Don't wait until the last minute

There are many advantages to planning early. First of all, you'll be able to stretch your travel dollars by getting the best fares. For popular destinations, once a a fare category is sold out, you can end up paying top dollar for the same seat. The best hotels and resorts also fill up quickly for popular destinations. It's a good idea to begin your planning at least 6 months in advance.

Schedule an extra day to see some of the historical can cultural sights.

Often, companies spend a lot of time to fly employees to another country and build no time into the agenda to explore the country. If you're just going to spend your time in meeting rooms and at the resort's beach, why spend all of that money? You may as well save it and check into a resort at home. Arrive a day earlier than you had planned and at minimum, schedule a tour of some of the historical and cultural sites into your itinerary.

Give people some downtime.

Incentive trips are supposed to be a reward for top performers. Give them some time to relax, unwind, shop, or just take in the view. If you schedule every moment, they'll return to work exhausted and it will feel more like work than a reward.

Get advice from professionals who travel regularly to the destination

When venturing outside of North America, it's always best to consult someone who knows the destination and take their advice. It can save you a lot of time, money and hassle.

This may seem basic but I have seen organizations select an incentive house just because it is large. Certainly if your group is large, that would be the best course of action. If your group is small (50 or less), it might be a better plan to go with a boutique for some destinations outside of North America and Europe. Choose a firm that travels regularly to a specific destination and has an intimate knowledge of the culture and local practices.

When you get expert advice, take it!

The best way to see Kabuki in Tokyo

The first time I planned a stopover in Japan, I wanted to see Kabuki. I was disappointed to find the Kabuki tour fully booked. I consulted an expert. He gave me some valuable advice. He said "You don't need a Kabuki tour. Just stay at a hotel in Ginza close to the Kabuki-za and walk over to the theatre and purchase your ticket. When in Japan do as the Japanese do." This was a much better plan than spending a fortune on taxis or attempting to navigate a public transportation system with which I was not familiar at that time. Since then, I have discovered an affordable hotel and an exquisite traditional Japanese Ryokan in Ginza and a visit to a Kabukiza is a regular part of my itinerary in Japan.

Navigating your Way Around Traffic Congestion in Dubai

Here is another example. It may seem like a good idea to go to Dubai and stay at one of the more well known landmark hotels. However, is that the best plan for your incentive trip? It depends. If your goal is to pretty well have a conference at a hotel, this might be a viable plan. If you want to build a some tours into your itinerary, go shopping and explore the heritage area os the city, you may want to re-think your plan.

Until the LRT is finished in 2009, if you stay in certain areas, you and your other guests could be sitting in traffic for hours. If you plan carefully, you can significantly reduce or even eliminate time spent in what have been described as some of the worst traffic jams in the world.

Take the time to familiarize your people are familiar with the laws, rules, and codes of conduct for the destination to which you are travelling.

Don't just take it for granted that your people will know what is expected. Remember that old TV commercial slogan "When you're busted for drugs over there, you're in for the hassle of your life"? It doesn't just apply to drugs. Here are a couple of examples you may not have considered.

Some countries have strict regulations about the use of profanity on stage by entertainers. A Jamaican entertainer (who should know better), recently got a reminder of what Snoop Dogg, Ja Rule & Beenie Man learned the hard way. Be sure that any entertainment you book is compatible with the law and regulations of the country in which you are holding your incentive.

In some countries alcohol consumption is not permitted PERIOD. In other countries, it is permitted in certain areas but not in others. For example, in the United Arab Emirates, alcohol consumption is permitted at specific locations like hotels in Dubai. However, one can be arrested for being drunk in public. Neighbouring Sharjah is a dry emirate.

Here is another example. If you're from an organization in which the corporate cultures is one in which people have a tendency to "let it all hang out" during sales rallies and incentive trips, pay close attention. In certain parts of the world, people may look the other way if some members of your party start topless sunbathing or skinny dipping in the pool. In other countries, this could lead to arrests, charges and negative publicity for your company. There is no point in learning the hard way as some people recently did:

Take the time to familiarize your people are familiar with the cultural differences and expectations. Ensure that they respect local practices.

Whether you are in a country where a significant percentage of the population upholds traditional Muslim or traditional Christian values, why fly in the face of what your hosts consider to be appropriate and risk offending them? It's a matter of respect.

Just because you're in the Caribbean and the authorities are likely to look the other way if some members of your party take it upon themselves to sunbathe without their tops outside of a resort that has been set aside for that purpose, why offend local sensibilities? This will be frowned upon.

I once saw a European tourist whip off her top at a family beach in Jamaica right beside the area where a church school picnic was going on. People were offended but she didn't care. It's this basic lack of respect that leads to stricter enforcement of rules and regulations as we have recently seen in Dubai.

