In my previous blog , I shared my criteria for deciding whether a destination invitation is worth pursuing. Now, let’s talk about what happens once you’ve said yes.
Convention Bureau site visits are more than guided tours — they’re relationship-building opportunities. You’re representing yourself and your business, and your professionalism speaks volumes.
Here are a few things I’ve learned over the years to help you get the most out of your visit:
1. Prepare Your Presentation
You might be asked to present a case study or share a past event experience. Keep it brief but impactful. When I visited Tokyo, I brought visuals from a 250-person incentive event we hosted in Kyoto. It wasn’t about the scale — it was about showing alignment with the destination’s capabilities.
2. Dress for the Schedule
You’ll be on your feet a lot — from touring hotels to exploring cultural sites. Dress comfortably, but stay polished. And yes, always check the weather (I learned this the hard way in humid Bangkok!).
3. Maintain Professional Boundaries
You’re not on vacation. Be punctual, be engaged, and show appreciation. Your behavior reflects your brand.
4. Communicate Preferences Early
Food restrictions? Let your hosts know. I don’t eat beef, so I always communicate that well in advance — it avoids awkward last-minute changes and helps everyone feel respected.
5. Embrace Cultural Experiences
You’ll likely be invited to participate in cultural or wellness activities. Even if it’s out of your comfort zone, give it a try! One of my favorites? A sushi-making class in Tokyo. I may not be a chef, but I was definitely a happy participant.
6. Take Breaks When You Can
Site visits can be physically demanding. You’ll often be moving from one location to another with little downtime. Stay hydrated, take breaks when possible, and bring power snacks.
7. Bring a Thoughtful Gift
A small token of appreciation goes a long way. It doesn’t have to be fancy — just something meaningful that says, “Thank you for the opportunity.”
8. Build Relationships with Fellow Attendees
Don’t just network with the hosts — connect with other attendees, too. Some of my longest-standing industry friendships started on site visits.
Site visits are more than just travel perks — they’re trust-building, insight-gathering missions that position you as the expert your clients can count on. The impression you leave with your hosts? That matters, too.
If you want to feel fully prepared for site visits — from crafting your introduction to leaving behind a strong professional impression —
Inside Business Events Launchpad, I walk you through how to show up confidently and make the most of every opportunity, including practical tools you can use before, during, and after the trip.
[Join the Waitlist] and take the first step toward becoming the planner partners and clients love to invite back.
