Organizing a corporate retreat, sales incentive, or special getaway for your employees?
Incentive travel is one of the most rewarding ways to recognize your top performers, but making these experiences memorable requires personalization.
You need to go beyond delivering a luxurious trip and create an experience where attendees feel seen, appreciated, and understood.
After all, research shows that 80% of consumers are more likely to purchase from a brand that provides a personalized experience.
These 10 tips will help take your event to the next level and make your attendees feel like VIPs.
1. Engage attendees with personalized surveys.
Before your event, gather information about each attendee’s preferences and interests through a survey or quiz.
This could include questions about their dietary restrictions, hobbies, favorite activities, or music preferences.
Make the survey fun to fill out and ask questions like: “Are you a foodie, thrill-seeker, or nature lover?”
Once you have this information, use it to suggest activities or small gestures like customized playlists, meals, or experiences for your attendees.
This makes the trip personalized to their wants, so every moment is tailored for them.
Related: Pre-event surveys: setting the stage for success.
2. Get the hotel staff on board.
When attendees arrive at your hotel and are greeted by name before they even introduce themselves, it immediately sets the tone for an exclusive, VIP experience.
It’s a simple but impactful way to make them feel recognized and valued at your event.
Plus, when event staff are trained to remember personal preferences—whether it's a room service order or dietary needs (which we’ll dive into more in #10)—you create an experience that goes above and beyond expectations.
Fun fact: Companies excelling at personalization generate 40% more revenue from these activities than average players.
3. Personalized in-room amenities.
In-room amenities provide an excellent opportunity to surprise and delight your attendees.
Offer personalized in-room gifts like a hand-stitched robe with their initials or a snack tray with their favorite foods.
Personalization doesn't have to stop at the basics; go deeper by customizing mini-bars with beverages and amenities based on what you've learned from your attendee’s preferences.
Surprise them with a favorite book, a locally crafted item, or a framed photo of their pet (this is a huge hit for animal lovers!).
4. Name drop at events.
A simple but powerful way to make an attendee feel special is by recognizing them by name in group settings.
It may seem small, but when an attendee's name is mentioned during speeches, dinners, or on special welcome boards, it can make them feel like a rockstar.
These thoughtful touches can make a huge difference in their overall experience, ensuring they feel the long flight and time away from their routines, schedules, and loved ones were worth it.
5. Personalized welcome packages.
Welcome packages are a classic but impactful way to make your attendees feel special right from the start.
Rather than giving your attendees a generic welcome kit, personalize it a step further.
You can include items tailored to the attendee’s preferences or interests.
For example, include their favorite snacks, branded company gear in their size, or a small token from the event destination.
- If you’re hosting an incentive trip in Mexico, you could include a custom mug with Mexican hot chocolate.
- For an incentive trip in Hawaii, give your attendees a handwoven lei or a small pouch of Kona coffee.
- If you’re hosting your event in Italy, include a bottle of locally made olive oil or a small jar of truffle salt for them to take home.
Attention to detail, such as their room number or special event dates, can go a long way.
Related: 10 swag ideas for events that won’t end up in the trash.
6. Celebrate important moments.
Your incentive trip might coincide with a special milestone for one of your attendees—maybe it’s their birthday, anniversary, or retirement.
These are perfect opportunities to bring extra emotional value to the experience.
You need to be proactive and find out when these moments happen.
A thoughtful gesture, like surprising a longtime employee with a cake or a personalized video celebrating their dedication, can make a big impact.
One memorable experience was at an event where a long-time employee celebrated her 60th birthday, and the team surprised her with a custom cake and champagne, creating a heartwarming moment for all attendees.
Fun fact: Research shows that 63% of consumers are more likely to return to a company that offers personalized experiences.
7. VIP treatment for guests (and their plus-ones).
Don’t forget about the plus-ones!
A little extra attention goes a long way—personalize their experience with welcome gifts or include both names on event materials like itineraries or seating charts.
Treat them not as an add-on or bonus guests but as valued attendees who are just as much a part of the event.
Related: The power of personalization in incentive travel: making attendees feel seen.
8. Customizable itinerary options.
Let your attendees customize part of their itinerary to add a personal touch and make the experience more meaningful.
Offer a variety of activity options—like a hike, cooking class, or wine tasting—so they can choose what excites them most.
Giving attendees autonomy caters to their preferences and creates memorable moments.
For instance, during an incentive trip to Cabo San Lucas, one attendee fulfilled a lifelong dream of seeing a whale shark during a snorkeling excursion. With the right flexibility and personalization, that bucket-list moment became a reality.
Research shows: personalizing event experiences based on attendee preferences can increase engagement by 40%.
9. Surprise and delight with daily room drops.
Every day at your event should feel like a new surprise.
Room drops are a fantastic way to tie in the local flavor or theme of your destination while also giving a personalized touch.
For example, if your group is in Napa Valley, you might drop off a personalized bottle of wine in each attendee's room, or if you're in Bali, a locally sourced hand-crafted souvenir.
Personalized room drops make your attendees feel like they are valued as individuals, even if they are part of a 500-person group.
Related: 10 unique gift ideas for your next corporate event.
10. Cater to dietary and special preferences.
While it's common to ask about dietary restrictions, we recommend you take it a step further.
Find out their favorite foods and beverages in advance and surprise them with a custom snack or drink waiting for them in their room.
If one of your attendees loves chocolate, have a box of artisanal chocolates waiting for them at check-in, or if they’re a vegan, a personalized meal option with their name on it can be delivered to the event.
This level of attention makes them feel appreciated and cared for beyond the standard.
Related: 8 tips for customizing your food & beverage event menu.
Conclusion.
Personalization is a powerful way to show attendees you value them as individuals.
By incorporating even a few of these thoughtful tips into your next incentive trip, you’ll create unforgettable memories for your attendees and strengthen their connection to your company.
Looking for more? Here are 6 tips to make your 2025 sales incentive trip a success.
Ready to plan your next incentive trip?
GoGather ensures your incentive travel program hits your goals while maintaining the bottom line. Let’s chat about how we can help you plan your best incentive program yet.
