blessings. Guests can plan their own rejuvenation experience with a custom itinerary of treatments and activities. Getting back to yourself and finding inner peace is crucial to handling the stressors of the next day.

This article appears in the July 2023 issue. You can subscribe to the magazine here.

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How to Plan an Incentive Travel Program

It’s been a while, but they say it’s like riding a bike – you never forget how to plan an incentive travel program. And because of a late-in-the-game staffing challenge, I landed on the Big Island of Hawaii after six intense weeks of working side-by-side with my colleague, Travel Experience Producer Heather Graver. Together, we planned and executed a program to be proud of for nearly 1000 people at the Fairmont Orchid, my new favorite hotel. I admit it took me a few days to get in the groove, but there were some principles that got me through:

Start with the Big Picture

It’s easy to forget the point of it all. A planner can get so focused on how many hors d’oeuvres per person are included in the Banquet Event Order that they forget what the program is all about.

The program is about the client’s goals, and about celebrating the people who have achieved them. That’s a big accomplishment, for the company and for the individual guests. It is essential to understand how the program fits into the company’s broader business strategy and to plan every experience and every event to live up to the expectations that inspired a year of hard work and commitment.

Only by understanding the relationships between the company and the guests, and by making the client’s priorities your own, can you really craft an experiential reward that lives up to the hype and represents the brand.

Write It All Down

When I’m planning, I start with the agenda. This operational document can easily run to over 100 pages. It’s the only way that I can see the gaps in what we’re planning. It also automatically highlights decisions that need to be made or details that need further thought. It’s how you work out where to station the photographers or what time your team will need to advance the VIP reception. Heather and I used the agenda to communicate to each other, adding and answering questions, making sure we had it all covered.

By capturing all of the thinking in one place, you provide the on-site operational team with everything they need to know to execute the program as you intended. And, most importantly, you free yourself up to deal with challenges as they arise because everything else is taken care of and delegated.

Check Your Data

Most programs have a lot of data flying around – registrations, dietary preferences, optional activity selections, tax information, guest changes, and VIP invitations. It gets complex very quickly.

It’s important to commit time and resources to making sure that changes are making it through all of the lists. The implications of one guest name change can reach far and wide, from printed materials to seating charts. And when we’re striving for perfection, it’s worth it to stop, take a moment, and be sure that we’ve thought things through.

Just as important is being sure you understand the numbers. When working with nearly 1000 guests, even a small change in cost gets large quickly. Miss a $1 addition to breakfast and over six days, that becomes a $6,000 loss. We check, double-check, and negotiate to obtain what our clients need, on budget.

Rely on Talented People

Particularly with large program, one person really can’t do it all. This is tough to take for many planners, who tenaciously prefer to remain in control of every detail through the life of the program. But with all of the moving parts – flights, people, guest rooms, meals, activities, special requests, emergencies, weather, and even volcanos (yes, volcanos) – it’s just not possible to avoid delegating.

As a full-service incentive house, we can rely on our colleagues. In the weeks leading up to our program, 17 people in the office worked with us to bring the event to life, from IT to Marketing Communications. On site, we brought in our best trip directors, each of whom was assigned a role and responsibilities. All together, it took nearly 40 people from Next Level to deliver the program, not to mention the local vendors and talent we brought in for their expertise. It really does take a village.

A few months ago, we wrote an article on The Top Five Reasons You Need an Incentive Travel Company . This was #5: Depth on the Bench. It’s an absolute essential for a successful program.

We had a great program. Amazingly the volcano blew on the night we had a lava themed event, but we were otherwise not impacted by the seismic and volcanic activity 70 miles across the island. Guests went exploring every day – snorkeling, riding ATVs, taking helicopter excursions, and playing rounds of golf by the ocean – on this gorgeous island. They came back to the Fairmont every night to tell us of their adventures, often a little sunburned, but always excited about the experience. Two weeks later, they’re still adding updates on the event app, sharing pictures, thanking the client for the opportunity, and extending the networking at home.

I’ve gone back to Marketing, where, as a colleague once told me, “There are no Marketing emergencies!” (Thank goodness!). I’ll miss the thrill of working so hard on the planning and seeing the event come to life. But mostly, I’ll miss the happy people, enjoying a well-deserved reward and being treated with more care and thought than they’ve ever experienced before. It’s pretty awesome to be able to give that kind of joy to 1000 guests.

If you’re planning a program, do yourself and every person attending a favor: bring in an incentive travel specialist. They can take on the hard work and the stress, anticipate the challenges, tap resources, and treat every person on your program like the important individual they are. It’s worth it.

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Trends and Technology of Meetings and Incentive Travel

Companies across the globe are reviewing options for motivating their employees and exciting their clients through meeting technology options and in-person events.

In this third episode of  Your Window Seat Podcast, TI brings together Mary Ellen Hulett, our in-house Group Travel Partners Specialist, along with the CEO of  Groupize , to discuss the latest trends in meeting and incentive travel, and to learn about new technologies that bridge the gap of in-person, hybrid and virtual meetings.

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