Preparing for and executing an expert site inspection is a whirlwind process! It's difficult to find the time to do it right but if you don't, the opportunity to find the best location for your meeting is greatly diminished. This is where the services of your destination expert, the Convention and Visitors Bureau (CVB - sometimes referred to as a Destination Marketing Organization), can literally be an extension of your staff, saving you TIME, MONEY and allowing you to leverage their LOCAL KNOWLEDGE, RELATIONSHIPS and BUYING POWER!
The CVB is your answer to making and receiving one call or email verses many. You can give your specifications one time, answer questions one time, use one source for local referrals and recommendations, receive aggregated hotel/venue proposals at your preference and have your hotel appointments, accommodations and transportation arranged for you. In essence, the CVB becomes your planning partner, with tailored and customized services based on your meeting requirements.
So, while using a CVB to assist you in site inspection planning may be the best TIP of all, here are 10 more!
PUT ALL YOUR CARDS ON THE TABLE EARLY
Don't just request rates, dates and space. Take the time up front to communicate your meeting goals and objectives and fully disclose all your needs. Give detailed information about the purpose of your meeting, the demographic and the typical meeting behaviors of your attendees. Don't wait for the site inspection to begin this discussion! Early dissemination of this information gives the destination and venues the opportunity to show you how they can best meet your needs and appeal to your attendees. Let everyone you visit during the site be prepared to WOW you! If they have this kind of information and don't do anything with it to WOW you, that tells you just about everything you need to know.
IF IT HAPPENS TO ME...WILL IT HAPPEN TO THEM?
Pay attention to the details. What is happening as you receive information before your visit, as you arrive, during the site inspection, as you are leaving and after you return from the site inspection? It's safe to say that generally you may be treated with kid gloves, so anticipate what is more likely to happen to your attendees at each stage of the destination/hotel experience. Ask if the treatment you are receiving is standard fare or unique to the site inspection experience.
TAKE TIME TO SIT BEFORE YOU WALK
Site inspections seem to have a familiar flow: meet, shake hands and start walking. It is to your advantage to take time to sit, even for just a few minutes, before you begin at each stop along the way. This gives you the opportunity to set the stage for your expectations, take a look at a map, understand the overall "lay of the land" before you begin the tour, and get to know the people you could be working with a little better.
TO SEE OR NOT TO SEE - YOU DECIDE
While you're sitting, it is also wise to establish what is pertinent to see during the tour and which things you may want to see only if you have time. Site inspection time frames seem to expand quickly and often it is over and you'll realize you haven't had the opportunity to fully concentrate on the elements most important to your meeting. And while we are talking about SEEING, you won't remember half of what you do see, so a camera or video device is the planner's best friend on a site.
HAVE A SHORT LIST BUT MAKE ROOM FOR A FEW SURPRISES
You want to be in control of your agenda but you also want to leave some room for a few unexpected surprises. In fact, tell them what you want to see and then say, "don't forget to surprise me - show me at least one thing that is unexpected about your product or services," and see how they rise to this challenge. This will be a good indication of their creativity and how well they've done their homework about what might appeal to you. It's sort of like ordering a good meal that's exactly what you want but leaving room for dessert.
ADDRESS THE HARD STUFF UP FRONT
Don't wait until later to talk about the "un-sexy" stuff. Attrition, food and beverage minimums, extra costs of parking, Internet, resort and exercise facility fees are best calculated up front. Some of the most attractive room rates may be offset with hidden fees. Also talk about any time needed for set up or tear down and additional charges that may occur. Best word of advice here: don't assume anything - ASK!
BEYOND THE HOTEL OR MEETING FACILITY
Understand the hotel or meeting facility in relation to the city. Here are four questions to pose that will help you get the lowdown: what can I walk to, cab to, rent a car for and what can I not afford to miss, no matter how hard it is to get to?
MAKE SURE IT FITS - DIAGRAMS AND BEYOND
If meeting or exhibit space is particularly important or concerning to you, ask to have a room set to your specifications, right down to the linens and amenities. Seeing is believing. How can you really see an average sleeping room? Ask, of course, but be sure to glance inside rooms being serviced by housekeeping along the way! And if you are booking a short-term meeting, ask to meet the key people you will actually be working with and collect business cards. If the meeting is too far out to gain this assurance, at least understand the staff structure and staff rations used to service events.
DECISIONS, DECISIONS, DECISIONS
To avoid the phone ringing off the hook and a full mailbox before you have even arrived back at the office, make sure everyone understands your decision-making process and timing. This is also the time to clearly define your follow-up needs and expectations.
IT'S NOT EASY BEING GREEN - OH, YES IT IS!
Dispense with the paper! You can always recognize the meeting planner - they're the one with the BIG bag full of *#^@!!! Ask ahead of time not to have cards, brochures, maps and other promotional material you already have or have access to handed to you again during the site. Even better, ask just for what you need or request that all material be presented to you on a thumb drive. What must be collected can be mailed to your office, preventing you from being weighted down during the site visit. Our motto: CARRY NO BAG AND WEAR COMFORTABLE SHOES!
ELEVEN...AND YOU THOUGHT THERE WERE ONLY TEN?
Let us kindly refer you back to TIP #5: nothing like a little surprise! Nothing beats a quick little stealth site visit on your own and unannounced to determine the true product and service level of any establishment!
Christine "Shimo" Shimasaki, CDME, CMP, joined Destination Marketing Association International (DMAI) in June 2009, Ms. Shimasaki brings over 16 years of destination marketing experience to her role. In her current role, Christine leads two major initiatives for the industry, including the meeting planners web portal and historical database, empowerMINT.com and the new event impact calculator.
For more information on how to find, research and compare over 125 meeting destinations' conference venues and meeting facilities, visit http://www.empowerMINT.com.
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