There is no better way to ensure a program’s success than a boots-on-the-ground, face-to-face site inspection. Stepping away from the desk to visit a destination with trusted partners is critically helpful when making important decisions.
1. Submit a Request for Proposal (RFP) to your Resort and DMC
Don’t just request rates, dates, and service traits! Share objectives and experiences. This is your time to set the stage for future discussions.
2. Talk the Talk
Once you arrive, establish time frames, review the agenda and join minds. Don’t hold back. If something doesn’t seem like a good fit, nix it and find something that does.
3. Walk the Walk
Put everyone on your planning team in your attendees’ shoes to ensure they are experiencing the destination from the attendee’s perspective.
4. There’s An App for That
Download apps in advance to capture and label photos and videos of the places and spaces (Evernote). Measure a meeting room or other space (MagicPlan). Streamline communications with your team with siting numerous locations (Slack). Move your “to-do’s” to the “done” list (Trello).
5. Take Five
Ask your supplier partners for a few moments to collect your thoughts after each location. Write down five key take-away items/feelings to refer back to later.
6. Ask, Don’t Assume
Discuss budget, inclusions, attrition, fees. Assumption is the refuge of all misunderstandings and this is the one time we don’t want anything assumed.
7. Make Your List and Check It Twice
Create a checklist for each category of service…sleeping rooms, venues, activities, meeting rooms, transportation, etc. You can’t get what you want if you don’t know what you’re looking for!
8. Post It Notes
Review all your notes, concerns, dreams, visions and next steps with your partners.
9. If You Like It, Put a Ring On It
We’re not suggesting impulse moves – work with your Hotel and DMC partners to secure the best solutions while mitigating risks with a thorough review of confirmation and cancellation policies.
10. Celebrate Your Success
Continue planning your best gathering yet!
Our team of business event professionals who handle site inspections guarantee your attendees will experience the best the destination has to offer. Following these simple steps ensures a successful program and makes you the hero of your next meeting or event. Any other site inspection tips you would recommend? Share your thoughts in the comments below.
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