Your Destination Event Planning Guide
We all love going to events and we all love to travel - so when the opportunity to travel AND go to an event is on the table, who could say no?! And that’s great, right? Your guests will be up to attend your destination event and will be expecting the best time ever! To give that to them however, there are a ton of logistics you will have to consider. Whether you’re planning a corporate meeting, an international company retreat, a destination wedding, a family reunion, or a social trip, you want to cover all your bases. Today, I’m highlighting a couple recommendations when it comes to finding the best venue for your destination event.
Visiting the Venue In-Person
Would you book a venue in your hometown without an in-person visit? Nope. You would write a list of preferred event venues and schedule meetings to go and see each location. When it comes to destination events, you need to have the same venue sourcing strategy. Once you have narrowed down the host country for your event, create a list of venues. If you have a long list (10 or more), I recommend narrowing it down to no more than 2-3 because the next thing you will need to do is physically visit these venues.
Now, depending on the size and scope of your desired destination event, you should plan to visit the host country no less than 6 months prior to the event date (in reality, I recommend 9-12 months prior to the event). When you are aware of the fact that you need to take an international trip and stay long enough to visit 1,2 or 3 venues, you will create a planning timeline that takes this into consideration.
But why is it important for you ( or a trusted event planner) to visit the venue? You can get a feel for the flow - you’ll get to see the entrances, exits, pathways, various spaces available (indoor and outdoor), meet the members of the event team who could potentially work on your event; if it’s at a hotel, you’ll get to see the guest rooms. This up close and personal venue visit will help when it comes to your event programming, also allowing you to ask the venue staff any and all questions so that you can leave the location confident that they will be able to accommodate your vision.
Characteristics of an Ideal Destination Event Venue
While you are in-country visiting your desired event venue, take note of how long it is taking you to travel from the airport to the hotel to the venue (if the hotel and event venue are not on the same property - which they ideally should be).
You may see a venue you absolutely LOVE but it’s important that you take a step back before deciding that’s the one, that you think about how easy it will be for your guests to get to the venue. It may be the best in class, come with all the bells and whistles what will wow your guests and have them talking for years to come, BUT to get there you have to take a taxi to a bus to a boat and then golf carts, leading to a 3 hour trip, after they land. Now while that may be okay for just you, think about your guests. Would they enjoy that? Probably not. So look for venues that offer the path of least resistance that still ticks off all the boxes for the event venue you desire.
So not only will an ideal venue be easy to get from, it will also be within 30-45 minutes from a major airport; offer transportation services to and from the airport; and provide all-inclusive meal options to ensure guests do not have to leave the property for breakfast, lunch, or dinner. The reality is that when your guests have the comfort in knowing how they will get around and eat, you’ve met some of their most basic needs and that is a critical foundation for building an unforgettable destination event.
Destination event planning requires an extra layer of thought, strategy, and implementation than a regular hometown event so when you approach this venue sourcing step (of course after you’ve decided on your initial budget) and keep these recommendations in mind, the rest of the planning process - finalizing the guest list, creating the agenda, deciding on entertainment /activities, etc. - will fall into place.
Let this serve as your destination event planning guide and if you need further support, send us a message - we’re here to help!