Moving your meeting to a new destination, especially a new country, has the potential to be stressful and challenging.
Meeting planning professionals need to consider a seemingly endless list of variables, including the location’s appeal, venue suitability, local culture, accommodation availability, security (including real and perceived threats), financial issues, and local and community participation. It’s also important that the destination fits with the objectives of the organization.
Here are meeting experts’ top considerations and questions to keep in mind when weighing where to go.
Country and city accessibility. The first hurdle you must clear in choosing the right destination is asking: How accessible is the location? Ask:
- Are there any governmental regulations or visa requirements?
- Are there hidden fees or taxes when entering or exiting the country?
- Are the customs and immigration processes easy to get through?
- Are there direct airline routes and reasonable fares?
- How big or small is the main airport, and what is city traffic like?
Ease of doing business. Next, find out if it’s realistic to do business in the countries and cities that are being considered. Ask:
- Is the exchange rate reasonable?
- What is the tax and regulation regime for conferences and events?
- Does the event need to be registered for taxes?
- Are there any tax requirements (i.e., value-added taxes) that will affect registration, and what might the specific requirements be for your organization?
- Does the country have any additional requirements that will affect the operation of the event (withholding taxes, event permits, etc.), and how easy is it to open a bank account and trade in the country?
City and hotel infrastructure. Consider both the city and hotel infrastructure in potential host cities. You can easily rule out destinations with venues that don’t have the necessary amount of space for your association. That should leave you with a list of viable locations. Also, consider forgoing peak visitor times in favor of season shoulder times, when hotels might offer lower room rates. And consider selecting destinations that have global hotel brands, making it easier for you to build trust among your attendees. Ask:
- What is the city infrastructure like? Does it fit with your community, and is the hotel infrastructure suited for your specific requirements?
- Are there any other meetings or events being held at the hotel or convention center during your time frame?
- Is transportation needed for the meeting venue and hotels? Is there access to public transport, and is it suitable for your guests?
Carbon footprint. Some groups want to do business with, or may even require, environmentally conscious cities and venues. Consider what cities and venues are doing to be “green.” Understand what’s important to your group and narrow your destinations. Ask:
- Is the convention center LEED-certified?
- Do hotel properties embrace environmental and social sustainability initiatives?
- Do hotels have a corporate social responsibility program?
Legislation, regulation and support. Know the rules and regulations that might be relevant to your association community. Ask:
- Does the host country have laws or regulations that affect event planning, including food and beverage, hotel properties, or even onsite signage?
Security and safety. Although no destination can guarantee an event without incident, your meeting participants need to know that you considered safety and security first. Ask:
- How do the destination and venue address issues of safety and security?
- What is the destination’s reputation when it comes to personal safety?
Meetings and events maturity. Strength and versatility of the meetings and events community will affect the operation of your event. Ask:
- Are there local suppliers who will be able to support your event?
- Do they have a track record of success?
- Has the convention and visitor bureau received special awards, recognitions or certifications?
- Does the host city, meeting venue, or hotel offer up incentives that might offset costs?
Local attractions and activities. Finally, attendees will want to know more about the destination and things to do outside the conference hall. If they travel far or are not familiar with the destination, attendees may want to stay longer to experience local attractions and culture, too. Ask:
- What are the destination’s top attractions and activities?
- How will you market and promote these activities to attendees?
Finally, make sure you put all your meeting requirements in writing. Meeting and logistics ambiguity is disastrous for any contract agreement. Clearly spell out the meaning or definition of a service—otherwise, the show organizer may end up with abrupt surprises. And remember to always be respectful of local culture. Before I travel overseas, I always consult Kiss, Bow, or Shake Hands to understand business environment, social norms, and etiquette.
Patricia Beaudoux
Director of International Sales
The Sands Corporation
FICP Education Committee