Important Facts to Consider When Choosing an Event Destination

Posted · Add Comment

Choosing an event destination is the first important step in creating a unique experience for your event attendees.

Here at LIVE! Technologies we recommend the following process to choosing an event destination:

Decide on the purpose

The first step in identifying an event destination is to understand the purpose of your event and what your stakeholders are trying to achieve. Are you planning a corporate meeting that will be held primarily indoors from 8-5? Or are you organizing a corporate retreat that will require outdoor team building activities? Do you want your attendees to have options for down time during an afternoon or evening?

budget

Choose a City

You’ll want to make your site inspection a “high level view” initially – that is, determine if there is a certain geographic region that works better for your company. You may visit as many as three different cities such as Baltimore, Philadelphia, and Washington DC, to learn more about them and determine which one will be a better fit for your event. You may meet with representatives of the local convention and visitor’s bureaus, who will want to sell you on the benefits of bringing your event to their city. So they may take you on a tour around the city, show you all it has to offer, and may even be willing to help fund your event. You’ll also want to understand the region’s busy and slow times. If your event will take place during their slow time, they may be willing to negotiate a good price to secure your business.

budget

Explore your venue options within that city

Once you decide on a city, do some research to determine the venue options you’d like to further explore. In a perfect world, if the venues fall within your budget, you should try to go to three different venues. Hotels with ballrooms or attached to a convention center make great options because of the convenience and accessibility. Dive into each hotel and figure out what’s going to be the best fit for your group based on the background and interests of your event attendees. For example, if your event will attract a young crowd, you won’t want to select an old, outdated venue without amenities. Your group will get the wrong vibe or a negative first impression, causing them to question the purpose and outcome of your event.

Once you find a hotel that will be a good fit for your event, consider negotiating a multi-year contract. It could save your company a lot of money on food and beverage costs, hotel rates, local transportation, and other details when you commit to holding your event at that location for multiple years.

budget

Check out the nitty-gritty details

When you are weighing the pros and cons of your venue options, consider the hotel’s accessibility to the airport, if there is sufficient parking, or if there is adequate taxi, Uber or limousine service available for your guests. Research any posted reviews about the venue and the area’s success in hosting meetings and events. When you get to the contract stage, take a close look to determine if the hotel offers their own audiovisual or exhibit service contractors, and if so, if you required to use them. Some hotels may assess a fee if you want to bring in your own AV team, but remember, everything in your contract is negotiable.

The Real Live Pros from LIVE! Technologies are dedicated to the success of your event. We’ve been in the business for over 40 years, and deliver seamlessly executed live experiences through creative design, engaging event production, and intelligent technology installation.

The Real Live Pros from LIVE! Technologies are dedicated to the success of your event. We’ve been in the business for over 40 years, and deliver seamlessly executed live experiences through creative design, engaging event production, and intelligent technology installation.

We would love to talk with you about choosing your event destination, and how we can make your event everything you dreamed it would be and more. We’d love to help you plan your next event or advise you on your event production calendar. Contact us today to learn more.