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Helping Us Help You: A Guide to Working with your DMC Partner During COVID

Now, more than ever, you have so much to think about as a planner; new rules, changing regulations and differing guidelines city-by-city. And while all of this is being considered, your attendee’s safety and comfort is top of mind for every decision you make. It’s enough to make the most seasoned planner feel overwhelmed. Luckily, you have a partner in PRA you can lean on as your local destination experts to help you navigate through it all.

As you prepare for your meetings in the future, here are a few tips on how to work with your DMC partner to make the planning process as seamless as possible. We hope it’s PRA of course, but this list will work for any of your chosen partners for your meetings.

  • Update your RFP with any of your organization’s mandates and specific asks

  • Adjust RFP delivery deadlines to allow supplier to properly and thoroughly find solutions to meet your needs

  • Have a collaborative discussion to walk through your expectations and needs relating to your attendee mindset, space design and overall meeting objectives

  • Review agenda chronologically in partnership with supplier to address any unforeseen or new gaps or areas of focus to ensure comfort of attendees

  • Ask for layouts early in the process to help visualize the recommended use of space

  • Talk to your DMC partner about your priorities to help expedite the information you need to advance your planning process

  • Discuss budget impacts up front. Are there new “buckets” where spend will need to be allocated as a result to changes in the meeting format, content or style?

  • Ensure the additional steps for health and safety are taken at every level. Any additional labor or products required should be factored into your budget

  • Be realistic about attendance numbers and transparent around anticipated attendance drop off, so we can discuss up front and prepare for possible attrition based on travel destinations or program element

Remember, PRA has offices in 29 cities across the US, but with our remote execution team, we can assist in any location you choose. Just reach out! In the meantime, you can also watch our recent webinar and download the checklist for tips on designing your next hybrid event. PRA is dedicated to being a trusted resource for you during this time, so if you have any questions, drop a comment below.

Download These PRA Tips Here!

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