Not just a trip.
A solution.
A solution.
Incentive Trip to China with Factory Visits for an Automotive Parts Distributor
Client: Distributor of automotive spare parts, components and consumables
Destination: China, with arrival and departure through Shanghai
Group size: 21 participants
Format: Seven-day incentive and industry programme with factory visits, regional travel, group meals and sightseeing
Services: Route planning, flight comparison, hotels, high-speed train logistics, coach transport, factory-visit scheduling, multilingual support, meals, Shanghai programme and package calculation
Client and brief
An automotive parts distributor asked Baltic Business Tour to prepare a seven-day incentive trip to China for 21 participants.
The programme had to combine an industry component with a group travel experience. The main requirements included visits to manufacturing facilities, accommodation in several cities, regional transport, group meals and sightseeing in Shanghai.
Shanghai was selected as the main arrival and departure point. Between the two stays in the city, the group would travel through several industrial locations and attend factory visits on four separate days.
Baltic Business Tour was responsible for developing the route, comparing flight options, selecting hotels, planning high-speed train journeys and coach transfers, coordinating the proposed factory visits and calculating the full land programme.
Route and factory-visit planning
The locations of the manufacturing facilities determined the regional itinerary.
The working route included:
The daily plans also included time for site-access procedures, lunch, onward transport and hotel check-in.
Before the route could be finalised, the location of each production site had to be verified. A company’s registered office and manufacturing facility could be at different addresses, which directly affected the distance between visits and the choice of overnight city.
The programme therefore used the confirmed factory locations rather than relying only on the companies’ general or administrative addresses.
Proposed factory visits
Factory visits formed the main professional element of the programme.
For each proposed visit, Baltic Business Tour reviewed:
This reduced unnecessary return journeys and allowed the industrial programme to be combined with regional overnight stays.
Shanghai programme
Shanghai served as the starting and finishing point of the trip.
The proposed arrival-day programme included:
The schedule also accounted for participants arriving on later flights. Depending on their arrival time, they could join the group programme or transfer directly to the hotel.
After the regional factory route, the group would return to Shanghai by high-speed train.
The final city programme included lunch, a half-day guided tour, dinner and optional evening activities. The proposed sightseeing covered a classical garden, the Old Town area and a silk-related visit.
An evening river cruise was included as an optional addition.
High-speed trains and coach transport
The transport plan combined several modes of travel:
Train times had to be coordinated with hotel check-out, luggage handling, station access and the departure time for the next factory visit.
Chinese-speaking accompanying support was included for the regional programme and manufacturing visits. English-speaking assistance could also be arranged for selected airport transfers.
Hotels and accommodation
The programme required accommodation in Shanghai and several regional cities.
Baltic Business Tour selected four- and five-star hotels according to:
Meals and group hospitality
The proposed land programme included accommodation with breakfast, selected lunches, six group dinners and bottled water.
Meal times were coordinated with factory visits, train departures and long-distance road transfers.
Some lunches could be included directly in the land programme. Others depended on the final factory schedule and location and were therefore shown separately.
Dinner arrangements were planned in each overnight city, reducing the need for additional evening transfers after long regional journeys.
The proposal specified which meals and standard drinks were included and which items required separate confirmation or payment.
Package calculation and inclusions
The cost of the land programme was presented separately from the international flights.
The land package included:
Lunches not confirmed as part of the programme and visa-related support were also shown separately.
The commercial proposal included:
Result
The client received a structured proposal for a seven-day incentive and factory-visit trip to China for 21 participants.
The programme connected Shanghai with several industrial locations using high-speed trains and private coach transport. It incorporated four factory-visit days, regional hotel stays, meals, multilingual support and sightseeing in Shanghai.
Factory locations, road distances, train schedules and overnight stops were brought together in one itinerary.
The client also received a consolidated package calculation showing the land programme, available flight options, included meals, optional services and costs requiring final confirmation.
An automotive parts distributor asked Baltic Business Tour to prepare a seven-day incentive trip to China for 21 participants.
The programme had to combine an industry component with a group travel experience. The main requirements included visits to manufacturing facilities, accommodation in several cities, regional transport, group meals and sightseeing in Shanghai.
Shanghai was selected as the main arrival and departure point. Between the two stays in the city, the group would travel through several industrial locations and attend factory visits on four separate days.
