SITE Crystal Award Case Study: Diversity Takes Center Stage

Crafting a global incentive program that meets the needs of a group with mixed demographics

In a world of diverse, well-traveled reward-earners, creating an incentive travel program that truly excites can feel like a Herculean task. But MFactor Meetings cracked the code with their 2023 program, leaving their diverse group of 400+ participants buzzing with excitement and appreciation and earning them a SITE Crystal Award for Excellence in Incentive Travel: Europe in the process.

The Challenge: Diverse Demographics, High Expectations

MFactor Meetings faced a unique challenge: incentivizing a group with participants from 22 countries, ranging in age from early 20s to early 50s, with an even gender split. These weren’t your average travelers; they were seasoned jet-setters with discerning tastes. The program needed to offer something truly special to resonate with this diverse audience.

The 7-Step Solution

How did they do it? It all boils down to smart, strategic decisions from the get-go, ensuring every detail was tailored to their unique audience.

1. Destination: The foundation of incentive travel. Recognizing the diversity of their client group, MFactor Meetings meticulously hand-picked Mykonos as the perfect destination. This Greek island gem offered a blend of rich history, breathtaking scenery, and tantalizing cuisine, appealing to a broad range of interests.

2. Early planning: Securing the perks. With almost a full year to plan, MFactor leveraged their lead time to secure a hotel buyout. This translated to extra perks for their clients, like a daily artisan station showcasing Greek artistry, deepening the cultural immersion.

3. The Dream Team: Local Expertise Matters. Assembling the right team was key to MFactor’s success. They brought on a travel team familiar with the group, including individuals certified in Greek tourism. The team also embraced “double duty” roles, providing both activity leadership and general support, ensuring a seamless experience.

4. Local partnerships: The key to cost-effective excellence. MFactor’s close collaboration with local DMC partners proved invaluable. Local expertise helped secure the perfect venues at the right price, keeping both the client and their CFO happy.

5. Personalization: The Magic Touch. MFactor took personalization to the next level, starting with their client’s leadership. They leveraged the president’s Greek roots and frequent visits to the island, incorporating his insights into pre-program mailers and sparking excitement among attendees. They also engaged the Chief Revenue Officer to deliver a heartfelt video message, further personalizing the experience.

6. Technology: Enhancing the personal touch. MFactor utilized technology to deliver personalized touches throughout the program. Each participant received Apple AirTags to ease luggage concerns, while a dedicated Slack communication plan offered personalized reminders and interesting trivia, fostering a sense of comfort and anticipation.

7. Results: A memorable experience. MFactor’s attention to detail resulted in a program that perfectly showcased the client’s values of loyalty and retention. The Mykonos experience fostered new connections, ignited passions, and rewarded outstanding sales performance, leaving a lasting impression on every attendee.

Key Takeaways

Understand Your Audience: Tailor every aspect of the program to your attendees’ diverse interests and preferences.
Plan Early: Leverage lead time to secure the best venues and negotiate exclusive perks.
Assemble the Right Team: Local expertise and a versatile team are essential for a seamless experience.
Embrace Personalization: Go the extra mile to make every attendee feel valued and appreciated.
Utilize Technology: Leverage technology to enhance communication and personalization.

By following these strategies, you can create an incentive travel program that truly motivates, leaving a lasting impression on your attendees and driving continued success for your clients.

Any thoughts, opinions, or news? Please share them with me at vince@meetingsevents.com.

Photo by AnaCristina Smith on Unsplash

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Hurricane Helene's devastating rampage across the South serves as a stark reminder of the power of nature and the importance of preparedness, especially for those in the meeting and incentive industry. Helene's impact underscores the need to prioritize safety and flexibility when planning events in regions susceptible to extreme weather.

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Introducing Lac du Flambeau Casino Resort: The perfect venue for unforgettable meetings and events! Conveniently located amidst the breathtaking beauty of Northern Wisconsin, our resort offers a harmonious blend of modern amenities and natural surroundings. The conference center is situated on the shores of Lake Pokegama nestled in Wisconsin’s Northwoods, providing a classic Northern retreat feel that reflects its Ojibwe culture and heritage. The casino has slot machines and table games, dining in the Eagle’s Nest Restaurant and Woody’s Bar & Grill, and 101 well-appointed rooms. The 8,500 square-foot Convention Center with the Hall of Nations offers an outstanding venue for entertainment, receptions, trade shows, meetings, presentations, and seminars. The Convention Center can accommodate up to 800 people. Call 1-800-25-TORCH for more information.

The Edgewater Hotel

The Edgewater Hotel in Madison, Wisconsin is an ideal location for hosting meetings and events. The hotel is located in the heart of Madison, next door to the University of Wisconsin-Madison, and within a short walking distance of the Capitol Square and downtown. The hotel has over 14,000 square feet of indoor space including seven breakout rooms, multiple ballrooms, and four special event spaces that can be configured to support your meeting or event. The Grand Ballroom and Terraces, The Madison Room, The Mendota Ballroom, The Red Crown Club, and The Sky Bar are some of the venues available for hosting events. The hotel offers first-class meeting and banquet facilities with the latest A/V equipment and is staffed with in-house A/V technicians. Contact their sales team at sales@theedgewater.com to start planning your event today.