5 Things to look for when selecting a destination for your event

Among the many critical elements that contribute to event design, the destination is one of the most important. It can set the tone for an entire event, and dictate its level of success.

There are many factors to consider when helping your clients select their event destination. The size of the guest list, natural appeal, number of sub-events, availability of key services and access to local flavor are all key. Knowing as much as you can about the destinations, venues and services will help you help your clients make the right choice every time.

There are many factors to consider when helping your clients select their event destination.

1. How big is the guest list?

Often, clients choose to limit their guest lists when they host destination events to control costs or increase intimacy and access to opportunities for socializing. Not that there aren’t truly over-the-top destination weddings, receptions, reunions or corporate events with large numbers of attendees (there are and they are incredible), but typically, event planners deal with limited lists when planning for destination celebrations.

Among the first things, you should determine are how many invitees your clients intend to include, and what their motivations are for making that choice. It will help you match them with the destination venue that is just right for their celebration.

2. Natural appeal

When you’re reviewing a site, look at the flow of the space. Will transitions be smooth from one event to another? If you have a design in mind, do the aesthetics match. Or make sure things will be relatively easy to mask or change. As you walk through, can you envision a successful event unfolding in front of you? Does the venue itself inspire you? The best venues will offer flexibility to accommodate your design ideas along with a natural appeal to build on.

3. Will the event be multi-day?

Another common characteristic of destination events is that they are usually multi-day affairs with two or more distinct gatherings. Is your client planning a corporate retreat, for example, with registration, a welcome event, breakout sessions, lunch and after parties? Your destination venue will need to have spaces to accommodate each unique event, or at least affiliations with nearby settings that will work for the budget and design vision. This might be the benefit of a resort with multiple venues on site, over a small private villa, especially if transportation is required between venues.

Then again, an escape from the host resort to fabulous local venues might be exactly what your clients ordered. Review all possible options as you try to determine what will work best for your VIP clients.

4. Availability of key services

Amenities, excursions, transportation – all are services that require a great deal of logistical effort on your part. But that add elements of luxury and experience for your clients. Partnering with destination venues that provide these and other helpful services allows you and your team to take care of all of the other important details while feeling confident that guests are always in good hands and receiving the treatment they deserve. Do your research so you can steer your VIPs to the very best available venues anywhere they might want to travel.

Amenities, excursions, transportation, all are services that require a great deal of effort.

5. Local flavour

The charm of destination events is the opportunity to incorporate local culture into your overall event design to make a completely unique experience. When helping select a destination, look for regional entertainment options and the availability of locally-grown ingredients for your menu so you can honour the destination as part of your event design. These carefully-thought-out elements add to the overall guest experience and the ultimate success of your event.

Helping your clients select their perfect event venue is among the biggest decisions you’ll facilitate when planning events. It’s also one of the most important. Invest time in the search and provide your clients with the best possible options for their special events.

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