What is the best month for a corporate incentive trip?
When planning a corporate incentive trip for your team, you might be wondering when the best month to go is and, therefore, the best time to book.
It’s worth mentioning from the outset that there is no correct answer or one best time to go. However, there is a travel "sweet spot" you might wish to consider.
There are also some other key factors you will need to consider that may impact the best month for your particular incentive trip; these include:
Destination
Weather
Cost
Employee availability
Activities/experience
For example, if you’re planning a ski incentive in Switzerland, January to March could make sense, whereas a Mediterranean beach incentive would be better suited to May or June.
Below, we’ll take a look in more detail at the incentive trip “sweet spot” and how to choose the best time to treat your employees.
The “sweet spot” for a corporate incentive trip
Though there is no one right answer, there are two periods in the year that are particularly great for incentive trips.
May to June is a strong all-round option ideal for summer experiences because the weather is comfortable in many destinations, especially across Europe. It is also before the peak summer holidays, so there is often more availability, and as a mid-point in the year it can be an excellent time to reward employees.
Alternatively, September to October offers warm weather in many destinations, good conditions for outdoor activities and good timing for rewarding work completed earlier in the year. Plus, summer crowds have eased so there are more budget-friendly options available.
What about the other months?
This is not to say that the other months of the year can’t provide great opportunities for employee incentive trips, depending on the type of trip you’re planning and weather requirements:
January to March - Can be good for skiing or colder trips
April - Can offer wonderful spring city breaks, though the weather varies
July to August - Peak of summertime, so great for outdoor activities
November - The opportunity for some winter sun
December - Opportunity for festive-themed trips or winter sun
Does the destination matter more than the month?
For most trips, the best month will depend on where you’re going. This is because you need to think about the weather during that time; you might not want it to be too hot or too cold. For example, if you’re going to tropical destinations, you want to go during the dry season.
Plus, prices fluctuate, and some destinations will become more expensive in the summer or during busy peak travel windows. Though peak seasons can offer the best weather and more activity choices, they can also increase demand and costs.
Planning an incentive trip during what is known as the ‘shoulder season’ can offer potentially better value and fewer crowds while still having the potential for great weather. It’s just that the weather may be less predictable.
Don't forget about the employees
You need to consider the best time for your employees to take an incentive trip too. After all, you can’t have half your workforce off during your busiest time of the year.
You should also take into account:
Annual leave
School holidays
Busy periods
Sales cycles
Financial year-end
Company events
Employee availability
The incentive only works if the people you're rewarding can actually participate, so think carefully about which time of year is best for your team and your business. This may also influence the destination you choose.
Match the month to the purpose of the trip
Think about the purpose of your incentive trip and match the month to this purpose. For example, are you rewarding your team for hitting quarterly sales targets? Or are you planning a festive Christmas thank you?
Another reason you may be taking your teams away is to motivate them for a busy period ahead or to encourage them to hit their sales targets. Ultimately, what we’re saying is that the timing of your trip could change depending on the objective, so think this through before booking.
What activities do you want to include?
If you have specific activities in mind, this may also impact the time of year you choose for your incentive trip. Here are some popular activities that can impact the best time to travel:
Golf → Destination/weather dependent
Sailing → Warmer months
Skiing → Winter
Hiking → Spring or Autumn
Beach experiences → Dry/warm season
City/cultural experiences → Spring/autumn can work well
With this in mind, the planning process becomes: experience, destination and then month. So again, you need to take this into consideration when booking your group travel experience.
When should you start planning your incentive trip?
If you’ve decided on a destination and the best time of year to go there, you might be wondering how far in advance you need to start planning your trip. The truth is that you can start thinking about destination, budget, objectives, etc., a year in advance.
Between 9 to 12 months before, you can start booking group flights, hotels and travel suppliers. Then between 6 to 9 months, you can polish out the finer details like itinerary and activities.
This gives you 6+ months to confirm logistics with employees, gather key traveller information and make any final arrangements.
Choosing the right time for your employee incentive trip
If you’re planning an employee incentive trip and you’re not sure when to book it for, here’s a simple checklist to help you. These are the seven key aspects you need to consider and weigh up against one another to choose the perfect time of year to travel:
Chosen destination climate
Peak or shoulder season
Total budget
Employee availability
Group flight availability
Activities and experiences
The purpose of the incentive trip
Before you book anything, take these important factors into consideration, and you’ll be able to determine the best time for you and your team.
And if you need help or advice when choosing a destination and booking group flights, the team at BTG Travel Management can help. Get in touch today to speak to one of our expert group flight specialists.