When you plan an incentive travel program, one of the first questions is always “What will it cost?” Unfortunately, the answer isn’t always clear. Vague pricing structures and unexpected add-ons can make it hard to nail down, secure approval or stay within budget.
At SDI, we believe transparency is essential to building trust and delivering successful programs. Our all-inclusive approach removes the guesswork, so you know exactly where your investment’s going from day one. In this guide, we’ll break down how our pricing structure works, so you can plan with clarity and get the most value from your budget.
Our Transparent, Upfront Structure
Cost should never be a mystery. From the start, we make sure you have a clear, detailed view of your program’s budget. Each proposal breaks down every part of your program, so you can see exactly where each dollar goes and the value it brings. There is nothing hidden and nothing left to guess, just straightforward numbers you can rely on.
This upfront approach helps you present accurate budgets to leadership, get approvals sooner, and ensure you get the best value for your investment.
All-In Budgets: Everything Accounted For
When we develop your incentive travel budget, we account for every element that contributes to a successful program, whether those costs flow through us or you pay for them directly.
A program budget includes:
- Flights and/or ground transportation between airports, hotels, and activity venues
- Accommodations tailored to your group’s needs
- All meals and beverages, from welcome dinners thru farewell celebrations
- Activities, on- and off-site events and meetings, excursions, gifting and other experiences that fit your program goals and team preferences
- On-site event staff to keep everything running smoothly
- Any other miscellaneous expenses approved by you
- All taxes and gratuities
- A clear outline of SDI’s service fees, covering everything from planning to post-event reporting
With everything built into one budget, there are no surprise charges or last-minute payment requests – and you have a clear view on the total investment of your program. Once it’s approved, you can focus on creating a meaningful program, knowing costs are fully managed.
Comprehensive, End-to-End Services
Unlike companies that charge hourly rates or require you to pick and choose services from a menu, SDI operates on a comprehensive service model. Our fee covers the complete lifecycle of your incentive travel program, ensuring nothing falls through the cracks.
Our service includes:
- Initial consultation and program design
- Venue sourcing and contract negotiation
- Travel coordination for all attendees from and return to origin airports
- Detailed agenda development and activity planning
- On-site program management and support
- Post-event reporting and follow-up
Having one team manage your entire program means everything runs together smoothly. Communication is easier, quality stays consistent, and you don’t have to spend time coordinating between different vendors or managing multiple contracts. It’s a simpler, more streamlined way to plan and it leaves you free to focus on the experience you want to deliver.
Ongoing Budget Management and Reporting
Our budget work doesn’t stop once your program is booked. From the first planning call to the final report, we actively track your budget and keep you updated on spending and projections.
As your program unfolds, we compare actual costs to projections and look for opportunities to save or areas where adjustments might be needed. If something changes, like attendance numbers or activity plans, we flag it right away and walk you through your options.
This kind of ongoing oversight gives you the confidence to make decisions in real time. Whether that means adding an activity because there’s budget left or making changes to stay on track, you’ll always have accurate, up-to-date numbers to guide your choices.
Focused on Delivering Value and ROI
Every element of our cost structure is built around a simple principle: your investment should deliver measurable results. Rather than focusing on individual line items, we show how each part of your program contributes to your business objectives.
When we recommend a particular venue or activity, we explain how it supports your goals for team building, performance recognition, or strategic alignment. This value-focused approach positions your incentive travel program as a strategic business tool and gives you the clarity to show its impact and return on investment.
Build Your Program with Confidence
With SDI’s transparent pricing, you know exactly where your budget is going and how each element supports your company. This clarity makes it easier to secure approvals, manage costs, and trust that your investment will deliver the results you want.
We guide you through every stage, from the first planning call to the final post-event review, so you’re never left guessing. Schedule a call today to see how clear pricing and full-service support can make your next incentive travel program both successful and stress-free.
