If it’s your first time attending an event out of state or overseas with your company, it’s important that you’re prepared to have the best incentive trip ever. After all, you’ve earned this trip! You could write yourself a checklist so you remember to bring all the right documents and know what your agenda will be.
Lucky for you, MTI does all of that for you…and then some. Your incentive trip planner should help you prepare for this momentous incentive trip, and one of the ways we do that here is by giving you a packet of pre-trip documents. We want you to be as prepared and comfortable as possible, eradicating any chance of last-minute crisis or chaos. So, if you want to have the best incentive trip ever, we have a major tip: read your pre-trip documents! Here’s what you need to know.
Here’s What’s Included in Your Pre-Trip Documents
Traveling to a strange place can be very intimidating, especially if you don’t know the culture or what you’re supposed to do when you step off the plane. You can certainly research online but Google can only do so much. This is why we compile pre-trip (or “final”) documents for you. But in general you need the following documents always with you:
- A reminder to have an updated passport
This is, hands-down, the primary source of last-minute chaos for at least one person in an incentive trip group. It seems obvious, but you’d be amazed at the number of people who think they have an updated passport (or don’t realize they even need one), only to get to the airport and realize that it’s out of date, not on their person, or they don’t have one to begin with. Your passport should be valid for at least the next seven months–don’t leave for your trip without it. TSA Regulations are changing soon—read on to find out!
- Flight details
Not only is it helpful for you to know exactly what your flight details are, but you may also be asked by customs. Be sure to carry this info with you for easy reference.
- Your hotel reservation
Just like your flight details, customs will also ask you where you staying. And should you accidentally get separated from the group (which is highly unlikely, but crazier things have happened!), you’ll at least know where your lodgings are.
- Day tour itinerary
We’ve got so much awesome stuff planned for you to enjoy during your incentive trip! Having an idea of what you’ll be doing every day can help you prepare in many ways and will influence your choices throughout your stay. Got a walking tour of the Wall of China on Tuesday morning? Maybe postpone the all-night rager until Tuesday night.
- Small currency
Your event planner should give you info on currency exchange rates and tips on how to have the right amount of money on hand during your trip.
- Dress code
Depending on the places you’ll be visiting during your trip, many places have dress codes that you MUST pay attention to. This includes (but is not limited to): restaurants, bars & clubs, certain party districts, and even cathedrals and churches. Please consult the dress code we provide so that you can pack accordingly!
Weather always plays a huge influence on incentive trip activities, so we like to research and help you prepare in advance as much as possible! Trust us: you won’t need that bulky coat when you go to Aruba.
When Will I Receive My Pre-Trip Documents?
You should receive your pre-trip documents in two ways:
- An initial PDF sent to you via email. You will have the option to print it off at your convenience.
- A packet sent via snail mail 4-6 weeks out from the day you leave. This will give you at least a month to review and prepare accordingly.
Traveling overseas is enough to make anyone nervous…but not you, because you read your pre-trip documents! We want you to enjoy your reward to the fullest possible extent, so we take great care to get everything ready for you ahead of time. Minimize the last-minute stress of traveling with your team by reading over your pre-trip documents. And remember: this is going to be the best incentive trip ever!