Incentive Trips & VIP Meetings
A well-designed trip can change a business relationship in ways an office meeting or video call cannot.
We design trips and events for key clients, partners, leadership teams, and employees – from large group experiences to private VIP gatherings for a select group of guests.
Who Is This a Good Fit For?
We work best with companies that:
- Have key clients or partners whose loyalty matters to the future of the business — and want to strengthen those relationships outside the boardroom
- Are planning a conference or event and need a VIP side program for selected guests
- Want to reward and retain top talent – with an experience designed to create real connection, not just time away from work
- Need a format strong enough for senior decision-makers — people who have seen it all and are hard to impress
- Operate internationally and need a partner who understands local logistics, culture, and how business actually gets done in each market
Why Incentive Trips Drive Revenue
- Client retention that extends beyond the sales cycle - Clients who share a meaningful experience with your team tend to stay longer and increase their spend over time.
- Access to decision-makers in a natural setting - Conversations that would normally take months of follow-ups can happen in a single evening - when the setting is right.
- Something your competitors can't easily replicate - Most companies rely on presentations, decks, and webinars. A client who experiences your company in person sees you differently, and doesn't compare you the same way.
- Helps retain your top performers - A well-designed trip signals that the company invests in people, not just results. That matters more than most internal programs.
- Stronger partner networks - A trip that shows partners they matter beyond the contract builds loyalty that pricing alone can't replace.
How We Work - Step by Step
1.
Define the goal:
We clarify what the trip should achieve for your business.
3.
Build the plan:
We select the format, destination, suppliers, logistics, and schedule.
5.
Review and improve:
We summarize what worked, gather feedback, and recommend what to adjust next time.
2.
Understand the audience:
We design the program around the people attending - their expectations, needs, and constraints.
4.
Run the trip:
We manage everything on-site so your team can focus on relationships.
1.
Define the goal:
We clarify what the trip should achieve for your business.
2.
Understand the audience:
We design the program around the people attending - their expectations, needs, and constraints.
3.
Build the plan:
We select the format, destination, suppliers, logistics, and schedule.
4.
Review and improve:
We summarize what worked, gather feedback, and recommend what to adjust next time.
5.
Review and improve:
We summarize what worked, gather feedback, and recommend what to adjust next time.
What Sets Us Apart
- Discretion by default – Some trips require full confidentiality – participants, program, budget, or all of the above. We don’t ask why. We simply work that way.
- Safety as a requirement – For track driving, extreme sports, or challenging terrain, we prepare the legal documents and safety procedures before anyone takes part. No shortcuts.
- Experience in complex locations – We’ve run projects across the U.S., Europe, Asia, Australia, and the Middle East. We know the logistics, regulations, and cultural details that can make or break a trip.
Good to Know:
- We run trips in Europe, the U.S., and beyond - from weekend getaways to multi-day programs across several continents.
- We handle the logistics - transportation, hotels, bookings, and coordination with local partners. You approve the plan; we handle the execution.
- We negotiate rates most companies can't access directly - flights, hotels, and local services. For larger groups, those savings can make a real difference in the overall budget.
- We give honest advice - if a format isn't right for your group, we'll tell you before you spend the money.
Have an idea for a trip - or want to figure one out together? We always start with a conversation - not an invoice.
Co z wyjazdami za granicą?
Działamy tam, gdzie wymaga tego Twój projekt – i znamy różnicę między katalogiem a rzeczywistością.
- Doświadczenie na kilku kontynentach – USA i Europa to nasze główne rynki, ale realizowaliśmy projekty też w Azji, Australii, Afryce, na Bliskim Wschodzie i w Papua Nowej Gwinei.
- Znajomość lokalnych realiów – znamy logistykę, przepisy i kulturę biznesową na tyle dobrze, żeby wiedzieć, co działa w praktyce – a co tylko dobrze wygląda w katalogu destynacji.
- Lokalni partnerzy — na kluczowych rynkach współpracujemy ze sprawdzonymi partnerami, którzy znają swoje miejsce z własnego doświadczenia, nie z folderu.
- Uczciwe podejście – jeśli nie znamy miejsca, mówimy to wprost. Albo je sprawdzamy, albo znajdujemy kogoś, kto je zna. Nigdy nie proponujemy w ciemno.
International Trips
- Core markets: U.S. and Europe We primarily operate in the U.S. and Europe, with projects delivered across Asia, Australia, Africa, the Middle East, and Papua New Guinea.
- Local reality, not brochure logic – Logistics, regulations, suppliers, and business culture — what works on the ground, not just on paper.
- Trusted local partners – Experienced partners who know their region – not from a catalog.
- Honest when we don’t know – If a location is new to us, we say so. We either scout it or bring in someone who knows it.
What We Do Most Often
- Motorsport & Driving Experiences – Race tracks, professional instructors, and pro drivers alongside your guests. High-adrenaline formats that work across industries and stay memorable for years.
- Private VIP Trips – Small-format trips for 10–30 key clients, partners, or executives – from frozen lake driving in Sweden to Kilimanjaro, Indonesia, the Sea of Cortez, or drifting in Japan.
- Partner & Dealer Programs – Programs that show partners they matter beyond the contract — with space for shared experiences, private conversations, and stronger business relationships.
- Pre- & Post-Conference Programs — Side programs for selected guests around a larger event. A simple way to turn conference attendance into a closer relationship.
Team Experiences & Incentive Trips – Programs designed around people, not a generic agenda, with experiences that strengthen the team and show real investment in them.
FAQ
Najczęstsze pytania klientów
How much does a VIP or incentive trip cost?
A private ski weekend in the Alps for 20 guests is a very different project than a week-long Namibia experience with private aviation, and the budgets reflect that.
Smaller incentive trips usually start around €3,000 per person. More demanding destinations, complex logistics, or high-touch VIP programs often range between €10,000–15,000+ per guest.
Some experiences naturally increase the budget, Michelin-star dining, a professional racing driver at a private track day, private yacht charters, or access and reservations that are difficult to arrange on your own.
In some destinations, private air charter is simply the most practical option — especially when traveling to remote locations or smaller regional airports in places like Lapland, northern Sweden, or parts of Africa. The aircraft, routing, and onboard standard are always matched to the size of the group and the purpose of the trip.
As with most private aviation, scale matters: larger groups reduce the cost per guest, while smaller groups and more exclusive arrangements increase it.
We work with companies looking for simplicity and authenticity — safari camps, remote landscapes, nights under the stars. And with companies that expect a fully managed VIP experience from departure to return.
In both cases, the real question is the same: will this experience strengthen the kind of relationship your business actually cares about?
Pricing model: project budget + management fee (typically 15–20%) or consulting-based support. For private aviation, we usually work on a fixed coordination fee rather than a percentage of the charter cost. You always receive a full cost breakdown before making any decisions.
How much time do you need to prepare a trip?
For smaller groups and destinations we already know well, we can sometimes move very fast – even within days. If the right local partners, hotels, transport, and access are available, a short-notice VIP trip is possible.
For larger groups, more complex programs, or high-end expectations, we usually need at least a few weeks. Hotels, private guides, boats, transfers, restaurants, and local permits all have availability limits – and the better the experience needs to be, the more carefully it has to be built.
Remote destinations usually require more time. Places like the Galápagos, Cocos Island, or national parks with restricted access often involve permits and reservations secured months in advance. We know how the process works, but some things simply can’t be rushed.
Seasonality matters too. Some destinations only make sense at specific times of year because of weather, water conditions, wildlife activity, or local restrictions. We won’t recommend a date just because it fits the calendar if the experience won’t live up to expectations.
The earlier we start, the more options we have. But if the timeline is tight, we’ll tell you honestly what can be done well – and what would be risky.
What destinations and experiences can you organize?
