- wider access to information e.g. the internet
- word-of-mouth to establish trust in taking "the path less traveled", sometimes facilitated by social media
- lowered jet fuel costs
- stable consumer finances
Here is a step-by-step break down of the difference between a DMC and an event planner when putting together a company event:
In general terms, an event planner plans events, a meeting planner plans meetings (blog post). A DMC, though, does a litany of things: event/program design, tour/excursion planning, logistics planning, transportation management, service oversight, supplier management, and accounting. In other words, a DMC’s expert team will customize a full program from start to finish, utilizing the best resources the location has to offer and drawing on the unique features of the city or town to make the experience effective, memorable and fun for all involved (blog post).
While meeting and event planners are adept at putting together the nuts and bolts of a gathering, the element of destination management fills in all the gaps from beginning to end — local tours between meetings, transportation to and from the airport, partnerships with the best local eateries, tourist attractions and more.
The primary difference
Want your executives to sink their teeth into some phenomenal local cuisine with personalized service from the top chef in the city? A DMC can arrange that in a snap. Need a fleet of luxury vehicles or an upscale coach to get the team from point A to point B, C, D, E and then off to their departure gates when all is said and done? Again, a DMC is the way to go, since those are the sorts of run-of-the-mill tasks these local connoisseurs handle every day. They can (and do) act as site selection partners, creative designers, event marketers, tour guides, welcome ambassadors and more. Much like a concierge on a grand scale, they leverage their deep knowledge of (and relationships with) top local vendors to negotiate discounts while tailoring every aspect of a multi-day event to meet its guests’ specific needs. In the months leading up to the program, they can be a brand’s greatest ally, and the partnership only strengthens as the big event arrives, executes and wraps up with a group of happy campers heading back home.
What services does a PCO provide?
PCOs provide a variety of services, below is an indication of some of the main services you can expect from a PCO:
• Advice and guidance
• Strategic consultancy
• Assisting with bidding process
• Venue selection and negotiation
• Financial management and budgeting
• Tax and exchange rate issues
• Abstract Handling and speaker communications
• Registration and logistics
• Marketing, communication & social media
• Sponsorship and exhibition sales
• Project management
• Technical management (AV, IT, WIFI, etc.)
• Assistance with scientific programme
• Accommodation negotiation and bookings
• Special social events/banqueting/other catering functions
• Risk management & security issues
• Administration of Congress communication
• Onsite communication/delegate Apps etc.
• Ground handling/logistics
• Pre and post tours
What services does a DMC provide?
DMCs provide a variety of services, below is an indication of some of the main services you can expect from a DMC:
Destination Consultancy
• Destination selection - The DMC provides advice and information about the chosen destination, the advantages and disadvantages for a specific meetings type, group size, and the level of security, climate and all the local elements contributing to the success of the association’s meeting.
• Matching destination to association objectives - The DMC, as the local expert, is the insider and in close cooperation with the association selects and matches the destination depending on the association’s objectives.
• Creation and design of meeting - The DMC creates together with the association the desired theme in and around the meeting, assists with the choice of locations, materials and food, depending on the association’s wishes and budget.
Ground Handling
• Meeting, staging and AV management - The DMC offers their own AV equipment if available or selects the best local provider that matches the standards expected and budget available.
• Accommodation - The DMC acts as a local expert and consultant for accommodation issues providing necessary information, booking system.
• Welcome, gala and off-site functions - The DMC acts as local expert and consultant by providing information on prices, discounts, venues etc.
• Airport transfers and hospitality - The DMC arranges all necessary transport by land, sea or air in the destination. Some DMCs will own their own fleet of buses and/or cars, while others will know which local providers will best meet the association’s needs and budget.
• Social Programme - The DMC will carefully tailor the social programme to the needs of the meeting and all delegates, taking into consideration the season, budget and theme of the meeting.
• Speaker logistics and management - The DMC provides speaker assistance - from accommodation, transport, social programme and-, tours, etc.
• Sourcing of local staff - The DMC sources or outsources local personnel - from multilingual staff to industry experts or amateurs that are familiar with the topic of the meeting.
• Design and print management - The DMC assists in or manages the design and printing of all material, respecting the association’s standards and gives advice on trends and options. This part is usually outsourced from a local provider, but can also be managed in-house.
What services does a DMO provide?
‘DMO’ is a newer term that is used in order to be more transparent about how the organization helps planners and other groups. The DMO can provide assistance in scouting, negotiating, and supplier vetting. Some DMOs market only to leisure travelers, while others market solely to meeting planners.
• oversee, create, and implement marketing campaigns and promotions to inspire travelers to visit their destination
• advocate for increased investment to enhance the visitor experience.
• formulate campaigns to attract conventions, meetings, and events to their destination.
• work closely with meeting planners to plan events that display the destination and its attractions in the most favorable and enticing manner.
• interact with leisure, vacation, and MICE travelers, meeting professionals, conventioneers, business travelers, tour operators, and travel agents with both FIT (Free Independent Traveler) and group travel clientele.
When you’re bringing a group of professionals together in a city that isn’t their own, the effectiveness of the conference, summit or team-building event can hinge as much on the “in-betweens” as it does on the main event itself. As attendees are able to let their hair down together during thoughtfully-curated excursions outside of those daily meetings, bonds form. As they enjoy the local delights of the city they’re in, they learn new things about one another and strengthen their working relationships. And if they’re able to sleep well in the best local hotels, have all their meals planned to perfection and avoid the usual hassles of getting around an unfamiliar place by enjoying pre-arranged transport, they’ll be at their best when it counts.
A good DMC actually has a resounding effect on the attendees’ experience the entire time they’re away from home. In the end, it means an efficient, extraordinary experience for attendees and a glowing set of reviews for the host when everyone departs.
Given the amount of time, energy and money that goes into a major company event, the only gambling that should ever take place is placing your bet on a winning event partner. Now that you’re familiar with the difference between a DMC and an event planner, feel free to check out this company:
