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Planning a company retreat with vacay vibes

  1. The Intro Phase: We will have an introduction call or Zoom to discuss your ideal company retreat details (dates, location preferences, number of guests, ideal budget, etc). This is also an opportunity to see if we are a good fit based on what you envision for your team outing. Just a heads up - Vacay Vibes specializes in international destinations such as Mexico, the Caribbean and Costa Rica.

  2. The Research Phase: After the call, I will send over my research fee in order to get started (typically $75). Once that is paid, I will send you an initial proposal within 48 to 72 hours that includes 4 to 6 suggested properties from on our earlier conversation. From here we will narrow down our options and/or make adjustments if your needs change.

 
 
 

3. The Contract Phase: After a few days of reviewing the options, ideally you will decide on one or two properties that feel like the perfect fit for your group. At this point I will reach out to the resorts to confirm availability and will request a contract for the room block so that we know the best group rates they can offer for your team. The contract will also have details about deposit payments needed, timelines, and cancelation guidelines. We will review all of this information together.

 

4. Once everything looks good, we will sign the room block contract and secure the trip dates with the hotel. I will also create a custom website for your corporate retreat that you can use to share with all of your employees. It will include all of the details they need to know about the resort, dates, itinerary, anything else you would like to include. I will collects RSVPs through the website and will be sending each guest their reservation invoices as well as any important information.

Here is where I would also send over my “planning fee”, which will include handling all of your guests room reservations, payments, the airport transportation to and from the resort, any local activities, and providing all travel documents and requirements as the trip date approaches.

 
 

5. The Event Planning Phase: Usually somewhere between 5 to 7 months prior to your travel dates, our group coordinator from the resort will contact us to confirm your preferences for any company events and additional details they may need. This would include things like a welcome cocktail reception, meeting space requirements, group activities for your staff, or even a private team dinner on the beach.

 

6. The ‘Almost There’ Phase: About 1 to 2 months prior to your travel dates, I will reach out to all of your employees that booked through our room block and ask for their flight information so that I can coordinate their airport transfers to and from the resort.

7. The Finalization Phase: A week or two prior to your travel dates, I will send your team their official travel documents with all of their reservations and confirmations that they need to check into the resort. I will also send their transportation details and any important travel information or requirements.

8. The Excitement Phase: You’ve made it! While you’re in the destination about to celebrate your team, I’m still your main point of contact should you have any questions or would like to organize something last minute. The group coordinator from the hotel should also be on site and available to help you with any specific questions about the group’s schedule and event details.