See planning stage and traveler count before you hold inventory
Every incentive trip enquiry captures traveler count, planning stage, and vendor approval authority up front, so you know who can actually sign off before you block hotel or event space. Attach budget approvals and draft itineraries directly so nothing sits waiting on paperwork.
The exact intake your incentive travel leads complete
This is the real 6-question guided intake for Incentive Travel — the same flow your customers finish before you ever pick up the phone.
What a qualified incentive travel lead should tell you
Coordination of a company-sponsored reward trip for top performers, sales teams, or partners, spanning flights, lodging, activities, and ground transportation, where the intake needs to confirm who has budget and approval authority before inventory gets held.
- This Incentive Trip On
- About How Many Travelers
- Current Stage This Trip
- Have Authority Approve Vendors
- Elements Help Arranging This
- Budget Range Already Been
The questions your team needs answered
Every incentive travel intake asks these — and why each one matters.
| Question | Why it matters |
|---|---|
| Are you planning this incentive trip on behalf of a company or organization? | Confirms this is a company-sponsored program rather than a personal trip, which changes both the scale of inventory needed and who ultimately pays. |
| About how many travelers will participate in this incentive trip? | Traveler count drives how much lodging and event space needs to be held, so this shapes which properties or vendors get contacted first. |
| What is the current stage of planning for this trip? | Planning stage is the strongest signal of how close the group is to booking, letting you prioritize destination-set groups over early exploratory ones. |
| Do you have authority to approve vendors and confirm bookings for this trip? | Identifies whether the respondent can actually confirm vendors, so you avoid holding inventory for someone who still needs internal sign-off. |
| Which elements do you need help arranging for this trip? | Shows exactly which parts of the trip still need sourcing, so proposals aren't built around services the group has already arranged. |
| Has a budget range already been set for this incentive trip? | A confirmed budget range means the group can move to vendor selection faster, while an unset budget signals more upfront scoping is needed. |
How Cliont scores incentive travel leads
Every answer is weighted automatically — no manual review required.
Value signals
- This Incentive Trip On: yes
- Just exploring options
- Budget approved, choosing destination
- Destination set, need logistics
- Finalizing final details
- Have Authority Approve Vendors: yes
Disqualifiers
- Not sure yet
See the lead your team receives
Incentive Travel Lead
From first click to qualified lead
Follow hosts and planners through one smooth, guided flow.
They land & meet you
Your video greeting plays instantly — a real face instead of a blank form.
They explain the event
Smart questions adapt to their event and capture the full scope.
They add inspiration
Inspiration photos and event details come attached, so you can quote fast.
You get a ready lead
Scored and qualified — waiting for you to win it.
Built for incentive travel workflows
| Cliont capability | Incentive Travel application |
|---|---|
| Weighted scoring logic | Combines planning stage, company vs. personal trip, and vendor approval authority into a single score so groups ready for logistics outrank early-stage exploratory enquiries. |
| Multi-choice service capture | The flights, lodging, activities, ground transportation, and meals question tells your team exactly which pieces of the program still need sourcing before the first call. |
| Document and upload collection | Lets planners attach budget approvals or draft itineraries at intake, so you're not chasing paperwork after inventory has already been discussed. |
| CRM routing | Sends only leads with confirmed approval authority and planning-stage progress to your CRM, reducing time spent holding hotel or venue inventory for enquiries that stall out. |
Common incentive travel lead scenarios
Budget approved, choosing destination
A company planner with sign-off authority has budget locked and just needs a destination and property, which the intake flags as high-value and ready to route straight to a booking call.
Large group with logistics only
51+ travelers with a destination already set means the enquiry needs ground transportation, lodging, and meals coordinated, not a full proposal from scratch, so the intake routes it as a logistics-heavy lead.
Early-stage exploratory enquiry
A planner still just exploring options with no budget confirmed and elements marked 'not sure yet' gets captured but held for nurture rather than an immediate booking call.
Assistant without approval authority
Someone gathering quotes on behalf of a company who answers no to having authority to approve vendors still gets logged, but the intake flags that the actual approver needs to be looped in before inventory is held.
Finalizing details on a near-term trip
A planner in the final-details stage with a set budget and a narrow list of remaining elements, like meals and activities, gets prioritized differently than someone still in early destination selection.
Connect Cliont to your workflow
Send leads
HubSpot, HighLevel, Salesforce, JobNimbus
Book events
Google Calendar, Outlook Calendar, Calendly
Notify your team
Email, SMS, Slack
Automate follow-up
Zapier, Webhooks, API
Simple, transparent pricing
Choose the plan that works for your business.
Professional
Unlimited intake forms and leads for your growing business.
- Unlimited intake forms
- Custom video greetings
- AI-powered voice bot
- English + Spanish support
- Automatic lead scoring
- Digital estimates & e-signatures
- Photo, video & file upload
- Advanced analytics dashboard
Pay Per Lead
Only pay when you receive a qualified lead.
- Unlimited intake forms
- Custom video greetings
- AI-powered voice bot
- English + Spanish support
- Automatic lead scoring
- Digital estimates & e-signatures
- Photo, video & file upload
- Charged only for submitted leads
More corporate travel intake templates
Incentive Travel lead-intake FAQs
How does the intake handle a planner who isn't sure of the final group size yet?
The traveler count question includes a 'Not sure' option, so the lead still gets captured and scored on planning stage and approval authority rather than being blocked by an unknown headcount.
What happens if the person filling out the form isn't the one who can approve vendors?
The intake asks directly whether the respondent has authority to approve vendors and confirm bookings, and answers of 'no' are weighted lower so you know to loop in the actual decision-maker before committing inventory.
Can the form tell me exactly which services this group needs help with?
Yes, the multi-choice elements question captures whether the group needs flights, lodging, activities, ground transportation, or meals, so your team knows what to prepare before the booking call.
Does the intake separate personal trip requests from company-sponsored incentive programs?
Yes, the first question asks whether the trip is being planned on behalf of a company or organization, and that answer carries significant weight in how the lead is scored.
What if a company hasn't set a budget range yet?
The budget question is a simple yes/no, and a 'no' still lets the lead through with a lower weight, since early-stage groups without confirmed budgets are common in incentive travel and can be nurtured rather than discarded.
How does planning stage change how a lead is prioritized?
Planning stage carries some of the highest weights in the catalog, so a group with destination already set and logistics needed scores higher than one still just exploring options.
Turn incentive travel visitors into qualified events
Give every incentive travel visitor a guided intake instead of a dead contact form — and get a scored, qualified lead before you reply with a quote.