An incentive or itinerary event (an off-site, an experiential trip, an incentive trip, a closed retreat) is a smaller event for a known group (typically up to ~50 people). The attendees are already chosen — you do not need to find them, sell them tickets, or set up complex registration. The key is the attendee app as a digital travel guide: Agenda, Venue, Contact, practical information, push notifications. Everything in one place, no microsite, no tickets.
Decide:
How many attendees and whether they are all known up front (Excel import, not open registration).
Languages — typically just one, at most two.
Do you need a microsite? — Usually no. Attendees come in directly through the app.
Do you need on-site check-in? — For a closed group, usually no. Everyone knows each other, no host staff needed.
How will people get access to the app? — Typically through a direct link in an e-mail you send as the organizer.
Language and content format — an itinerary is often informal (rules of conduct, dress code, parking, wi-fi passwords). Use Custom content.
An incentive event has to put information in one place and serve as a guide during the trip. The attendees are not new customers who need to be persuaded — they are employees, partners, or VIP clients who already know they are coming and just need practical information. The host's goal: a smooth experience, minimal confusion, flexibility when things change.
Modules
Attendee app — the key and often only channel. Mobile and web version.
Contacts and groups — import the attendees (Excel), assign them to the event, send the e-mail with the access link.
Invitation e-mail / Confirmation e-mail — sending out app access. Simplified text (you have nothing to sell, you just open access).
Content features
Agenda — in itinerary form: what happens when, where you meet up, when you leave, when dinner is. Simple structure, often with no parallel blocks.
Venue — not just one (typically a trip covers several places — the hotel, restaurants, excursions). The Venue content feature lets you have multiple instances, or you can use Custom content for the details of individual stops.
Contact — several contacts (main organizer, driver, transport provider, hotel). Contact is a multi-instance content feature — you can have several entries.
Custom content — the most-used feature for an itinerary:
FAQ — what to bring, dress code, weather.
Trip rules — safety, schedule, what to do in case of a problem.
Site map / hotel map — pdf, image.
Wi-fi passwords, reception contacts.
Engagement features
Notifications / push notifications — essential for a trip. Agenda changes ("departure 30 minutes later"), highlight moments ("dinner in 10 minutes"), practical reminders ("no rain today, you will need the boots tomorrow").
Engagement features
Survey — feedback from the trip, often simple (3–5 questions).
Attendees (Networking) — if the group does not fully know each other yet (an off-site for new employees, partners from different countries).
Registration information (engagement feature) — if attendees need to see their room reservation, diet, or preferences during the trip.
Photo / video — sharing experiences during the trip.
Content features
Speakers — if the incentive also has an educational block (a keynote from the CEO, a workshop).
Microsite — unnecessary for a closed group. Attendees do not go through a Registration form, they do not need a public face.
Registration form — if you collect data, contact import is enough. If you want attendees to fill in preferences (diet, accommodation), use the form with a direct link (not a public one).
Tickets — an incentive is typically free (the employer pays).
On-site check-in / badge printing — usually no. Everyone knows each other, the attendee has no QR check at the entrance.
Sponsors, Exhibitors — not relevant.
Polls, audience Questions, Leaderboard, contests — usually overkill, unless that is the intent (team-building with gamification, a retreat with a formative block).
Online module — no.
Before the trip
Save the date — often through Slack, Teams, or in person (the group is small). E-mail is a formality.
Invitation with app access — Invitation or Confirmation e-mail with a link. Focus on practicality ("here is everything you need to know").
Reminder with the itinerary — 3–5 days before departure with details (what to bring, what to expect).
Reminder the day before — push notification from the app ("meeting tomorrow at 7:00").
During the trip
Push notifications — operational communication (departures, changes, highlights).
Custom content — the attendee opens sections as needed (hotel map, wi-fi, contacts).
My Agenda (from the Agenda) — a personalized plan, if the group has different activities.
Photo gallery — shared, if you want to keep memories.
After the trip
Thank-you — a short e-mail or push, plus photos.
Survey — if you want feedback for next year.
For an incentive, turn on only the Attendee app and the content features you need (Agenda, Venue, Contact, Custom content) plus Notifications. Skip everything else.
The single source of truth is the app. The e-mail at most links to the app. PDF is unnecessary — put the content in Custom content so it can be updated.
Schedule the Notifications sensibly — write the send times in advance and check that they make sense (not at 23:30 when half the group is already asleep).
The web version of the app is available through a link — there is nothing to download. In every e-mail, include the link to the web version and to the app store. On the first day of the trip, mention it out loud.
A change must be paired with a push notification. Otherwise half the attendees will not notice. Write a short Notification and send it right away.
Plan the whole program in advance, even if you fill in the details gradually. An empty "Day 3" tab looks amateurish.
