Be prepared and up-front about what you want. D.M.C.s' number one complaint across the board is planners who ask for proposals without providing basic information about an event, such as the number of attendees, the date and time, and especially the budget. Before sending out a request for proposals (R.F.P.), you should have a basic outline of how much you plan to spend on each activity, the purpose of your event, and the atmosphere desired, so that the company can present you with the most comprehensive proposal. The R.F.P. should also include specific information about the attendees, such as their age range, gender ratio, activity level and interests, where they are from, if they've been to the area before, some history about what the group has done in the past and what was or wasn't successful, and of course, any special needs. Preparing this due diligence means having a thorough understanding of what you want."I give planners a great idea, and while I'm describing it, they're saying, 'Fine, fine.' But when it turns out to be $250 a head and they only wanted to spend $75, it's an issue," says Nadene Grossman, owner of We've Got the Keys, a D.M.C. in Key West.
In addition, planners need to find out how contingencies-such as increases in head count, airport transportation changes, or any special group needs such as wheelchair accessibility-will be handled, advises Lesley Marr, director of sales and operations for Naples Transportation Tours & Event Planning.
Where to start. Though the process of searching for the right company may seem daunting with so many to choose from, here are a few ways to begin narrowing down the list of possibilities.
First, check with hotels, the convention and visitors bureaus, convention centers, the local chapter of the International Special Events Society, and the Association of Destination Management Executives. These businesses and agencies will be able to provide the names of certified professionals, as well as additional information about them, including awards they've received for their work.
Second, get a recommendation from your hotel concierge and the conference or convention services manager. They can tell you which companies have had successful events in the past and a bit more about a D.M.C.'s work ethic.
To insure that companies are working with your best interests at heart, Marilyn MacCollum, president of DESTINation Management LC in Destin, says that before requesting a recommendation from a hotel or resort, you should ask if they receive a commission for the referral.
Mark Wells, vice president of creative services for Hello Florida in Orlando, agrees. "A good D.M.C. should represent the client to the marketplace, not the marketplace to the client," he says.
According to MacCollum, some hotels will only recommend those D.M.C.s with which they have an agreement to pay a referral fee. So do your due diligence to make sure you're getting the expertise, attention, and quality you want if a hotel or resort only recommends its in-house or preferred convention and meeting services.
Finally, make sure your D.M.C. has a seller of travel license, a requirement in Florida, which allows them to combine more than two services together to sell, such as a package containing transportation, guide, and admissions to local attractions.
Making the decision. Once you've done your preliminary research, it's time to find out which of the companies on your list would be the best fit for your event.
Resist the urge to compare companies, as all are not the same. A company willing to offer dinner for 20 guests at $9 a head may not provide the same quality and service as someone charging $30 a head. Make sure that someone from the D.M.C. staff will be present at all times. According to Ira Mitchell-Steiman, executive director of creative for All Over Miami, staff is one of the first things planners choose to cut when they're trying to work around a budget. But the best way to ensure a seamless presentation and that any complications are swiftly and appropriately handled is to have a D.M.C. staff member at all functions, says Mitchell-Steiman. Many D.M.C.s recommend choosing a company based in your destination city. Someone who considers the area his or her home will know things other do not. "I could do research all night on San Antonio, but I'll never know what the D.M.C. from there knows," says Candace Mingo, general manager of Exclamation Points & First Coast Arrangements in Jacksonville. Talk to former clients and vendors. A good D.M.C. should have positive, professional relationships with the vendors they work with regularly. Ask for a list of those companies and call to get the vendors' perspectives on the D.M.C. Selecting a company that has established a great working relationship with their former clients and vendors goes a long way toward giving you peace of mind.
"You need to find someone with stability in the market, and the longer they've been in business, the better relationships they will have and the better their knowledge of the area will be," says Ronald Kelly, general manager of TBA Global Events in Miami.
Carn Clark, co-owner of BayArea Destination Management Company in Tampa, recommends getting three references from planners of events held in the past year whose programs were similar to yours to confirm that the D.M.C. has the experience to manage your event.
Internet caution. With Web sites being created all the time with increasing ease, some companies may not be what they seem. Asking questions, talking to former clients, and getting specific information on the company's capabilities helps you determine if the company you are looking into can produce what it advertises.
"Anyone can take a picture of a great dinner and say, 'That's what we propose,' but that doesn't mean they actually did it," says Mingo.
Know the facts. Be sure to know exactly what you're getting for the money you're paying. Some companies may consider themselves a destination management company, but may not provide all the services a reputable one should.
