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Services of incentive agencies

A full list of incentive and event agencies (Members of GCB)

An incentive / event agency is a company that specialises in planning, coordinating and staging incentives and special events. These agencies are additionally often incoming specialists for a country or region and therefore also offer the services of a destination management company (DMC) such as transport, hotel reservations, restaurant suggestions etc.

With years of trade and country expertise, world-wide contacts and networks and experience in organising programmes to convey an authentic experience of the country, incentive and event agencies support and advise their customers during the entire organisation process – from a first creative brainstorming to a post-event evaluation.

With their insider knowledge of the customers’ requirements and guests’ wishes, agencies ensure that everything goes according to plan, while remaining discreetly in the background, so that their customers can simply focus on being hosts to their invited guests.

As wholesalers, qualified incentive and event agencies can negotiate favourable terms and pass them on to their customers. By doing so they can create programmes tailored to their customers’ needs and memorable experiences, while saving a lot of time and money. An agency offers its customers significant added value and saves resources for research, negotiations, planning and, of course, event co-ordination on-site.

Advantages of working with an agency at a glance

• One face to the customer: The customer has one contact in the agency for handling the event and all questions in this context.
• Representatives: the agency knows the customer’s goals, represents the customer’s interests and communicates the corporate philosophy.
• Great time saving in the realisation of projects of any size.
• Quality assurance thanks to know how and established long-standing partnerships. 
• Favourable terms thanks to bulk buying by incentive and event agencies.
• Specialisation in meetings, incentives, conventions and events (MICE).
• Knowledge of the country, which guarantees an authentic tour and social programme.
• Time saving in the search for qualified local service providers and partners.
• Flexibility: The customers determine the destination and the agency will take them there directly or by unusual means – according to the customer’s wishes.
• Security thanks to careful monitoring of all booked services and native speakers as contacts as well as local co-ordinators from the agency. Nothing is left to chance.
• Convenience: A good agency will be responsible for concluding all contracts with local partners, communicate clearly with suppliers and have knowledge of local and national regulations, insurance cover and licences and permits.

As experts, incentive and event agencies / DMCs know aspects of the people and country that even the locals sometimes do not know, as a good DMC knows everything there is to know about the host city. Thanks to constant research and sharing information and experiences at trade fairs, a DMC knows the typical locations but also the insider’s hotspots in his city!

Incentive and event agencies offer their customers a variety of options based on different budgets for successful incentives. Be it in the air, on the water, in the mountains, on the beach or in a modern metropolis – from a luxurious premium incentive to a unique outdoor adventure.

Brainstorming

• Customer analysis and needs analysis
• Specification and evaluation of impacts of various measures
• Motto creation / storytelling

Advice and conception

• Creation of budget-compliant cost calculations with transparent cost specification
• Visualisations and presentations
• Alignment of productions and dramaturgies (entertainment and contents)
• Planning and implementation of pre-tours and fam trips

Planning, coordination & supervision
An incentive and event agency ensures that an event goes perfectly and smoothly on site thanks to its detailed knowledge of the destination, insider know-how and industry experience as well as in co-operation with local and global networks.

• On-site support, personal care and co-ordination by multilingual project manager
• Travel management & ticketing (travel of guests to and from the venue)
• Logistics, infrastructure & transport handling (also support for customs and immigration formalities)
• Selection and booking of selected local hotels
• Selection and realisation of individual social programmes and excursions
• Location scouting and restaurant suggestions
• Coordination of on-site transfers
• Selection, coordination, booking and briefing of event and fair staff (guides & city guides, hostesses, chauffeurs, service staff, translators, security, etc.)
• Catering and gastronomic support
• Entertainment programme (musicians, artists, performers in up-to-date databases)
• Looking after VIPs, speakers and artists
• Creation of seating plans and idea scribbles
• Decoration concepts and renting of equipment such as light, stage and audio systems
• EDV-assisted attendee management (also online in real time)
• Texting and design of tie-in communication
• Design and production of gifts, promotion materials and corporate fashion
• Insurances (organiser’s liability insurance, travel cancellation insurance, etc.)
• Monitoring of compliance with all legal event regulations
  

Finance management

• Budget controlling
• Calculation and monitoring of return on investment
• VAT refund in co-operation with Taxback International (TBI)
• Sponsoring measures and sponsor generation
  

Project follow-up

• Documentation (TV and photo shoots) 
• Reminder campaigns
• Evaluation/ success monitoring

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Further information