Last week, I shared my top criteria for evaluating a destination before accepting an invitation from the Convention Bureau. These guidelines help you assess whether a location aligns with your client’s needs, enabling you to confidently propose it as a potential event site.
Now, once you’ve determined that the destination meets your standards (and those of your client), and you’ve accepted the invitation, it’s time to prepare yourself for a productive, insightful visit. Here’s what to keep in mind to make the most of the experience—and leave a positive impression with your Convention Bureau hosts.
1. Prepare Your Presentation and Relevant Material
When I was invited by the Tokyo Convention Bureau, they asked me to prepare a brief presentation on a previous incentive program we hosted for 250 attendees in Kyoto. Even though the destination was different, the core concept of Incentive Travel—offering unique, memorable experiences—remains the same. Bringing visual aids, such as photos and program highlights from past events, can showcase your expertise and demonstrate what you envision for future events.
2. Plan for the Weather and Dress Appropriately
It may seem obvious, but checking the weather forecast in advance helps you pack attire that’s appropriate for both the climate and the schedule. Since site visits often involve full days of touring venues and activities, wearing comfortable, professional attire will ensure you’re prepared for any situation.
3. Maintain a Professional Demeanor
Remember, you’re attending in a professional capacity, and this is not a personal holiday. Promptness, attentiveness, and courtesy go a long way. Respect the schedule and maintain a professional attitude throughout, as your behavior reflects not only on you but also on your company.
4. Communicate Dietary Restrictions Early
If you have any dietary restrictions, inform your hosts beforehand. For instance, I don’t eat beef, so I make sure to let the Convention Bureau know in advance. This helps them prepare appropriately without last-minute adjustments, allowing you to enjoy the experience comfortably.
5. Participate in Cultural and Fun Activities
Many convention bureaus include cultural activities to highlight the uniqueness of the destination. Embrace these opportunities—they not only make the trip enjoyable but also give you firsthand experiences that you can later share with clients. During my visit to Tokyo, I participated in a sushi-making class. Despite my limited cooking skills, it was a memorable experience that deepened my appreciation for local culture.
6. Be Ready for Long Days and Take Breaks When Possible
Site visits can be intense, with full schedules and numerous venue tours. It’s essential to be prepared for long days and to rest whenever you get the chance. Remember, you’re there to work, so staying energised and focused will allow you to make the most of your time.
7. Network with Industry Peers
These visits are fantastic opportunities to connect with other professionals. Bring plenty of business cards or digital contact options to share with potential partners. Networking can open doors to new resources and services that may be valuable for future events.
8. Bring a Small Gift for Your Hosts
A thoughtful token of appreciation goes a long way in expressing gratitude for the invitation. A small gift can leave a positive impression and show your respect for their hospitality.
Wrapping Up
I truly value these opportunities to explore destinations that may be ideal for future client events. By following these guidelines, you’ll be well-prepared to evaluate the destination and make a great impression on your hosts.
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