011 Why your DO should be your meeting’s BFF

BFF: Best friend forever | DO: Destination organization

Photo by David Nicolai on Unsplash

Destination organizations (DO), also known as convention and visitor bureaus (CVBs) or destination marketing organizations (DMOs), can play a pivotal role in event planning, particularly for events held in locations you don’t know well. They act as a bridge between meeting planners and local resources, providing comprehensive support to ensure the success of an event. Remember most of these organizations are funded by tax dollars, so they provide all appropriate options to you as the planner. You can trust them to get you the info you need, not give you a recommendation based on who gives them a percentage of a sale. So what can a DO do for you? See below!

Providing Information and Resources

Local Knowledge: Your DO can offer in-depth knowledge about the destination, including its attractions, cultural norms, and logistical specifics. They know what areas of the community are good for your group to visit and the best ways to experience it.

Venue Options: Your DO can supply a list of potential venues that match the event's size, purpose, and atmosphere requirements, along with key contacts. In fact, they already know the staff at the venues in their community, so they can make that initial contact to ease the way for your first meeting.

Facilitating Connections

Vendor Referrals: The DO will connect you with local vendors and service providers, from caterers and AV technicians to decorators and transportation companies. This is where the unbiased recommendations can come in handy: they will give you contact information for ALL the vendors that might be able to help you!

Partnership Opportunities: Your DO can introduce you to potential local sponsors or partners who can support the event. Looking for a sponsor for your luncheon? Talk to your DO!

Assisting with Site Inspections

Venue Tours: The DO can organize and accompany you for on-site inspections of shortlisted venues and hotels, offering insights and advice. This is where the DO really shines. It’s literally their job to help planners find what they need and enjoy the site inspection so they want to host their meeting in their community. And they can tell you about all the “ins and outs” of hosting a meeting like yours in their town…because they likely have already done it.

Local Experiences: They can also arrange experiences that highlight the destination’s unique offerings, which can be incorporated into the event agenda. Looking for ideas on a dine-around or maybe a community service experience? No one knows what works and doesn’t better than your DO.

Offering Promotional Support

Marketing Materials: Your DO provides promotional materials, such as images, videos, and destination guides, to help attract attendees.

Event Listing: Is your meeting open to the public? They can even include the event in the destination’s calendar of events, boosting visibility among locals and tourists alike.

Navigating Permits and Regulations

Guidance on Regulations: Your DO is there with advice on local regulations, permits, and any legal requirements necessary for hosting an event at the destination.

Sustainability Practices: They can also recommend best practices for environmental sustainability and compliance with local sustainability initiatives.

Logistics and Planning Support

Accommodation Blocks: Your DO can help secure hotel room blocks for attendees, often at a negotiated rate. Do you need hotel rooms at more than one hotel? This kind of expertise is definitely in your DO’s tool kit. It’s what they do every day!

Transportation Logistics: They can also offer solutions for local transportation needs, including airport transfers, shuttle services, and public transport options. Your DO works with transportation services more than anyone in the community, so be sure to ask them for options and advice.

Enhancing the Attendee Experience

Cultural Experiences: Let your DO suggest local cultural experiences, excursions, and activities that attendees can enjoy, enriching their overall experience. Your DO knows the community better than anyone…it’s literally their job. So ask them about fun cultural experiences that might be a good fit for your meeting attendees.

Welcome Services: They can help coordinate welcome desks at airports or hotels, providing attendees with information and a warm introduction to the destination. Information and welcome desks can help your attendees find transportation, luggage areas, etc. as they arrive, making your job easier and providing a great first impression.

Crisis Management Assistance

Emergency Planning: Your DO can offer advice on emergency planning and crisis management, including local emergency services and contingency planning. It’s important to keep your emergency response plan updated, and that means including local information when you’re on-site. Your DO can provide you with the contacts you need in an emergency.

Post-Event Support

Feedback Collection: Does your boss want data about the meeting? What went well? How much money went into the community from your organization and attendees? What your attendees liked and didn’t about the meeting and the host city? Ask your DO! They can help you gather feedback from attendees on their experience of the destination, which can inform improvements for future events. Your DO wants to know your attendee’s thoughts on the community, so if you need help with post-event surveys, they are often willing to help. You can collaborate with them to assess your meeting’s impact on the destination and the organization, highlighting successes and areas for growth.

A DO exists to bring more meetings to their community. They really do want your meeting to be successful. They’re there for you and can help in ways you haven't even thought of yet. So use their services and make your DO your next meeting’s BFF!