Posts Tagged ‘business meeting’

If your company frequently has annual meetings or conferences in out-of-town locations, you may be feeling overwhelmed by the process of planning such a large gathering in a new place. Between searching for a suitable hotel, finding an appropriate meeting hall, researching the destination city, and arranging entertainment and food for thousands of employees, the task of planning your own annual conference can be daunting. This is particularly true for medium and large-sized corporations that may have thousands of employees. How can you get assistance to prepare for a successful conference?

The short answer is by using a DMC, a destination management company. DMCs are a relatively new industry, getting their start during the corporate growth periods of the 1970s and 1980s, but they have already cemented their place in the modern workplace environment. They do deep research about the destination city, help to arrange reservations for meeting space, work to arrange airfare for attendees, and can even provide childcare arrangements for business travelers who want to bring their families along. All of this assistance makes it possible for employers to focus on the central part of the trip – planning the actual meeting agenda.

While DMCs as a whole offer invaluable services, there are some that provide better quality work than others. It’s worth the time to do your homework before deciding whether to hire a DMC and selecting which agency you will hire to work with your company.

• Analyze your company’s budget. If you’re operating on a tight financial rein for your conference, decide if you have the room in your budget to hire a DMC. If so, take the time to compare prices and services.
• Consider the destination city. If your meeting is being held a short distance away from your company headquarters, you may not need the services of a DMC to research the area. But, if you’re going out of the state or to a completely new city, a DMC may well be worth the money.
• Look at the size of your planned conference. A small meeting of less than 50 may not need the same level of service that a large conference of 1,000 may require.
• Check the DMC’s reputation. Ask about other companies the DMC has worked with and look for recommendations from other corporate employers. Find out if the DMC has corporate insurance to cover any potential issues.
• Try out the services. Hire several DMCs when you get ready to take a trip to the convention city. Have one work on finding a meeting place, another work on the airfare arrangements, and then another to plan for local entertainment. Make your final decision based on the results.

Image c/o: boellstiftung

If you have a business meeting scheduled, but find yourself in a pinch, don’t stress! A DMC is the person to call who will help get your business plans back on track!

What Can I Expect from a DMC?

DMCs are Destination Management Companies that are experts in destination knowledge. When you arrange a business trip, a DMC can handle the airport meet-and-greet, transportation, tours, team-building activities and more. DMCs can also recommend lodging and entertainment; basically everything you need to know to get through a successful business endeavor.

How Do I Choose a DMC?

The most important aspect is that you choose a DMC that has local knowledge and experience in the area. Many DMCs will advertise in their local area, so you may have to choose a DMC that is within these premises. However, some larger companies have a national or international client list. In this case, you can choose one DMC for all your business traveling needs.

You’ll also want to consider the range of services they offer, as well as their cost. DMCs are known for being creative, and with this insightful approach, they should be able to plan a day’s events for you to enjoy.

How Do I Work With a DMC?

Keep in mind that you and a DMC are partners. Information sharing is critical, so be sure to share up as much info as possible in terms of what you expect, your budget, etc. Your DMC will have great contacts, which means you’ll be able to get the best deals on things, as well as tickets to events and recommendations for guest speakers and restaurants.

Most importantly, know that DMCs have formed successful relationships with their contacts, so you can expect to get the very best service from them.

Can a DMC Help in a Time Crunch?

Yes. Actually, this is what DMCs do best. While it’s always ideal to have a few days of notice, DMCs have the necessary resources to get your business trip off without a hitch, even at the last minute. And this is where the relationships that the DMCs have formed with their contacts come in handy. Local businesses are able to work up quick deals and get you the services you need to have a successful business trip. If you continue to go through the same DMC, they will learn your unique set of needs when your team comes into town, which will help in times of short notice.

It’s time to program that cell phone with a DMC you can call any time of day!

Image: travelpod.com