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A leading company in the construction sector tasked Inntel with hosting its annual incentive trip for the fourth year running.
Two destinations were shortlisted – Rome and Vilnius – with fully developed programmes created for each. Rome ultimately won, offering the right combination of memorable group experiences. Plus, exceptional food and enough free time for guests to enjoy the city at their own pace.
Delivering an incentive trip for the same client four years running is a privilege – and it also means the bar gets higher every time.
The brief was to create a programme that felt genuinely rewarding and gave guests access to experiences they would be unlikely to arrange themselves. Just as importantly, it needed to balance standout moments with downtime, allowing attendees to enjoy the city rather than rushing from one activity to the next.
Working closely with the client around budget and priorities, Inntel’s Meetings and Events team developed two destination proposals before Rome was selected.
From there, the team got to work planning every detail. During our site inspection, we assessed five hotels against the client’s requirements, considering everything from location and room quality to nearby restaurants, activities and availability. One hotel ticked every box. The only catch? It was still under construction. So, hard hats and a fair amount of imagination were required to see its full potential!
Planning for the incentive trip began seven months in advance, giving us time to get to know the hotel and local area inside out, and build a programme around experiences that felt genuinely special. That included sourcing independently owned restaurants capable of retaining their character and atmosphere while catering comfortably for a group of more than 40.
But four months before departure, the hotel’s construction programme had overrun and the property was still incomplete. Despite assurances that the hotel would be ready in time for our booking, we faced a dilemma.
With the trip taking place during one of Rome’s peak periods, availability was reducing quickly. Waiting too long could leave the client with limited alternatives, while changing unnecessarily meant walking away from a property everyone had been excited about.
Our team communicated our concerns to the client early. Having thoroughly assessed the market during the original proposal, we already had a strong alternative in mind. After careful consultation, the decision was made to move forward with an alternative. It was a well-considered decision that the client trusted us to make, reflecting exactly the kind of partnership we build at Inntel.
Another hotel had impressed both us and the client, but had initially fallen outside the available budget. Drawing on our supplier relationships and negotiation expertise, we reopened discussions and secured a preferential rate for all 40 guests, giving the client a stronger, lower-risk solution with four months still to go.
The replacement hotel didn’t only solve a problem; it became one of the highlights of the trip.
Its central location, rooftop views and combination of traditional interiors, marble staircases and dark wood with a contemporary rooftop bar and pool gave the group a memorable base in the heart of Rome.
Post-trip feedback reflected just how successful the decision had been. The hotel’s location received 5/5, while 61% of respondents named the hotel as a highlight of the trip.
The central location also helped us create a programme that balanced organised experiences with the freedom to explore.
Guests visited the Colosseum and Vatican City, with the organised sightseeing described in feedback as a memorable, once-in-a-lifetime experience. The programme also included dinners in carefully selected restaurants, a gala evening and time to discover Rome independently.
One of the standout activities was the pasta-making evening, which received an average feedback score of 4.78/5.
Rather than feeling like a formal cooking lesson, it created a relaxed, sociable environment where guests could get involved as much or as little as they wanted. It encouraged teamwork, worked as a natural icebreaker and gave the group a memorable taste of Italian culture.
As one guest put it:
“This was absolutely brilliant. We all had to work as a team during this and the whole set-up and evening was something I really enjoyed and will never forget.”
Free time was deliberately built into the programme between activities and dinners, giving guests space to relax and experience Rome in their own way. Some wandered through the historic centre and stumbled across world-famous landmarks; others hired scooters and explored along the River Tiber and through the quieter morning streets.
Guests specifically praised the balance between organised activities and downtime, with the flexibility allowing them to decompress in a way that suited them individually.
That balance was intentional. A successful incentive doesn’t have to fill every minute – sometimes giving people the freedom to make the destination their own is just as valuable as the headline experiences.
Behind the scenes, our team made sure the programme felt effortless. To keep everything running smoothly, we were there to oversee every detail. Hotel room lists were checked and finalised as soon as the venue was secured, and every restaurant on the itinerary was sampled by our team in advance.
On-site, Inntel’s role was to stay one step ahead. That meant coordinating suppliers, checking tables were set correctly before the group arrived, monitoring transfers and dealing with the details before they could become an issue.
Our on-site Project Manager received an average guest rating of 4.94/5, reflecting the value of having experienced support on the ground throughout the trip.
We also kept an eye on the more personal details, making sure every delegate felt fully supported and able to simply relax and enjoy the experience.
The trip also delivered something less tangible but equally important: connection. Guest feedback highlighted the opportunity to meet new colleagues, build new friendships and spend time together outside their usual teams. For many, the combination of shared experiences, free time and a relaxed atmosphere was as important as the destination itself.
“I have had the pleasure of working with the Inntel team for the past four years, organising our company’s annual Winners’ Prize Trip to Europe. Year after year, the team delivers an exceptional experience for the whole group, but this year’s Rome incentive trip truly exceeded all expectations.
From visits to iconic landmarks and a memorable pasta-making experience to a good balance of free time and a wonderful gala dinner at an outstanding location with breathtaking views, every detail was thoughtfully planned and expertly delivered.
Inntel’s commitment to ensuring every guest feels valued and looked after is second to none. As the person responsible for organising the trip on behalf of my company, Inntel makes my role incredibly easy. In fact, thanks to your support, I often feel more like one of the winners than a co-host.”
The best incentive trips feel effortless to the people experiencing them. Behind the scenes, that takes detailed planning, first-hand destination knowledge, strong supplier relationships and a team that knows how to respond when plans change.
From finding the right destination and negotiating the best value to personally testing venues and managing every detail on site, Inntel creates incentive experiences that reward your people while making life easier for the teams organising them.
Click below to talk to our team about creating an experience your people will remember.