What To Look For In A Professional Group Travel Partner

Planning and delivering a memorable group travel event as an incentive or reward program can be challenging. From setting the right budget and selecting the ideal destination to managing myriad of on-site operational details, the process is complex. If your company lacks the resources to manage such a project, you need to find the right partner. Here are some key factors to consider:

Experience Matters

Choose a partner with a track record of operating events of all types around the globe. Their extensive experience can help avoid unforeseen pitfalls. As with most things in life it's not just what you know but oftentimes what you don’t know that can hurt you. For instance, if you tell your planner you want to run an event in Las Vegas at Brand X hotel, are they experienced enough to tell you that hotel has lots of “junk fees” that will eventually kill your budget? Do they have strong relationships in the proposed destination so they can “move mountains” when the CEO asks for a last-minute reservation at the most sought-after restaurant? It’s near impossible to plan for every eventuality so a well-connected partner can be of the utmost importance.

Transparent Pricing

Opt for a partner that works on an “open book” pricing model. Ensure you understand the terms clearly – look for true net pricing without hidden fees/commissions or vague line items such as “administration” or “on-site staffing” without any details. It’s also a good idea to ensure your ability to conduct a post-event audit should you sense something is amiss.


The pandemic has impacted staffing in the travel industry, leading to potential understaffing and less-experienced teams. Make sure to know who will be assigned to your program, their experience level, and who their back-ups are before signing any contract.


Many people think that customizing their program elements will add to their budget but that is simply not true. The right planning partner will personalize your group travel event through attention to detail. They should understand who the winners will be and what the history of your past rewards trips to create unique “surprise and delight” moments that elevate a program from ordinary to memorable.

Financial Stability

Assess the financial stability of potential travel partners, especially during economic downturns. Ensure all of your deposits are secured in a “lock box” and not being used to cover unrelated expenses. Confirm that the partner is properly insured to cover any unplanned crises, such as a third party vendor going out of business.


At Gapp Group, we bring hundreds of years of combined experience in designing the right rewards program for businesses of all size. Our expert team can help you establish a budget, select the perfect destination, negotiate and contract your hotel, and design engaging program content. Our team of Operation Specialists ensure every on-site detail is covered, and our final bill is guaranteed to be both timely and transparent.

Curious to learn more?

Contact Gapp Group and speak to a specialist for a no-obligation conversation about how to define the right reward for your audience.