After 25 years in the Business Events Industry, handling both local and international events, one of the unique perks I’ve come to enjoy is receiving invitations from convention bureaus for site visits around the world. These experiences are a fantastic way to assess destinations firsthand, especially for planners who manage international events. Recently, I was invited to Osaka, Japan, and while I’m genuinely excited about the opportunity—particularly since we’ve hosted events in Kyoto before—prior commitments mean I’ll need to pass on this one.
However, every destination visit invitation requires careful evaluation. As enticing as these trips can be, it’s essential to decide if the destination aligns with your client’s interests and expectations. So, what do I consider when evaluating a location for meetings or incentive events? Here’s my top criteria:
1. Safety First
Safety is non-negotiable for clients considering a destination. A secure environment is top of mind for event attendees and organizers alike. This means researching local laws, political climate, health protocols, and emergency services. The assurance that attendees are in a safe, well-prepared location can make or break a destination’s appeal.
2. Accessibility
Easy access is crucial, particularly for international attendees. We assess factors like flight availability, direct routes, and local transportation. Once, we held an event in a remote Asia-Pacific location where flight availability was limited, and while we managed to get everyone there on time, the logistical challenge was a lesson in accessibility’s importance. For international events, being able to arrive and depart seamlessly is a priority.
3. Destination Highlights and Unique Experiences
Clients want to offer their attendees something memorable, often with cultural and experiential highlights unique to the location. Does the destination have standout experiences that add value to the trip? For instance, when we hosted in Kyoto, the highlight was allowing attendees to wear traditional kimonos and dine at a historic temple. Similarly, in Bangkok, we charted the Eastern & Oriental Express luxury train, treating delegates to an exceptional lunch and high tea experience while journeying through scenic landscapes. These signature experiences make a destination unforgettable.
Ready to Dive Deeper into the World of Business Events?
If you’re excited to learn more about the ins and outs of successful event planning—from selecting the perfect destination to mastering logistics and creating memorable experiences—I invite you to join the waitlist for my upcoming Business Events 101 course!
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What’s Next in Part 2?
In my next blog post, I’ll dive into how to prepare for a site visit when invited by a destination’s convention bureau. From understanding the itinerary to knowing what questions to ask, preparation is key to making the most of your visit. Stay tuned for Part 2 of this series, where we’ll cover everything you need to ensure you’re ready to evaluate the destination thoroughly.
