An Incentive Travel Agent works in a singular area of the travel industry that rewards employees and customers for meeting or exceeding performance or purchasing minimums. For example, a radio or television station may offer an incentive trip to advertisers who buy a certain amount of advertising time within a specific calendar period; an employer may reward a salesperson for selling a specific amount of a product or service; and a factory may recognize employees who produce products in a more efficient way, have a perfect attendance record, or have an accidentfree period. These incentive trips may be fully paid or greatly discounted for the recipients. The trips may be for one recipient (and a guest, usually) or for as many as 60 or more recipients.
The Incentive Travel Agent must find the companies that want to sponsor an incentive trip. He or she asks the sponsor a lot of questions, including where they have been before and what they liked or disliked about the trip. Then the Agent assembles one or more suggested itineraries, including transportation, lodging, free-time activities, and any meals and receptions if it is a group.
It is important that the agent not present too many options, as this may make it difficult for the client to decide. Often, the sponsoring company is looking for a new and exotic destination, resort, or cruise ship more than a less expensive trip that goes somewhere "everyone" has been. A trip may be a weekend at an exclusive hotel or a week in Hawaii.
The Incentive Travel Agent negotiates prices with the potential suppliers, including airlines, hotels, restaurants, auto rental companies, golf courses, and any other components of the trip. He or she assembles the costs and presents the alternatives to the sponsoring company. If the prices do not include a commission to the agent, then an appropriate amount of money must be added to the price so the agent can receive payment for the work done. Once the incentive package is chosen, the Agent makes and confirms the reservations, acquires the necessary confirmations and documents, and arranges the payments from the client.
If the Agent does not go on the incentive trip, he or she may arrange for an escort to make sure everything goes as planned or to help resolve problems that may arise. Incentive travel, particularly for a group, involves a great number of details, as the incentive winners may come from various parts of the country or have a variety of needs.
Airlines may change flight schedules after the reservations have been made, desired hotel rooms and rental cars may become unavailable due to other group bookings or demands, or a cruise ship may go out of service. Not only must these problems be resolved, but the Incentive Travel Agent must calm jittery and panicky clients. Although a beginning Incentive Travel Agent probably will work with all types of clients going to a variety of destinations, more experienced agents may work for specific companies or have a specialty in the types of trips arranged.
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