Planning an incentive trip for your client is exciting – not just for the trip itself, but for the build-up beforehand. Studies have found that people are often happiest while looking forward to a holiday. In a 2025 interview, Dr Martin Tušl from the University of Zurich explained that anticipation plays a huge role in travel enjoyment, sometimes even more than the trip itself.
Having something positive to focus on in daily life, like a long weekend in Rome or a luxury escape to the Riviera, can lift people’s mood weeks in advance. For incentive travel planners, this is a powerful tool. By making the countdown part of the reward, you give employees a feel-good boost long before the plane takes off.
The question is, how do you keep that spark alive from the moment you announce the trip until your client finally sets foot in their dream destination? Let’s explore some tried-and-tested ways to build and sustain that excitement.
Kick Off with a Bang: Teasers and Big Reveals
Start with a reveal that feels like an event, not an announcement. Build suspense with teasers – a cryptic message in the inbox or a poster in the canteen hinting that “something big” is coming. By the time the meeting rolls around, people will already be curious. Then deliver with flair: unveil a short video of destination highlights, transform the room with themed décor, or go the extra mile with a personal touch.
Imagine each employee arriving at their desk to find a package stamped “You’re going to Barcelona!” Inside could be a branded travel wallet, luggage tags, a guidebook, and a few playful extras – perhaps a jar of Spanish olives or a Gaudí-inspired trinket. Suddenly, the trip doesn’t just exist in theory – it feels real, and the excitement becomes tangible.
Give the Trip an Identity
To keep excitement high over time, give your incentive trip its own identity. Come up with a fun name or theme for the programme that ties into the destination and the client’s company goals. A themed title like “Operation Ocean Oasis” or “European Escapade 2025” makes the trip feel like an exclusive club that everyone wants to be part of.
Use it across emails, posters, and updates. A Rome-themed trip might weave laurel wreath icons into communications, while a Riviera escape could use beachy colours. These touches remind people it’s not just a trip, but a special experience.
Communicate Consistently and Creatively
One of the biggest mistakes is letting excitement fade after the first reveal. Instead, keep the momentum alive with a clear communication plan. Regular, bite-sized updates will keep interest high. A monthly or bi-weekly “Trip Teaser” newsletter with photos, fun facts, or mini-itineraries works well – even a quick trivia snippet can be enough to rekindle excitement.
Email is a great tool, but variety keeps things fresh. Consider setting up an internal trip website or portal with a live countdown, weather updates, and striking visuals to keep the destination top of mind. Many planners also create a dedicated Microsoft Teams or Slack group where the conversation can continue 24/7 – a place for sharing travel GIFs, light-hearted weather snapshots, or even hints from company leaders about surprise events to come. The goal isn’t to overwhelm employees, but to weave the upcoming adventure naturally into daily work life.
Paint the Picture
As the departure date nears, help employees visualise the wonderful time they’ll have. Use vivid descriptions and visuals to paint a picture of the destination. In your communications, go beyond just stating facts – tell little stories to spark daydreams.
For example, instead of saying “There will be a dinner on the beach,” you might entice them with: “Picture yourself kicking off your shoes and feeling the warm sand between your toes as our team enjoys a private sunset barbecue on a Bahamian beach.” Such descriptions turn abstract itinerary items into concrete, tantalising mental images.
An Unforgettable Countdown
The anticipation of an incentive trip is part of the reward itself. By making the countdown just as memorable as the destination, you’ll keep spirits high, motivation strong, and your clients looking forward to an experience they’ll never forget.
