Research, common sense and adequate preparation are keys to planning the perfect meeting or incentive, regardless of where a group travels.
And with a destination as large and diverse as Mexico, planning savvy is even more important. Here, four planners share the inside story about how they turned their most recent forays south of the border into successful events, both for themselves and for the participants. From choosing the right city and hotel to negotiating money-saving aspects of the contracts and dealing with safety concerns, these planners have experience to spare.
Hilary Dabasinskas;Tope Enterprises; San Diego
Setting the right vibe is important for any successful gathering, whether the goal is to do business or just relax and socialize with co-workers. Just ask Hilary Dabasinskas, owner of Tope Enterprises, which organizes events, meetings and incentives for the wine and liquor industry. She puts together an annual gathering for the staff of Cabo Wabo Tequila in Los Cabos and sent 50 people to the Pueblo Bonito Rose in 2009 and 25 to the ME Cabo in 2010.
Los Cabos is a natural choice, she says, because of the quality of service and facilities, as well as its easy access from the U.S.
"We're always looking for a four- or five-star property no matter where we go," Dabasinskas says, "and a spa is very important to our group."
Location can also be a selling point, especially if it helps to bring down costs—which was the case with the Pueblo Bonito Rose last year.
"Being able to walk to restaurants and things like that really saved us a lot of money on transportation," she says.
Indeed she had rave reviews for the Pueblo Bonito Rose.
"Last year, working with Pueblo Bonito, they got an A+ for their communication," she says. "I was so incredibly impressed with the communication before, during and after the event. Before I left the property, I had all my accounting in my hand, done. There were no mysteries."
This is especially important, she adds, because when dealing with Mexico as a planner, the communication aspect can be daunting.
Dabasinskas and her group thought the ME Cabo was a beautiful property, although its youthful ambience and more festive nightlife scene wasn't as appropriate for some of the attendees—a good example, she says, of how important it is to choose the right hotel based on the type of people attending the event.
Dabasinskas used two different destination management companies: Dunes Tours & Travel for ground transportation, which she says provided sensational service, and Advantage Marketing & Incentives (AMI) for excursions and activities.
"They were absolutely phenomenal—full service, anything you need, 24/7. They really made the difference in our program," she says.
AMI arranged zip lining, a Jeep tour and bungee jumping, and also helped to arrange evening events at restaurants including Edith's, Mi Casa and La Golondrina, formerly known as Trailer Park.
Dabasinskas had no worries about safety or security, and she says AMI staff was a big help in steering attendees in the right direction while in Los Cabos.
As for the contrasting ambience at the two properties, there is definitely a market for both, she adds.
"Next year I'll be using Pueblo Bonito Rose again for this group, but I have another group that's going to ME Cabo," she says.
Jennifer Lesnick;Lesnick & Associates; Wellesley, Mass.
When Jennifer Lesnick, of Lesnick & Associates began looking at hotels and destinations for an incentive trip for 50 top salespeople and their spouses and guests, the scare surrounding the H1N1 virus had just settled down, but was still affecting travel south of the border.
When Jennifer Lesnick, of Lesnick & Associates began looking at hotels and destinations for an incentive trip for 50 top salespeople and their spouses and guests, the scare surrounding the H1N1 virus had just settled down, but was still affecting travel south of the border.
"It didn't come into play or worry me," she says, noting that trying times may have some benefits, giving planners the ability to secure better rates. "When I negotiated the contract about a year and a half ago, we had just come off the swine flu scare, and Mexico was hurting, so we might have been able to get a better deal. I do think I got some good pricing that allowed me to go to a resort like the Four Seasons."
Lesnick's decision to send her group to the Four Seasons Punta Mita in the Riviera Nayarit was not just because of attractive pricing.
"I had done a lot of work with Four Seasons and I was very impressed with the sales manager," she says. "We worked for about three months, going back and forth negotiating, and we were able to come up with a great package."
She was also able to get the hotel to come up with money-saving options for theme nights.
Additionally, Lesnick says the Four Seasons helped to address any potential concerns about safety.
"We worked everything through the hotel because the Four Seasons was very careful about security and making sure that we felt very comfortable," she says.
