Among the many critical elements that contribute to event design, the selecting a destination is one of the most important. It can set the tone for an entire event, and dictate its level of success.
There are many factors to consider when helping your clients select their event destination, including the size of the guest list, natural appeal, number of sub-events, availability of key services and access to the local flavor. Knowing as much as you can about the destinations and venues your service will help you help your clients make the right choices every time.
How to Select the Perfect Event Destination
1. Address venue size by identifying the size of your guest list
Often, clients choose to limit their guest lists when they host destination events to control costs or increase intimacy and access to opportunities for socializing. Not that there aren’t truly over-the-top destination weddings, receptions, reunions or corporate events with large numbers of attendees (there are and they are incredible), but typically, event planners deal with limited lists when planning for destination celebrations.
Among the first things, you should determine are how many invitees your clients intend to include, and what their motivations are for making that choice. It will help you match them with the destination venue that is just right for their celebration.
2. Ensure the space’s aesthetics match your event’s objectives
When you’re reviewing a site, look at the flow of the space. Will transitions be smooth from one event to another? If you have a design in mind, do the aesthetics match, or will they be relatively easy to mask or change? As you walk through, can you envision a successful event unfolding in front of you? Does the venue itself inspire you? The best venues will offer flexibility to accommodate your design ideas along with a natural appeal to build on.
3. Nail down the length of time of the event
Another common characteristic of destination events is that they are usually multi-day affairs with two or more distinct gatherings. Is your client planning a corporate retreat, for example, with registration, a welcome event, breakout sessions, lunch accommodations, after parties and farewell brunch? Your destination venue will need to have spaces to accommodate each unique event, or at least affiliations with nearby settings that will work for the budget and design vision. This might be the benefit of a resort with multiple venues on site, over a small private villa, especially if transportation is required between venues.
Then again, an escape from the host resort to fabulous local venues might be exactly what your clients ordered. Review all possible options as you try to determine what will work best for your VIP clients.
4. Ensure key services your event needs are available
Amenities, excursions, transportation – all are services that require a great deal of logistical effort on your part, but that add elements of luxury and experience for your clients. Partnering with destination venues that provide these and other helpful services allows you and your team to take care of all of the other important details while feeling confident that guests are always in good hands and receiving the treatment they deserve. Do your research so you can steer your VIPs to the very best available venues anywhere they might want to travel.
5. Consider how the local flavor can impact your event’s theme
The charm of destination events is the opportunity to incorporate local culture into your overall event design to make a completely unique experience. When helping select a destination, look for regional entertainment options and the availability of locally-grown ingredients for your menu so you can honor the destination as part of your event design. These carefully-thought-out elements add to the overall guest experience and the ultimate success of your event.
Helping your clients select their perfect event venue is among the biggest decisions you’ll facilitate when planning events. It’s also one of the most important, so invest time and research into the search and provide your clients with the best possible options for their special events.
Up next, discover how to find an event venue, why first-tier cities aren’t necessarily the right first choice, and try easy diagramming to ensure your event fits in the space you’ve selected.