Not just a trip.
A solution.
A solution.
Incentive Trip to Sri Lanka for a Wholesale IT Distributor
Client: Wholesale distributor of computer equipment, peripherals and security systems
Destination: Sri Lanka
Group size: 15 participants
Format: Five-day incentive trip with a beach resort stay, gala dinner, river team-building and a two-day excursion
Services: Resort and flight coordination, all-inclusive arrangements, airport transfers, gala dinner, team-building, Ella and Kandy programme, entry information and local supplier coordination
Client and brief
A wholesale IT distributor approached Baltic Business Tour to organise a five-day incentive trip to Sri Lanka for 15 top managers and key employees.
The client wanted to combine time at a beach resort with a gala dinner, a group activity and a two-day excursion through Ella and Kandy.
Most of the principal travel services were to be arranged and paid for in advance wherever supplier terms allowed. This required a clear breakdown of the accommodation, meals, drinks, transport and activities included in the programme.
Baltic Business Tour was responsible for coordinating the beach resort, airport transfers, early-arrival arrangements, gala dinner, river team-building, excursion programme, local suppliers.
Programme planning and changes
The travel dates changed during the preparation of the incentive trip.
After the new dates were agreed, Baltic Business Tour reconfirmed:
The final schedule combined a resort stay with structured activities while retaining free time for the participants.
Beach resort and all-inclusive arrangements
The beach resort served as the main base for the group.
As the flight arrived in Sri Lanka in the morning, Baltic Business Tour checked early-arrival and early check-in options with the hotel. The first day allowed time for the airport transfer, check-in and rest before the gala dinner.
The client preferred an all-inclusive format to reduce additional expenses during the trip. Baltic Business Tour reviewed:
Gala dinner
The gala dinner was scheduled for the first evening of the incentive trip.
The preferred concept was an outdoor or beach-style dinner, subject to the resort facilities and weather conditions.
Baltic Business Tour compared the available formats and coordinated:
River team-building
A river team-building activity was arranged for the afternoon of the second day.
The programme lasted approximately two and a half hours. Transfers were planned around the resort’s lunch and dinner schedule, allowing the participants to spend the morning at leisure before leaving for the activity.
The group returned to the resort before dinner.
Two-day Ella and Kandy excursion
The main sightseeing programme was organised as a two-day route with an overnight stay away from the beach resort.
Ella
After breakfast, the group travelled to the Ella area.
The programme included:
Kandy and tea country
On the second day, the group continued towards Kandy and the surrounding tea region.
The proposed route included:
Excursion route adjustment
The original route required an early departure because of the driving distances and number of planned visits.
The client preferred not to leave the resort before 08:00. Baltic Business Tour therefore revised the order of the programme, placing Ella on the first day and Kandy on the second.
This retained the principal stops while allowing the group to depart at the requested time.
The later start meant that the participants would return to the resort after the regular dinner service, so the late-meal arrangements were added to the programme in advance.
Entry and participant information
Before departure, the participants received practical information covering:
Participants travelling with prescribed medication were advised to check whether supporting medical documentation and an English translation were required.
Result
The client received a five-day incentive programme in Sri Lanka for 15 participants.
The final itinerary combined an all-inclusive beach resort stay, a gala dinner, river team-building and a two-day excursion through Ella and Kandy.
Baltic Business Tour coordinated the revised travel dates, resort arrangements, airport transfers, guide services, transport, excursion accommodation, meals and local activities.
The programme accounted for the group’s morning arrival, the client’s preferred excursion departure time and the late return from Kandy.
The principal services and inclusions were documented in advance, giving the client one coordinated programme and one point of contact for the resort, transport providers, guide and activity suppliers.
A wholesale IT distributor approached Baltic Business Tour to organise a five-day incentive trip to Sri Lanka for 15 top managers and key employees.
The client wanted to combine time at a beach resort with a gala dinner, a group activity and a two-day excursion through Ella and Kandy.
