Case Study 03 · Incentive Travel · Conditional Logic
A 175-person luxury incentive trip to Jackson Hole, WY requiring a registration build with advanced conditional logic, spouse/guest gating, activity selection with capacity limits, and a full SOP framework built for future reuse across the program series.
The client ran an annual incentive trip series, and this iteration added two new layers of complexity: a spouse/guest registration that had to be completed after (and linked to) the primary attendee, and an activity selection module where each of the 6 excursions had a capacity limit and needed to capture dietary and accessibility requirements per participant — not just per registration.
An additional ask from leadership: whatever was built needed to be documented well enough to hand off to a new team member for the next year's program. The build had to be both functional and teachable.
This project was as much a systems design challenge as a Cvent build. Beyond the registration logic, I knew I was building something that needed to outlast my involvement. That meant every decision had to be deliberate and documented in real time.
All 175 primary registrants and their guests completed registration with zero data errors — every activity selection captured per person, every dietary flag accounted for, every passport collected on time. The SOP was used the following year by a new team member who had never touched Cvent, and they launched on their own with one 30-minute onboarding call. The client renewed the program for a third year.