# Incentive trip planning checklist

Sociana template v1.0, reviewed 2026-10-19. Tick items off, add an owner and a date beside each, and delete what does not apply.

## Scheme and qualification

- [ ] Write qualification criteria and period
- [ ] Set the budget per traveller
- [ ] Decide whether guests may join and who pays
- [ ] Define the approval path for exceptions
- [ ] Announce the scheme with dates and prize

## Destination and vendors

- [ ] Choose the destination with visa and season in mind
- [ ] Shortlist hotels and confirm group rates
- [ ] Select the ground handler or agency
- [ ] Confirm travel insurance cover
- [ ] Check local rules and customs for the group

## Winners and documents

- [ ] Freeze the winners list with a date
- [ ] Collect passport details exactly as printed
- [ ] Check visa needs and processing time
- [ ] Collect dietary and medical needs
- [ ] Collect emergency contacts
- [ ] Confirm guests and companions

## Travel and stay

- [ ] Book flights as a group or by origin
- [ ] Assign rooms using the rooming sheet
- [ ] Plan airport transfers by arrival cluster
- [ ] Plan the return journey and baggage allowances
- [ ] Prepare travel kits and wallets

## Programme

- [ ] Build the day-by-day itinerary
- [ ] Plan a welcome dinner and a recognition evening
- [ ] Add team activities with options
- [ ] Leave free time and explain it
- [ ] Plan a group photo and gifts
- [ ] Prepare a rainy day alternative

## Communication and close

- [ ] Publish itineraries to each traveller
- [ ] Share a pre-departure briefing
- [ ] Run a helpline during the trip
- [ ] Collect feedback and photos
- [ ] Reconcile costs and send thanks

Source: sociana.in/templates/incentive-trip-checklist/