We don’t start with a catalogue. We start with the people in the group, the relationship you want to build, and the kind of experience that will actually stay with them.
That can mean very different things: driving on ice in Swedish Lapland, canyon roads in Utah and Arizona, private automotive experiences in Europe, the U.S. or Japan, diving in remote places like Raja Ampat or the Galápagos, volcano routes in Indonesia, sailing in the Mediterranean or the Caribbean, culinary access in Mexico, or safari experiences in Africa.
For some groups, the right answer is raw nature — remote islands, jungle routes, mountain expeditions, national parks, diving, 4×4 access, nights under the stars. For others, it is a fully managed VIP program with private aviation, high-end hotels, concierge support, Michelin-level dining, private collections, chefs, drivers, guides, and access that is hard to arrange on your own.
Automotive projects are one of our strongest areas: race tracks, performance driving, classic cars, private collections, rally or drift experiences, professional drivers and trainers, and routes built around cars, landscapes, and conversation.
We don’t claim to have been everywhere. Nobody serious should. But we have worked in many of these environments and we know how to build the right local network when a destination requires trusted guides, permits, logistics, safety checks, or people who truly know the place.
If a region is unsafe, unstable, or simply not right for the group, we will say so. But if the idea is ambitious, unusual, remote or hard to organize – that is usually where our work gets interesting.
How do you know what type of experience will work for our guests?
Before we suggest anything, we first try to understand the people the trip is actually for – who they are, what motivates them, how they like to spend time together, and what kind of experience will genuinely feel natural to the group.
The real starting point is not the destination. It is the goal.
Sometimes the goal is relationship-building and relaxed conversation. Sometimes it is shared emotion, challenge, discovery, or getting people out of their usual environment in a way that creates stronger connections and better conversations later.
One of the most common mistakes in incentive travel is building the entire program around the preferences of one person inside the company. What sounds exciting to one organizer may feel exhausting, uncomfortable, or simply uninteresting to the rest of the group.
That is why, for larger groups, we often use participant surveys, optional activities, and different experience tracks. Some groups want active days and intense experiences. Others care more about privacy, atmosphere, food, nature, or access to places they normally would not see.
In many projects, the most valuable moments are not the scheduled attractions themselves, but the situations and interactions created around them. That part is usually designed much more carefully than people realize.
Because the best incentive trips do not feel forced or generic. They feel like they were built for the people who are actually there.
Do we need to have a fully developed idea before we start?
No.
It is enough to know who the trip is for and what you want it to achieve. The rest is something we build together – from the overall direction and destination to the pace, atmosphere, and level of experience.
A big part of our work is helping companies figure out what actually makes sense for their group. Some teams want adventure and shared experiences. Others care more about privacy, conversations, food, nature, or simply spending quality time together without rushing from activity to activity.
We also look at practical realities: how much time people actually have, how demanding the program should be, how far it makes sense to travel, and what kind of energy the group will realistically have after long flights or intense work periods.
Sometimes clients come to us with a very specific idea. Sometimes they only know they want to strengthen relationships or reward an important group of people. Both starting points are completely normal.
Part of our role is sharing what tends to work well in different situations – based on real projects, destinations, and experiences we have already tested ourselves.
What if we already have a destination or part of the program planned?
That is completely fine. We can step in at any stage — you do not need to hand over the entire project.
Some clients come to us with only an idea. Others already have flights, hotels, or a basic itinerary and simply want help improving the experience, solving a problem, or adding something more meaningful to the program.
We might renegotiate hotel terms, help redesign the flow of the trip, recommend activities that fit the group better, arrange local logistics, or bring in trusted guides, instructors, drivers, hosts, or production support on-site.
Sometimes the support is small and very specific:
- finding the right local partner,
- arranging permits or transportation,
- organizing one standout experience,
- improving a dinner, meeting, or activity,
- or simply helping avoid expensive mistakes.
And sometimes we take over the full experience from end to end.
Both approaches are completely normal.