The same goes for members of your party:

• having wild parties on Friday in Muslim countries or on Sunday in countries that observe traditional Christian worship
  
• partying and making noise during prayer time in Muslim countries
  
• carrying on with local "rent-a-dreads" in the Caribbean
  
  

Why risk tarnishing your company's reputation? Even if nobody says anything, the behaviour will be noticed and talked about and it will reflect poorly on your company's image. It's a small world and a hotel employee in Montego Bay or Muscat may share their negative impressions with a friend or relative in Toronto or New York where you are attempting to grow your customer base.

The Jamaica Tourist Board used to have a slogan "We're more than a beach, we're a country." It's important to remember this when you and your team travel to foreign destinations. Yes, you're there to have a good time but you are also a guest in someone else's country. Every country you visit is also a place where people live, work and raise their families. It is important remember that ansd to show some respect for local values.

The bottom line is that you can provide your team with memorable experiences in incredible and truly unique destination. However, it is important to know what is expected when one leaves home. The key to successful incentive travel is to take the time to plan your journey, get the best advice available, follow it, and prepare your team for a truly magical journey.

Reward your team and explore the boundless opportunities that this destination has to offer:

I fell in love with Dubai in 2000 during a stopover and I have returned to conduct team building sessions and executive retreats for my clients including Nakheel/Dubai World, the prestigious developers of the Palm Island Trilogy and the Map.

Due to my knowledge of this destination, I was selected by the Dubai Department of Tourism and Commerce Marketing (DTCM) for the Toronto leg of its cross-Canada Roadshow at the elegant Royal York Hotel in November, 2007.

Dubai has changed dramatically during the last 7 years. It is not one but 3 dramatically different incentive travel destinations. Come and explore the Dubai of the past, present and future.

For more information about Dubai, visit the incentive travel guide on our website.

From desert to beach to majestic mountain ranges, your team will be delighted by the opportunity to explore Oman's rich cultural heritage. Camp out in the desert, go abeseiling in the mountains, explore historic forts, shop at traditional souks, and stroll through ancient villages.
His Majesty, Sultan Qaboos bin Said has decreed that no commercial building can have more than 6 floors and no residences can be higher than 3 stories tall. All new buildings must conform to traditional Arab architectural design with flat roofs and light beige, white or creme colours. The result? In contrast to the runaway development in parts of Dubai, you'll discover traditional Middle Eastern towns with an ancient field and all the conveniences of modern cities.

One thing is certain. Your first trip to Oman will not be your last.

Check back and we'll tell you more about this enchanting destination.

During some corporate incentive trips and sales rallies, excessive consumption of alcohol can lead to poor judgement and sexual indiscretions. Many companies don't realize that they are skating on thin ice when they turn a blind eye to dirty jokes, sexual innuendo and employees skinny dipping in the pool during sales rallies and incentive trips.

We heard of one sales rally to which the Director brought along a pornographic video. In the evening, the director, the CEO and several members of the sales team returned to the meeting room at the conference centre and watched it. The next day, a lot of snickering was going on.

We are also told about two unrelated incidents at two different companies during corporate retreats in which employees became so intoxicated that they jumped on the table and started doing a strip tease

If even one employee had decided to file a sexual harassment suit (US) or human rights complaint (Canada) due to any of these incidents, the negative publicity alone could have done a lot of damage to a company's reputation.

As Astra USA, the American subsidiary of Astra AB, a Swedish pharmaceutical company discovered, it could also hit you in your pocketbook. Astra USA agreed to pay nearly US$9.85 million to approximately 80 former employees complaining of sexual harassment and retaliation on the job, at corporate retreats and during sales rallies. They admitted to fostering a hostile work environment, including requests for sexual favors in exchange for favorable treatment on the job. Business Week Magazine covered this story in detail and you can still access it on their web site.

Best Practices

To avoid similar difficulties and protect your organization from liability, here are some suggestions:

Develop a clear code of conduct for ALL company related travel, meetings, activities, and events.

Cover it in your orientation, diversity training and management development programmes.

Have every employee sign-off and agree to adhere to your code of conduct.

When incidents occur that are clearly inappropriate, deal with them and send a clear message that certain behaviour will not be tolerated in the workplace, during incentive travel or at company events.

Incentive travel can be rewarding and produce a myriad of benefits for your company. It is important to foster a corporate culture in which people understand that they don't have to get wasted or tell off-colour jokes to have a good time.

There is something to be said for brainstorming with co-workers to come up with solutions to some vexing business problems or flow charting to improve a process that isn't working. There is something to be said for relaxing around a bonfire and getting to know your co-workers while you pitch a tent or start a fire, cook your meals outdoors, or discover the pleasure of something new together like polo or abseiling. These and similar experiences can add the important "fun factor" to your events. From where we see it, there is far more value in activities like that than boozing it up or frolicking nude in a hot tub with co-workers.