Most of the principal travel services were to be arranged and paid for in advance wherever supplier terms allowed. This required a clear breakdown of the accommodation, meals, drinks, transport and activities included in the programme.
Baltic Business Tour was responsible for coordinating the beach resort, airport transfers, early-arrival arrangements, gala dinner, river team-building, excursion programme, local suppliers.
Programme planning and changes
The travel dates changed during the preparation of the incentive trip.
After the new dates were agreed, Baltic Business Tour reconfirmed:
- flight timings;
- resort availability;
- morning arrival arrangements;
- early check-in options;
- gala-dinner conditions;
- excursion transport;
- guide availability;
- supplier payment and cancellation terms.
The final schedule combined a resort stay with structured activities while retaining free time for the participants.
Beach resort and all-inclusive arrangements
The beach resort served as the main base for the group.
As the flight arrived in Sri Lanka in the morning, Baltic Business Tour checked early-arrival and early check-in options with the hotel. The first day allowed time for the airport transfer, check-in and rest before the gala dinner.
The client preferred an all-inclusive format to reduce additional expenses during the trip. Baltic Business Tour reviewed:
- hotel restaurant opening hours;
- meals included in the package;
- drinks covered by the all-inclusive plan;
- meals required during the excursion;
- late-dinner options;
- services payable separately;
- supplier prepayment conditions.
Gala dinner
The gala dinner was scheduled for the first evening of the incentive trip.
The preferred concept was an outdoor or beach-style dinner, subject to the resort facilities and weather conditions.
Baltic Business Tour compared the available formats and coordinated:
- the proposed venue;
- seating arrangements;
- set-menu and buffet options;
- drinks;
- service timings;
- decoration options;
- entertainment proposals;
- supplier access;
- an alternative arrangement in case of unsuitable weather.
River team-building
A river team-building activity was arranged for the afternoon of the second day.
The programme lasted approximately two and a half hours. Transfers were planned around the resort’s lunch and dinner schedule, allowing the participants to spend the morning at leisure before leaving for the activity.
The group returned to the resort before dinner.
Two-day Ella and Kandy excursion
The main sightseeing programme was organised as a two-day route with an overnight stay away from the beach resort.
Ella
After breakfast, the group travelled to the Ella area.
The programme included:
- Nine Arch Bridge;
- Mini Adam’s Peak;
- Rawana Waterfalls;
- a train journey;
- dinner;
- overnight accommodation.
Kandy and tea country
On the second day, the group continued towards Kandy and the surrounding tea region.
The proposed route included:
- Ramboda Waterfall;
- the Royal Botanical Garden;
- tea plantations;
- a tea factory;
- a spice and herbal garden;
- an elephant-related activity.
Excursion route adjustment
The original route required an early departure because of the driving distances and number of planned visits.
The client preferred not to leave the resort before 08:00. Baltic Business Tour therefore revised the order of the programme, placing Ella on the first day and Kandy on the second.
This retained the principal stops while allowing the group to depart at the requested time.
The later start meant that the participants would return to the resort after the regular dinner service, so the late-meal arrangements were added to the programme in advance.
Entry and participant information
Before departure, the participants received practical information covering:
- passport requirements;
- the applicable visa or electronic travel-authorisation procedure;
- known entry fees;
- arrival formalities;
- travel insurance;
- local emergency contacts;
- required travel documents;
- recommendations for carrying prescribed medication.
Participants travelling with prescribed medication were advised to check whether supporting medical documentation and an English translation were required.
Result
The client received a five-day incentive programme in Sri Lanka for 15 participants.
The final itinerary combined an all-inclusive beach resort stay, a gala dinner, river team-building and a two-day excursion through Ella and Kandy.
Baltic Business Tour coordinated the revised travel dates, resort arrangements, airport transfers, guide services, transport, excursion accommodation, meals and local activities.
The programme accounted for the group’s morning arrival, the client’s preferred excursion departure time and the late return from Kandy.
The principal services and inclusions were documented in advance, giving the client one coordinated programme and one point of contact for the resort, transport providers, guide and activity suppliers.