"Some organizations say they're a destination management company when, in reality, they're just a prop house or transport company, so investigate their scope of work. Unless you have competence in all areas, you're not a D.M.C.," says Wells.
Hiring a D.M.C. is a big responsibility, but by doing your homework, researching the company, being open, and providing them with all the information they need, you'll find that using a D.M.C. will ease your mind and create a seamless experience for your whole group.
In addition, planners need to find out how contingencies-such as increases in head count, airport transportation changes, or any special group needs such as wheelchair accessibility-will be handled, advises Lesley Marr, director of sales and operations for Naples Transportation Tours & Event Planning.
Where to start. Though the process of searching for the right company may seem daunting with so many to choose from, here are a few ways to begin narrowing down the list of possibilities.
First, check with hotels, the convention and visitors bureaus, convention centers, the local chapter of the International Special Events Society, and the Association of Destination Management Executives. These businesses and agencies will be able to provide the names of certified professionals, as well as additional information about them, including awards they've received for their work.
Second, get a recommendation from your hotel concierge and the conference or convention services manager. They can tell you which companies have had successful events in the past and a bit more about a D.M.C.'s work ethic.
To insure that companies are working with your best interests at heart, Marilyn MacCollum, president of DESTINation Management LC in Destin, says that before requesting a recommendation from a hotel or resort, you should ask if they receive a commission for the referral.
Mark Wells, vice president of creative services for Hello Florida in Orlando, agrees. "A good D.M.C. should represent the client to the marketplace, not the marketplace to the client," he says.
According to MacCollum, some hotels will only recommend those D.M.C.s with which they have an agreement to pay a referral fee. So do your due diligence to make sure you're getting the expertise, attention, and quality you want if a hotel or resort only recommends its in-house or preferred convention and meeting services.
Finally, make sure your D.M.C. has a seller of travel license, a requirement in Florida, which allows them to combine more than two services together to sell, such as a package containing transportation, guide, and admissions to local attractions.
Making the decision. Once you've done your preliminary research, it's time to find out which of the companies on your list would be the best fit for your event.
Resist the urge to compare companies, as all are not the same. A company willing to offer dinner for 20 guests at $9 a head may not provide the same quality and service as someone charging $30 a head. Make sure that someone from the D.M.C. staff will be present at all times. According to Ira Mitchell-Steiman, executive director of creative for All Over Miami, staff is one of the first things planners choose to cut when they're trying to work around a budget. But the best way to ensure a seamless presentation and that any complications are swiftly and appropriately handled is to have a D.M.C. staff member at all functions, says Mitchell-Steiman. Many D.M.C.s recommend choosing a company based in your destination city. Someone who considers the area his or her home will know things other do not. "I could do research all night on San Antonio, but I'll never know what the D.M.C. from there knows," says Candace Mingo, general manager of Exclamation Points & First Coast Arrangements in Jacksonville. Talk to former clients and vendors. A good D.M.C. should have positive, professional relationships with the vendors they work with regularly. Ask for a list of those companies and call to get the vendors' perspectives on the D.M.C. Selecting a company that has established a great working relationship with their former clients and vendors goes a long way toward giving you peace of mind.
"You need to find someone with stability in the market, and the longer they've been in business, the better relationships they will have and the better their knowledge of the area will be," says Ronald Kelly, general manager of TBA Global Events in Miami.
Carn Clark, co-owner of BayArea Destination Management Company in Tampa, recommends getting three references from planners of events held in the past year whose programs were similar to yours to confirm that the D.M.C. has the experience to manage your event.
Internet caution. With Web sites being created all the time with increasing ease, some companies may not be what they seem. Asking questions, talking to former clients, and getting specific information on the company's capabilities helps you determine if the company you are looking into can produce what it advertises.
"Anyone can take a picture of a great dinner and say, 'That's what we propose,' but that doesn't mean they actually did it," says Mingo.
Know the facts. Be sure to know exactly what you're getting for the money you're paying. Some companies may consider themselves a destination management company, but may not provide all the services a reputable one should.
"Some organizations say they're a destination management company when, in reality, they're just a prop house or transport company, so investigate their scope of work. Unless you have competence in all areas, you're not a D.M.C.," says Wells.
Hiring a D.M.C. is a big responsibility, but by doing your homework, researching the company, being open, and providing them with all the information they need, you'll find that using a D.M.C. will ease your mind and create a seamless experience for your whole group.
