My Stay
A document checklist for passport pages, photo, visa form and dietary needs, then flights, rooms and coach numbers published back to each achiever.
Illustrative scenario · Incentive travel
How we would run an incentive trip to Thailand for 300 top performers
An illustrative plan, not a trip we have run: how Sociana would run a five-day incentive trip to Bangkok and Pattaya for 300 top performers, with a six-week season in the app before anyone flies. Winners upload passport and visa documents, follow team challenges and a step race at home, then find their flight, room, coach and dress code for each evening in Thailand, with help one tap away.
Illustrative scenarioBangkok and Pattaya, two hotelsSix-week season, then five days and four nights300 achievers and 20 hostsIncentive travel
Hero screens: Real screen from YEC 2024: Documents, passport, visa and dietary needs · Real screen from Wellness Expedition: Home, countdown, step week and Did You Know · Real screen from YEC 2024: Leaderboard, teams ranking.
The brief
An insurer rewards its top 300 advisers with five days in Thailand: two nights in Bangkok, two in Pattaya, a gala on the last evening. The trip is announced six weeks out, and the company wants those weeks to feel like part of the reward, not like paperwork. The travel partner needs passport scans, visa forms and dietary needs from 300 people who are busy closing business.
The plan opens the app the day winners are announced. Documents come first, with a checklist that shows what is still missing. A light season runs at the same time: teams of ten named after Thai cities, a weekly challenge posted on the feed and a step race synced from the phone, all scored on one board. On the trip the app turns into an itinerary: flight, hotel, coach number, dress code and the host to call. The travel partner books; the app tells each person their part.
Modules
What we would switch on, and why
Each module exists in the platform today. Where a public screen exists, it comes from another Sociana app and is captioned with that app's name.
Step challenges
A six-week step race before the trip, synced from Health Connect or Apple Health, scored for teams.
Leaderboards
Team and individual boards for the season, combining steps, weekly challenges and quiz points.
Social feed
Weekly challenges such as a team intro video or a caption contest, posted on the feed and scored by the hosts.
Agenda
Day-wise itinerary with flight times, hotel moves, the coach transfer to Pattaya and the gala.
Info pages & FAQs
Bangkok and Pattaya weather, currency tips, venue notes and the hotel addresses in Thai to show a taxi driver.
Dress code
Dress code per evening, temple etiquette and what not to carry through customs, unlocked the week before departure.
Help desk & SOS
Hosts' numbers, the travel partner's duty phone, the nearest hospital to each hotel, and a phrasebook page.
Groups
Coach groups and team groups, so a coach change reaches only the 40 people on that coach.
Concept, not a screenshot
Your coach · Day 3
- Coach 4 · Host: on your card
- Lobby at 9 am, Bangkok hotel
- Arrive Pattaya about noon
Run plan
Day by day
Weeks 1 to 6 before departure
The season at home
- Winners announced; the app opens with the document checklist.
- Teams of ten formed; a weekly challenge every Saturday and a step race throughout.
- Missing documents chased weekly from the operations sheet with the travel partner.
Departure week
Everything on one card
- Flights, hotel and coach published; dress codes unlocked.
- Season winners announced in the app, with recognition saved for the gala.
Days 1 and 2 · Bangkok
Land, check in, explore
- Airport transfers by coach group; room numbers already on each card.
- City evening with a push from the hosts when coaches leave.
Days 3 to 5 · Pattaya
Move, celebrate, fly home
- Coach transfer with group-wise lobby times.
- Gala on day four with the season's awards; departures on day five.
Team
Who would do what
| Role | People | What they do |
|---|---|---|
| Delivery lead | 1 | Plans with the sales-incentive team and the travel partner. |
| Documents and hospitality data | 1 | Checklist, document chasing and publishing travel details. |
| Season content | 1 | Weekly challenges, the step race and the board. |
| Travelling Sociana host (optional) | 0–1 | On the trip for five days beside the company's hosts. |
Timeline
From order to wrap-up
- Eight weeks outAchievers list and trip plan agreed with the travel partner.
- Six weeks outApp live; document checklist and season open.
- Three weeks outDocuments complete for visas.
- One week outFlights, rooms and coaches published.
- Week afterSeason and trip exports handed over.
For the organiser
What your team would see
Documents still missing
A list by person and document type, shared with the travel partner, so visas are not filed late.
Season engagement
Who joined the step race and the weekly challenges, by team.
Who is on which coach
Coach and room lists that match what each achiever sees on their phone.
Risks
What could go wrong, and how we would handle it
Passport scans arrive late or unreadable.
The checklist shows what is missing; weekly reminders and a phone call from the travel partner for the last few.
International roaming is off.
Itinerary and hotel cards are loaded before departure; hosts carry local SIMs.
A flight change on departure day.
The travel partner updates the sheet and the new time reaches the achiever's card and a push.
The season loses steam in week four.
A new challenge every Saturday and a visible team board keep teams talking.
Price band
₹2,49,000 to ₹3,24,000 + GST
Built from the public price list on the Participation & Rewards package. Your quote would be itemised against the same lines.
| Line | Low | High |
|---|---|---|
| Participation & Rewards packageup to 1,000 people | ₹2,25,000 | ₹2,25,000 |
| Remote ops desk for 3 more event daystwo event days are included; ₹8,000 per extra day | ₹24,000 | ₹24,000 |
| On-site Sociana team, 0–1 person for 5 days₹15,000 per person per day; optional, the remote ops desk is included | ₹0 | ₹75,000 |
| Band | ₹2,49,000 | ₹3,24,000 |
Billed on actuals, outside the band
- WhatsApp utility messages at ₹0.25 each and marketing messages at ₹1.1 each, on actuals
- Travel, food and stay for any on-site Sociana staff
- Reward fulfilment passed through at cost plus 10% handling
Notes
- Participation & Rewards is chosen for the pre-trip season (steps, points and team boards); a trip without a season fits Event & Hospitality.
- All figures are list prices in rupees, exclusive of 18% GST.
- Price list valid until 31 Mar 2027; your quote is itemised against the same list within one working day.
Not in this plan
- Sociana does not book flights, hotels or visas; the travel partner does, and the app publishes the result.
- Passport and visa documents are collected for the trip and handled under our data-retention policy.
Real events
Where these modules have already run
Customer stories from events we did run, which used the modules this plan relies on.
Questions
About this scenario
Has Sociana run a Thailand incentive trip?
No; this page is an illustrative plan. The closest event we have run is YEC 2024, an incentive trip to Dubai that opened in the app eight weeks before departure, and its screens appear here with captions.
Why start six weeks before the trip?
Documents take time, and a season of team challenges makes the wait part of the reward. Achievers already know the app by the time they land.
Does the app work abroad?
Yes, on any data connection. Itinerary and hotel cards loaded before departure stay readable if roaming is off.
Planning something like this?
Send us your date, city and headcount. We will turn this plan into yours, with an itemised quote within one working day.