5 mistakes when choosing a travel agencies for incentive trips

Corporate travel and incentive trips are no longer limited to domestic destinations—many large companies now invest in international travel for their employees. For European businesses, Asia is a dream destination, offering rich cultural contrasts and unique experiences. To ensure smooth and well-organized trips, European travel agencies often partner with local Corporate Travel Agencies, leveraging their in-depth knowledge and expertise in designing business-oriented travel programs.

However, choosing the right local partner is not always easy. A poor selection can result in hidden costs, inflexible itineraries, or inadequate service that fails to meet expectations. That’s why a careful evaluation is essential to avoid common pitfalls and ensure a seamless and rewarding travel experience.

In this article, we highlight the key mistakes to avoid and share best practices for selecting a reliable local Corporate Travel Agency—one that can deliver professional, efficient, and customized solutions for corporate travelers.

❌ Mistake No. 1: Choosing a corporate travel agency based solely on the lowest price

🔸 While price is an important factor, selecting a Corporate Travel Agency based solely on the lowest price can lead to significant compromises in quality. Some agencies offer discounted packages by using older vehicles, lower-quality hotels, or by cutting back on services. These savings can negatively affect the experience of your employees, with unreliable transportation or subpar accommodations that fail to meet expectations.

For example, a Corporate Travel Agency might offer a cheaper rate, but they may use old, uncomfortable vehicles, which could lead to delays, discomfort, and overall frustration during the trip. This lack of attention to quality can quickly turn a potentially successful incentive trip into an unpleasant experience.

Incentive-travel-boom-huy

Additionally, for larger groups, it’s essential that the meals are included in the package rather than giving employees the freedom to choose where and when to eat. Offering free meal options may seem like a way to save costs, but it can cause scheduling disruptions. When different members of the group eat at different times, it can interfere with planned activities and excursions, making the experience less efficient and enjoyable.

💡 Solution: Instead of focusing solely on the lowest price, assess the total value offered by the Corporate Travel Agency. Compare the entire package, including logistics, meals, transportation, and guides. Make sure the agency provides a high-quality experience that aligns with the goals of the trip and meets your company’s standards. For larger groups, ensure that all meals are included to maintain a smooth schedule and to avoid any disruption to your carefully planned activities.

❌ Mistake No. 2: Overlooking the logistics and proper allocation of resources for large groups when choosing a corporate travel agency

🔸When organizing incentive trips for large groups, it is crucial to ensure that there are enough vehicles, guides, and event staff to accommodate everyone comfortably and ensure smooth operations. A common mistake made when selecting a Corporate Travel Agency is crowding everyone into a single bus or having some vehicles without guides, leaving employees without proper attention. This can lead to confusion, discomfort, and poor experiences for participants.

Take-experience-the-substainable-activities-halong-travel

Enjoying draft beer in Hanoi

In some cases, the driver is left to manage the group without any support, which can result in key issues being overlooked during the journey. In contrast, even reputable Corporate Travel Agencies ensure that there is one guide per vehicle, and for larger groups, they often send event staff along to help with logistics and provide additional support. This ensures that every aspect of the trip runs smoothly and that employees have a seamless and enjoyable experience.

💡 Solution: Make sure your Corporate Travel Agency allocates sufficient resources to each group, such as multiple vehicles with guides for large numbers of participants, and ensures there is event staff to assist the guides in managing the group. This ensures that each guest receives proper attention and that the trip goes as planned without any hiccups.

❌ Mistake No. 3: Failing to check experience in organizing incentive programs

🔸 Incentive trips are not your typical vacations—they are corporate events designed to express appreciation, build team spirit, or motivate employees. Simply choosing a Destination Management Company (DMC) in Vietnam may seem like an easy solution, but not all DMCs specialize in organizing incentive travel or team-building events. A DMC that doesn’t have experience with corporate incentives might struggle to understand key elements such as brand culture, the importance of team bonding, and the need for creative and engaging activities. Without these critical insights, the incentive trip could fall flat—lacking excitement, relevance, or alignment with the company’s core values.

Treasure Hunt in Hanoi

Moreover, if a DMC doesn’t have in-house creative teams for event design, media production, and communications, they may need to outsource these services, which can drive up the overall cost and complicate coordination. This not only increases the budget but also affects the overall quality and coherence of the event.

💡 Solution: Choose a Corporate Travel Agency or DMC with proven expertise in organizing incentive trips and team-building events. Ideally, they should have experience working with large corporations and be capable of designing exclusive, creative itineraries that reflect your company’s values and objectives. This ensures that the event will be memorable, impactful, and perfectly aligned with the company’s culture, with all services seamlessly integrated into one cohesive experience.

❌ Mistake No. 4: Failing to match the program to the team’s preferences and needs

🔸 One common mistake when organizing an incentive trip is selecting a program that doesn’t align with the participants’ interests or comfort levels. For example, while some employees may enjoy adventurous activities such as zip-lining or off-road trekking, others may find them intimidating or physically demanding. Similarly, a trip filled with sightseeing and cultural experiences might bore those who prefer action-packed itineraries. If the program doesn’t cater to different preferences, the trip could fail to engage the team, leading to dissatisfaction rather than motivation.

Beyond preferences, team dynamics and demographics also play a crucial role. A group of senior executives may prefer a luxury retreat with high-end networking events, while younger employees might enjoy more interactive and energetic activities. Additionally, if a program is too physically demanding, it could alienate older participants or those with mobility concerns.

Gala Dinner in Front of a Temple in Vietnam

💡 Solution: Before finalizing an incentive travel program, conduct a pre-trip survey or discussions with team leaders to understand participants’ expectations, interests, and limitations. Choose a Corporate Travel Agency that can customize the itinerary, offering a mix of activities that balance relaxation, adventure, and team bonding. A well-planned incentive trip should be inclusive, engaging, and aligned with the company’s objectives, ensuring that every participant benefits from the experience.

DMC Mekong IMAGE Travel & Events – A Premier DMC for Corporate Travel & Incentives in Vietnam

Founded in 2009, DMC Mekong IMAGE Travel & Events has over 15 years of experience in the travel industry, specializing in Corporate Travel, Incentive Programs, and MICE (Meetings, Incentives, Conferences, and Exhibitions). As a trusted Destination Management Company (DMC), we have successfully organized customized corporate events and incentive trips for renowned international organizations such as Michelin, Cuisine Plus, Family Medical Practice, and top universities worldwide.

With a strong regional presence, we operate three offices in Vietnam (Ho Chi Minh City, Hanoi, and Danang), as well as one office in Cambodia and one in Laos, ensuring seamless coordination and on-the-ground expertise across Indochina.

What sets us apart is our dedicated in-house Events Team, composed of event planners, media specialists, logistics experts, and multilingual guides. This allows us to deliver exceptional corporate experiences with high creative input, flawless execution, and professional support. Whether it’s a high-end gala dinner, a large-scale team-building event, or a tailored incentive program, we have the expertise and resources to make it a memorable and impactful experience for your clients.