Choosing a destination to host an event involves completely different criteria than a leisure trip. It is necessary to consider several factors that ensure efficient logistics, mobility, safety, comfort and productivity of participants, in addition to providing a pleasant experience. We share 10 (ten) essential criteria to be evaluated and that will contribute to assertive decision-making:
1. Security:
- Physical security: Well-lit streets, visible policing, reliable public transportation, operating licenses and the location designated to host the event according to the profile designed, approval and authorization from local authorities, are essential to guarantee the well-being of everyone involved.
- Emergency preparedness: having a prepared, trained and ready “crisis committee”, aligned and well-connected with local authorities (police, fire department, ambulances, etc.), as well as being close to hospitals, easily accessible emergency services and contingency plans for various scenarios guarantee peace of mind in case of unforeseen events.
2. Budget:
- Accessibility: Choose destinations that offer efficient cost-benefit ratios for the event profile, considering logistics, transportation, accommodation, food, scenography, attractions and extra activities.
- Negotiation: Planning and advance planning are always aligned with excellent negotiations for everyone involved in the preparation and operation of an event. Explore the less busy times of the year in the desired destination and location for the event and combine them with the best date to hold your event.
3. Infrastructure:
- Accommodation: Hotels with capacity to accommodate your group, with several room options and services that meet your needs.
- Event spaces: Diversity of event locations, from meeting rooms to large convention centers, with cutting-edge technology and qualified staff.
- Dining options: Variety of restaurants and catering services to meet different tastes and dietary restrictions.
- Extra activities: Leisure options for participants’ companions, such as spa, sports activities, sightseeing, museums, parks and cultural programs.
4. Travel restrictions:
- Visas: Check and communicate whether a visa is required for the event destination. It is important to anticipate and facilitate the process of obtaining the necessary documents, through useful tips on procedures and suggestions of service providers able to support in this matter.
- International connections: Choose destinations with good air, road and rail connectivity, facilitating access for participants from different origins.
5. Climate:
- Choosing the time of year: Avoid periods of heavy rain, extreme temperatures or weather events that could compromise your event. The mid-season is always more suitable and convenient for the public involved.
- Flexibility: in any case, it is essential to have a plan B in case of unexpected climate changes, with options for alternative locations and indoor activities.
6. Qualified team:
- Experienced professionals: it is crucial to work with specialists in each area: logistics, production, audiovisual, translation-interpretation, ceremonial, etc. Count on a dedicated and experienced team throughout the entire process, from planning to operation, capable and competent to deal with all unforeseen events efficiently.
- Personalized service: it is ideal to prioritize suppliers and spaces that provide personalized service, in order to guarantee assertive solutions that are appropriate to the event’s objective, ensuring the satisfaction of your guests.
7. Technology:
- Connectivity: Dedicated, high-speed Wi-Fi, with the capacity to meet all the program’s needs, anywhere in the environment chosen to host the event. Internet access is essential for participants to stay connected. It is ideal to have a second source of internet for “backup”, in case the original network is intermittent.
- Audiovisual resources: Modern, high-quality audiovisual equipment to guarantee the transmission of content (sound, images and effects) with excellence and credibility.
- Technical support: Qualified technical support team to support and ensure that the event runs as planned, and in the event of unforeseen circumstances, is able to act quickly and accurately, preserving the quality of the event.
8. Sustainability:
- Sustainable practices: Choose destinations and venues that are committed to sustainability, such as hotels that adopt eco-efficient practices and offer food options with local ingredients and sustainable production. Be careful to adopt diversity, equity and inclusion when selecting event service providers. Consider alternative mobility options for accessing the venue, such as: public transportation (train, bus, subway), providing resources such as “carpooling” and bicycle parking on the event app; cloakrooms to store scooters, skates and protective accessories such as helmets, knee pads, etc. Distribute drinking fountains throughout the event areas, avoiding plastic cups and bottles.
- Carbon offsetting: Consider the possibility of offsetting the carbon emissions generated by your event by investing in sustainability projects.
9. Entertainment:
- Leisure options: Variety of leisure activities for participants to enjoy their free time, such as visits to museums, parks, restaurants and cultural events.
- Nightlife: Nightlife options for those who want to have fun after the event, with bars, restaurants and nightclubs for all tastes.
10. Culture:
- Alignment with the event: Assess whether the local culture aligns with the theme of your event and the interests of your audience, providing an authentic and enriching experience.
- Respect for diversity: Choose a destination that is receptive to diversity and welcomes people from different cultures and backgrounds.
Extra tips for impeccable event management:
- Event technology: Use attendance tracking, event scheduling and task management tools to optimize the organization and control of your event.
- Contingency plan: Have a plan B to deal with unforeseen events, such as flight delays, technical problems or sudden changes in the weather. This ensures peace of mind and the ability to adapt to face any situation.
- Trust and partnership: Work with reliable suppliers and service providers, who have proven experience in their areas of expertise. Build a partnership relationship, with transparent and collaborative communication to ensure peace of mind and commitment to impeccable delivery.
- Organization and communication: Stay organized throughout the planning process, using project management tools and effective communication channels to keep everyone involved informed and up to date.
- Customer service: Prioritize customer service, be empathetic, act with versatility and focus on the event’s objective. Have open channels to receive feedback and resolve any problems quickly and efficiently.
- Post-event: Closing the event, conducting a satisfaction survey and carefully analyzing what went well and what can be improved are crucial for improving services and positively surprising guests in subsequent editions.
Choosing the ideal destination for your event is a strategic decision that directly impacts the success and engagement of participants. By taking into account the tips shared, you will be well equipped to make an assertive choice and provide a memorable experience for your guests.
In addition, consider the importance of staying up to date on events market trends. The search for authentic experiences, the use of innovative technologies and the adoption of sustainable practices are some of the trends that have been gaining momentum. By aligning yourself with these trends, you can make your event even more relevant and attractive to your target audience.
Count on TP Corporate’s expertise to make your event a success. Our experienced team can assist you in every stage of the process, from conception, through to the operation and closing of the event. Together, we can create a unique experience to take your company’s results to another level.