We do not believe every client needs a full-service package. Sometimes a few good decisions and the right local support create more value than rebuilding the entire trip from scratch.
That is why many conversations start with a simple question:
“Can you help us make this better?”
Usually, the answer is yes.
How do you handle participant safety?
High-performance driving, off-road routes, diving, trekking, remote expeditions, or other adrenaline-based experiences can be incredible, but only when safety is treated professionally.
That starts long before the trip itself.
We prepare participants properly, explain local conditions, help them understand what to expect, what to bring, how physically demanding the experience will be, and where the real risks are. Many people underestimate how different remote environments, altitude, climate, water conditions, or long travel days can feel in practice.
For activities that involve elevated risk, we work only with verified operators, instructors, guides, and local partners. Participants complete the required waivers and safety documentation, and we make sure the company organizing the trip understands exactly where responsibility begins and ends.
We also avoid one of the biggest risks in this industry: routine.
Every project is treated individually – even if we know the destination very well. Experience helps us predict problems earlier, not ignore them.
Before every trip, we know:
- where the nearest medical facilities are,
- how emergency transport works locally,
- what evacuation options exist,
- and how to react if conditions suddenly change.
For remote locations – whether that means a yacht in the Maldives, diving routes in Indonesia, safari camps in Africa, or mountain regions far from major cities – contingency planning is part of the process, not an afterthought.
Fortunately, we have never had a serious incident during one of our trips.
But we prepare every project as if something unexpected could happen – because in this type of work, preparation is part of the responsibility people trust us with.
Can we count on full discretion?
Yes. Many VIP and incentive trips require discretion – around the guest list, the program, the budget, and sometimes even the destination.
We do not ask unnecessary questions. We simply set up the right process: clear communication rules, limited access to information, trusted partners, and NDAs when required.
In some projects, the confidentiality requirements are very strict. We understand that. We are used to working with sensitive guest lists, private schedules, high-profile participants, and programs that are not meant to be visible publicly.
Full discretion is not an extra service for us. It is part of how this kind of work should be done.
Can you organize trips for board members or private clients?
Absolutely.
Some projects are organized directly by companies. Others are arranged privately – for founders, board members, investors, family businesses, or small groups of close partners and friends.
In many cases, the goal is the same: creating an experience that feels personal, well-organized, and impossible to replicate through a standard travel agency or off-the-shelf program.
Discretion, flexibility, and trust matter even more in these situations – and we are very used to working that way.
What if some guests want adventure and others prefer comfort?
That happens all the time.
The best group programs rarely force everyone into the exact same experience. We often design trips with parallel activity options, different energy levels, and flexible schedules.
One part of the group may spend the day diving, off-roading, skiing, or driving on a race track, while others choose a slower pace: spa, sailing, nature, food experiences, or private relaxation.
Some destinations are especially good for this kind of balance. A luxury liveaboard in Indonesia, for example, can work equally well for serious divers and guests who simply want privacy, sunsets, spa treatments, and exceptional service on the water.
The goal is not to make everyone do the same thing. The goal is to make the entire group feel that the trip was designed for them.
Can the trip include business meetings or private events?
Very often, yes.
Many VIP and incentive trips combine experiences with strategy sessions, leadership meetings, workshops, or private celebrations.
Some groups want a few hours of focused business discussion in the middle of the program. Others use the trip to reconnect leadership teams, work through company challenges, develop new ideas, or simply create space for conversations that never happen inside the office.
We can also help bring in selected speakers, moderators, instructors, chefs, drivers, guides, or mentors when the program benefits from a specific personality or expertise.
In many cases, the best business conversations happen after the formal meeting ends, during dinner, on a boat, around a fire, or after a shared experience people will remember for years.
Planning an Event, Trade Show, or Conference?
Tell us what you’re trying to achieve. We’ll get back to you to schedule a short, free call – and help you figure out the right format, where to put your budget, and how to approach the project.
Rather just email us?
hello@eventgurub2b.com