Lesnick's group did most activities on-site at the hotel, including an Iron Chef-style team-building event and a cocktail party on the golf course. Rather than using an independent destination management company, Lesnick also relied on the Four Seasons to organize activities elsewhere in the Riviera Nayarit, including ATV rides and deep-sea fishing.
"Going with a company that has sales representation in the United States helps alleviate worries," she says. "With the Four Seasons, I started negotiating with my New York national salesperson, so I knew that I had somebody here in the states if I had trouble communicating."
Barbara Swinger;Teradata; Dayton, Ohio
A sunny Caribbean locale was a must for the February incentive trip organized by Barbara Swinger, events manager at Teradata Corporation, a database software company. After all, these were Teradata's best performers—1,000 of them, mostly salespeople—who were being rewarded for their outstanding work.
A sunny Caribbean locale was a must for the February incentive trip organized by Barbara Swinger, events manager at Teradata Corporation, a database software company. After all, these were Teradata's best performers—1,000 of them, mostly salespeople—who were being rewarded for their outstanding work.
"The top executives had us look at options in the Caribbean that could handle our numbers," Swinger says, adding that Cancun more than fit the bill.
The main host hotel for the trip was the Fiesta Americana Grand Coral Beach.
"The rooms and service level at all functions were outstanding," Swinger says. "The Fiesta Americana Grand Coral Beach received very high survey results from all of our attendees. We had most of our functions at this hotel and they are very efficient, [with] great food and service. Overflow was at the JW Marriott, which was a fabulous hotel as well."
For off-site venues, Swinger did a buyout one evening at the Hard Rock.
"They did a fabulous job and our attendees loved it—great food, drinks and service, plus their in-house band is great," she says. Daytime activities included jungle/snorkel tours, catamaran/snorkel tours and excursions to Mayan ruins throughout the Yucatan Peninsula, including Tulum, Xel-Ha and Chichen Itza, a big hit with attendees.
To smooth the customs process, Swinger worked with a DMC.
"Meeting Incentive Experts helped with this process, as they got access in the airport to assist our attendees," she says. "We did not experience any problems."
As for safety issues, Swinger says she and her attendees were not concerned.
"We did not have any problems regarding our safety or security," she says.
Working with capable partners with local connections is crucial for a successful incentive, according to Swinger.
"Picking the right DMC and hotel is a must," she says. "Adam [Lawhorne, at Meeting Incentive Experts] and his team exceeded all our expectations and made our program successful."
Cathy Cummings;Rosenbluth Vacations; Boothwyn, Pa.
There's nothing wrong with mixing business with pleasure, of course, and for the annual meeting of the Orthopedic Surgery and Trauma Society, the free time requirements are quite specific.
There's nothing wrong with mixing business with pleasure, of course, and for the annual meeting of the Orthopedic Surgery and Trauma Society, the free time requirements are quite specific.
"They always have medical meetings in the morning, and then go scuba diving in the afternoon," says Cathy Cummings, a planner with Rosenbluth Vacations.
In the 15 years since Cummings has planned these annual gatherings, the society has visited a wide array of scuba-oriented hot spots, including destinations in the Caribbean, Mexico and Australia. Picking Cozumel for its 2010 meeting was a relatively easy choice, according to Cummings.
"Really the reason for choosing Cozumel was the outstanding diving," she says. "They had had a meeting at the Presidente InterContinental in Cozumel about 10 years ago, and we were aware that it had closed after one of the hurricanes and then did a major renovation. So we decided it was time to go back."
Based on positive experiences in the past, the attendees were eager to return to Cozumel.
"I did have to answer a few concerns prior about whether it was safe to go there," she says. "But as everybody pointed out, the incidents of violence were not taking place on Cozumel."
According to Cummings, the trip was an all-around success.
"I have to say in all the years of booking this group, this was the best meeting they've ever had," she says. "There was not a single thing that went wrong. For the first time, I had attendees saying, 'We would come back here in a heartbeat.'"
In addition to the natural beauty of Cozumel, attendees also enjoyed the hotel, according to Cummings.
"The thing that I have to rave about is the property," she says. "The rooms—even their least expensive room, a pool-view—were some of the nicest hotel rooms I've ever been in. The food was outstanding. They really bent over backwards. Our group coordinator personally went out and found us an acoustic guitar for one of our members who makes up a song every year."