Why On-site Communication is Important for Incentive Travel

One of the most important, yet often overlooked, aspects of planning an incentive trip is on-site communication. It’s always necessary to have a way of communicating with attendees, although creating an on-site communication plan is frequently put off until the last minute. Programs need to prioritize communication planning earlier to prevent running into last-minute complications that might limit final implementation. Consider all the different forms of on-site communication, itinerary reminders, risk management, and communication tools.

Forms of On-site Communication

Email Notifications

Beneficial for more lengthy forms of communication such as itineraries, directions, or other specifications.

Text Notifications

Efficient in the case of essential reminders, alerts, or last-minute updates. Difficult to ignore since text notifications can’t be turned off via app settings.

Push Notifications

Effective when using an event app. These notifications will increase user engagement within the app and allow the app to be the central point of information for the attendees. Useful for international travel to not interfere with the attendees’ messaging plan.

Itinerary Reminders

When creating an on-site communication plan, it is helpful to factor in the standard attendee’s forgetfulness. It is unlikely that everyone will always know when to be and where so sending out reminders can be very useful! For example, if they have an early morning call time, send them a reminder after the last event the night before.

Itinerary reminders can also be useful in providing attendees the power of choice. When attendees can choose their scheduled events, having notifications remind them of their customized itinerary will be extremely valuable as they won’t have a standard itinerary or fellow attendees to rely on.

Safety Messaging

Of course, we cannot forget risk management. It is vital to use these combined methods of on-site communication to give directions in case of an emergency. If there is a fire drill at the hotel, being able to send a message to attendees communicating a meeting spot and protocol is a foolproof way to get the word out quickly. In the event of something more severe, a combination of all these messaging techniques could mean the difference between getting caught in a dangerous situation and safely averting disaster.

Communication Tools We Use

There are so many communication providers; it can be challenging to narrow down the options to find the ideal one for your needs. Here are a few that Brightspot uses regularly:

Email Notifications – Aventri

Aventri is extremely useful for sending email communications before and during events. Aventri can schedule emails long before being on-site and can even send surveys to attendees to gather information such as their food preferences, activity decisions, guest information, and more.

Text Notifications – SendHub

SendHub is a great option for sending text notifications on-site. Through SendHub, program managers are able to load and schedule texts prior to leaving for the trip. Phone lines can also be created for attendees to call on-site to ask any questions or raise concerns. The phone number for calls and texts can even be the same to minimize confusion.

Push Notifications – Brightspot App

Lastly, for push notifications, Brightspot has its own app, Event HQ, which is powered by Cvent and is easy to launch. Using Brightspot to plan incentive trips or events come with the ability to create a custom app for the program that has push notification capabilities to improve on-site communication with attendees.

Contact us to help plan unforgettable incentive trips with a turn-key communication plan for on-site operations! Looking for more bright incentive travel ideas? Check out the eBook featuring 9 tips to improving your incentive trip.

Jessica Beghtel

Author Jessica Beghtel

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