Baltic Business Tour was responsible for developing the route, comparing flight options, selecting hotels, planning high-speed train journeys and coach transfers, coordinating the proposed factory visits and calculating the full land programme.
Route and factory-visit planning
The locations of the manufacturing facilities determined the regional itinerary.
The working route included:
- arrival and an initial stay in Shanghai;
- a high-speed train to the first regional destination;
- a coach journey of approximately 300 kilometres;
- a further road transfer of around 150 kilometres;
- additional regional overnight stops;
- a high-speed train back to Shanghai.
The daily plans also included time for site-access procedures, lunch, onward transport and hotel check-in.
Before the route could be finalised, the location of each production site had to be verified. A company’s registered office and manufacturing facility could be at different addresses, which directly affected the distance between visits and the choice of overnight city.
The programme therefore used the confirmed factory locations rather than relying only on the companies’ general or administrative addresses.
Proposed factory visits
Factory visits formed the main professional element of the programme.
For each proposed visit, Baltic Business Tour reviewed:
- the exact production-site address;
- host availability;
- expected duration;
- visitor access requirements;
- arrival time;
- transport from the previous city or hotel;
- lunch arrangements;
- onward journey and accommodation.
This reduced unnecessary return journeys and allowed the industrial programme to be combined with regional overnight stays.
Shanghai programme
Shanghai served as the starting and finishing point of the trip.
The proposed arrival-day programme included:
- airport meet-and-greet;
- transfer into the city;
- group lunch;
- guided sightseeing;
- group dinner.
The schedule also accounted for participants arriving on later flights. Depending on their arrival time, they could join the group programme or transfer directly to the hotel.
After the regional factory route, the group would return to Shanghai by high-speed train.
The final city programme included lunch, a half-day guided tour, dinner and optional evening activities. The proposed sightseeing covered a classical garden, the Old Town area and a silk-related visit.
An evening river cruise was included as an optional addition.
High-speed trains and coach transport
The transport plan combined several modes of travel:
- airport transfers;
- high-speed trains;
- long-distance coach journeys;
- local transport for factory visits;
- hotel transfers;
- Shanghai sightseeing transport.
Train times had to be coordinated with hotel check-out, luggage handling, station access and the departure time for the next factory visit.
Chinese-speaking accompanying support was included for the regional programme and manufacturing visits. English-speaking assistance could also be arranged for selected airport transfers.
Hotels and accommodation
The programme required accommodation in Shanghai and several regional cities.
Baltic Business Tour selected four- and five-star hotels according to:
- availability on the required dates;
- proximity to the planned route;
- access for the group coach;
- transfer time to the next factory or railway station;
- accommodation standard;
- breakfast arrangements.
Meals and group hospitality
The proposed land programme included accommodation with breakfast, selected lunches, six group dinners and bottled water.
Meal times were coordinated with factory visits, train departures and long-distance road transfers.
Some lunches could be included directly in the land programme. Others depended on the final factory schedule and location and were therefore shown separately.
Dinner arrangements were planned in each overnight city, reducing the need for additional evening transfers after long regional journeys.
The proposal specified which meals and standard drinks were included and which items required separate confirmation or payment.
Package calculation and inclusions
The cost of the land programme was presented separately from the international flights.
The land package included:
- hotel accommodation with breakfast;
- airport transfers;
- high-speed train logistics;
- regional and local coach transport;
- Chinese-speaking accompanying support;
- sightseeing admission tickets;
- selected lunches;
- six group dinners;
- bottled water.
Lunches not confirmed as part of the programme and visa-related support were also shown separately.
The commercial proposal included:
- the estimated land-programme cost;
- available flight options;
- the estimated total package cost;
- included services;
- optional services;
- exclusions and items awaiting confirmation.
Result
The client received a structured proposal for a seven-day incentive and factory-visit trip to China for 21 participants.
The programme connected Shanghai with several industrial locations using high-speed trains and private coach transport. It incorporated four factory-visit days, regional hotel stays, meals, multilingual support and sightseeing in Shanghai.
Factory locations, road distances, train schedules and overnight stops were brought together in one itinerary.
The client also received a consolidated package calculation showing the land programme, available flight options, included meals, optional services and costs requiring final confirmation.
