Examen

Semester II
2020
Incentive Travel planning & Logistic

Teacher
Francisco Javier Vergara Piñeres
Exam instruction
1. Group máximum of 4
2. At soon you finish your exam please attach the exam in Google clase room
3. No excuses. You must do the exam the date and hours that you have to answer the exam
a. Deadline: 16th of Septiembre
b. Exam delivery time: 9 am
4. the event that the exam is delivered after the agreed delivery time, it will be graded, but 20% will be
deducted from the final grade. Example: If you score 5.0 on the exam, 20% will be deducted and the grade
will be 4.0
5. Total questions: 10
6. Value of each question
a. Question 1: 2,5
b. Question 2: 2,5
c. Question 3: 2,5
d. Question 4: 2,5
e. Question 5: 2,5
f. Question 6: 2,5
g. Question 7: 2,5
h. Question 8: 2,5
i. Question 9: 15
j. Question 10: 15
Name & Lastname of the group members

• Angie Villera Salcedo

• Audrey Zabaleta
• Kary Salas
• Ana Torres Acosta
 1. What recommend Colombia en Colores as soon you have been
noticed that proposal wins?
Colombia in colors recommends that as soon as you win the proposal, give congratulations because
it is a long process and then go to the confirmation of suppliers, the same day you win, you confirm
the flights, hotels, farms, islands, spaces of the events to verify that everything ok in terms of
availability.
We must be precise with the providers when talking about dates, times, details of services, what we
want is to have everything clear and mark that all details are in order not to fail the client.
Reserve the guides in advance because you want to have the best, who speak well, handle another
language, be friendly. It is always a matter of choosing the same guides for a destination for the
same group so that they gain the trust of the client and can communicate any problems to us, it is a
help for us the guides.
After the confirmation of the suppliers, send the invoice to the customer in order to receive the
payment and pay the advances to the suppliers because no reservation is definitive if there are no
advances.
Also do site inspection, preparation of group and do timing schedule.
 2. What do Marc Glatiny & SITE recommend to arrange a site
inspection with the client?
When a group is confirmed, an inspection visit is held so that the client knows what he requested in his product. Both people recommend to arrange a site
inspection with the client and it offers the following tips to make it:
Ann says:
• Attention to details:
- Slepping rooms/ Hierarchy of those who earned the trip.
- Hospitality area/ suite
- Food (tastings)
- Decor (tables capes)
- Activities
- Off- site venues
- Personalization
- Authenticity
Mark says:
•Confirm if what you requested is what is reflected at the end of the product.
•The customer will always seek the satisfaction of the smallest detail.
•All concerns are resolved during the visit (food, decoration, transportation, schedules)
•These visits are important because they are the ones that give the first impression regarding the organization of the company.
•Always choose a good guide.
•Be honest with the client at all times.
3. Before the arrival of the incentive group in Cartagena which are
the steps to be prepare?
To receive an incentive group that arrives in Cartagena everything must be previously organized
• 1-Confirm providers by phone for transportation, services, restaurants, etc.
• 2-The operation in these cases is run 24/24 making sure that everything is ready and prepared to receive the
group and give them the best attention.
• 3-Star with anticipation in each presentation of the group to arrive before the clients.
• 4-Having always someone in the staff to receive the people, the group can never arrive alone to a service.
• 5-Attentive guides with the participants of the group to resolve concerns and questions.
• 6- Verify that everything is in accordance with the agency's reservation
-Place of check in
-table arrangement, tablecloth colors
-Confirm all menus with the restaurant manager
-Reservation of places where activities will be carried out
• 7- In case of a problem, do what is necessary to solve it or find satisfactory alternatives.
• 8- Be firm with the providers without ever getting angry.
• 9-Be commercial 10-To know how to manage stress.
 4. How are the logistics before, during and after the incentive program?
During the months and weeks before the arrival of the group, suppliers must be kept informed of changes in
programs, flights, etc.
- hold chat conversations with both suppliers and bridge customers in relation to the group's trip, which should be
saved and printed out to avoid misunderstandings
- the same for the telephone conversations, to do whenever they send and everything in writing email -rates cannot
be changed once the agency and the client have accepted
- All the mails where they have informed tariffs or negotiations we must be printed in folder without exception
- send the rooming lists to the hotels very detailed ,so when the participants arrive they only have to sign the hotel
records
- always indicate the pax vip if there is a loan and upgrades if there are.
- send the menu to the agency in the corresponding language to break forward the client's choice. Always clarify
subjects of drinks, tips, cooking points of black meat, etc.
-The client and the agency must be satisfied
-after the group we proceed to re-invoice the client with additional ones that have arisen.
-receive payment of the balance and as a bridge and pay balance to suppliers if there was
-communicate with suppliers to thank them for their good work
-pay suppliers on time every time.
Rest
5. According to the Society of Incetive Travel Excellent which are
the 7 phases to build the program for a incentive travel

The 7 phases to build the program for an incentive travel are:

1.Proposal/ Costing
2.Contract
3.Planning/ Delivery
4.Qualifying period
5.Travel/ Operation
6.Closing
7.Evaluation/ Debrief
6. Wich are the 7 ítems a DMC must not miss when he build a
incentive Travel program

The 7 items a DMC must not miss when he build a incentive travel program are:
•Personalization
•Wow moments
•Perspective taking
•Authenticity
•Shared identity
•Exclusivity
•4 E's: Educational, Entertaining, Esthetic, Escapist.
7.According to SITE how the DMC must adminístrate and perform
to track the incentive program

• Having a monitoring system is the best way to measure the results of the
incentive program. It is also a useful tool for the group: they can regularly check
how they are progressing towards their tasks and objectives, so for the
administration and qualification of the program, it is important to capture all the
information, track performance, provide consistent updates, provide easy access
to information including rules and standings. Also work with the client to track
how participants are doing during the qualification phase(by points of ranking),
understand the campaign and date when names of attendees will be avaible.
8. Please design a timing Schedule format for a incentive Travel programs? What King of information
the DMC must include in the format?
• To make this format we must also take into account the final menus
and comments of the same with the specific person responsible, the
rooms of each hotel booked and transport reservations, the code of
the reservation of domestic flights and the payroll of the airline
reservation. Also all the additional information that is necessary,
useful telephones of all the involved suppliers and data of the client
agency and the guide and responsible of the group that will travel
9. Please prepare de timing Schedule for the following incentive travel
• Number of pax: 50
• Age of the participant of the group: Between 40 y 50 years old
• Sex: Women
• Country of procedence: Japan
• Pick up: Hotel Charlestone Santa Teresa.
• Puck up time: 8:30 am

Experience Include:
• Bruch with tropical juice & fruits
• The group will do Reforestation and release program for bird species.
• Lunch at the Botanic Garden of Guillermo Piñeres in Turbaco, imperial table.
10. Design and incentive travel and build the timing Schedule of one day of experience

• Number of pax: 100

• Age: Between 30 and 50 years old
• Sex: Female and male
• Country of procedence: Brasil
• The objetive of the group is:
• Team bulduing.
• Sales stratgies