Destinations International
How best to collaborate on event destination services
GLOBAL ASSOCIATION FOR DESTINATION PROFESSIONALS , DESTINATIONS INTERNATIONAL OFFERS TEN TIPS FOR ENHANCING EVENT PLANNING WITH DESTINATION SERVICES TEAMS
I n the dynamic realm of event planning , destination organisations are essential partners throughout the entire process . Engaging with them from the outset allows event strategists to leverage their expert services , local insights , and optimised resources . This deep collaboration transforms planning into a more efficient and fulfilling experience for both strategists and attendees . By integrating destination organisations early , you ensure a seamless , impactful event that meets attendees ’ needs and exceeds expectations .
To make the most out of your site planning visit , consider these ten tips :
Start with the destination organisation Once the destination is selected , transition to working closely with the destination organisation . The visitor experience or convention services manager becomes your main contact , providing valuable resources to streamline the planning process and ensure efficiency . Establish a structured communication timeline to maximise these resources .
Detail complimentary services Destination organisations offer numerous services beyond sourcing and selection . During your site visit , review these offerings with the services manager to identify which align with your event ’ s needs . Understand how the destination can support you in various areas like client vision , destination influence , community connection , intellectual capital , and impact .
Monitor destination variables Stay informed about local changes such as construction or public events that could affect your meeting .
Be intentional with communications Develop a comprehensive marketing strategy with the destination organisation to expand your event ’ s reach . Align the destination ’ s communications , media , and social assets with your event to enhance local and regional attendance .
F & B : Beyond just a meal Review F & B options , costs , and logistics , and consider the impact of networking opportunities . The convention services manager can help navigate challenges and highlight unique culinary experiences . Explore local cuisine and create memorable experiences .
Review labour specifics Revisit labour specifics and associated costs during the on-site planning phase . Reaffirming these details helps avoid unexpected obstacles .
Leverage intellectual capital Explore the destination ’ s intellectual capital in depth during the planning site visit . Collaborate to identify industry , cultural , and people-related experiences that align with your event . Incorporate tours , engage local experts , and provide community engagement opportunities .
Navigate venue regulations Understand logistical regulations around F & B , décor , and event aesthetics with the services manager . Discuss creative solutions that meet your event ’ s needs while respecting venue constraints .
Create inclusive spaces Outline your attendees ’ specific needs before the planning site visit . Work with the services manager to develop solutions that ensure inclusivity . Consider spaces for nursing mothers , religious practices , emotional renewal , and other unique requirements . This preparation guarantees an accommodating event experience for all attendees .
Check contract timelines Establish solid timelines for deposits , room blocks , and other contractual obligations after contracting with a destination . Regularly connect with the destination organisation during planning to monitor progress and prevent unexpected issues or expenses .
Effective collaboration with destination organisation services teams is integral to the success of event planning site visits . By leveraging their expertise and resources , event strategists can ensure their events are well-planned , uniquely tailored to the destination , and highly impactful for attendees . n
n For more insights and tips , visit www . destinationsinternational . org / sitevisit-planning .
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