Overview

The client worked with CTM Meetings & Events to organise an incentive travel tour and travel seminar for 400+ top-performing distributors onboard a 9-day Alaska cruise, providing free transportation, catering, and accommodation to their attendees. The incentive travel tour provided a platform for outstanding leaders to share their business development and achievements with each other.

Challenge

• Design and set up an online registration site and digital payment gateway
• Cater to 400+ guests’ transportation/ground tours/pre & post-cruise travel arrangement
• Manage logistic of supplies at multiple cruise ports.

Solution

• Designed and built the online registration site, which offered the flexibility for attendees to select different flight schedules, cruise cabin arrangement, special meals, optional local tours, etc.
• Held regular planning meetings to foster strong relationships in order to keep everything on schedule, understand their needs, and fulfill requirements. We also set up a general hotline for registered guests to answer their inquiries and to solve their problems before departure.
• Conducted pre-event site inspection in Alaska to work out all operation details with various working partners to ensure the flawless running of the event.

Result

• Successfully created bilingual web pages to cover pre-trip communication, e-registration, and activities/shore excursions selections
• Enabled 24/7 registration and communication to cover participants in different time zones
• Alleviated the strain on manual input and drastically reduced the administrative work and report running time by over 50%.