The destination choice will obviously not be the same for a V.I.P. incentives numbering 10 pax as for an International Convention numbering 500. It will, however, be influenced by the origin of your delegates, their culture and religion as well as by the time you can allocate to your event.
What is true is that certain destinations are more adaptable than others in terms of hosting events.
In addition to the choice of suppliers who meet your needs with regard to space, quality location and price, you will also need to:
check ABCevents.com
ask for references from all your contacts/suppliers.
check on the Internet, in relevant magazines and publications.
evaluate transportation costs and time (see our flight tools).
Find out if:
the area is easy to get to and from - i.e. by direct flight.
it is politically stable and has a reputation for safety.
the area offers an adequate infrastructure standard.
the area poses any health risks.
advanced planning is required to arrange vaccinations, visas, requests and other formalities.
weather conditions may affect your event (check weather).
local attractions are important, both to you and your delegates.
the area has a good selection of venues for you such as hotels or Convention Centres.
the area has a good quality - price ratio.
the area accepts corporate event business.
When you have found what you are looking for, find suppliers on ABCevents.com, obtain help from the Convention Bureau, local authority, D.M.C.s, suppliers, and from any other local associations.
This is a non-profit organization which assists in the long-term development of a region or area through its travel and tourism strategy, focusing exclusively on the corporate events market (congresses, incentives, seminars, ...).
Normally financed both by local administration and private members (Hotels, D.M.C.s, P.C.O.s, Convention Centres, Restaurants), their twin role involves assisting with meeting preparation, acting as a broker by proposing companies, venues and services for your event, and promoting their area's corporate events business. Some Convention Bureaux are occasionally responsible for Convention Centre management as well as sales and marketing.
A Convention Bureau tends to specialize in corporate events, and has the twin role of dealing with both the private and public sector whereas Tourism Boards are involved more in the public sector and have a more general remit.
A Convention Bureau can help you by providing:
up-to-date information about the area, its venues, transport services and accommodation.
direct contact with suppliers who can give you availability and prices.
inspection visits.
visitor information.
event coordination on site.
creative programmes for attendees and spouses, and pre and post-convention tours.
P.C.O. services.
feasibility studies.
liaison with local authorities.
press services.
marketing to delegates, thereby encouraging attendance.
event follow-up.
No matter the size of the meeting you are organizing, it is well worth using a bureau's services, many of which are free, thereby saving you time and money. They are generally neutral although they also tend to direct you towards their members and they may sometimes receive commission from providers.
To select the right Convention Bureau for you:
check to see if it is listed in ABCevents.com
make sure it is an official C.V.B. by asking the local authorities.
check (directly) the number of members.
see how long it has been in existence.
speak with the staff to see if they are authentic professionals.
see if they provide immediate answers to your request.
check if you can get better prices directly with suppliers.
ask where they are based and how many staff they have in total.
look at their web site and promotional material.
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