The world of meeting and event planning relies heavily on support from hospitality partners, suppliers and vendors. Coordinating and executing a destination meeting or even a simple one off event takes considerable effort and a dedicated team. Likewise, creating a destination experience requires the help and knowledge of local experts. Calling upon destination marketing organizations (DMO’s) or CVBs during the pre-planning phase will help streamline the site selection and RFP process and introduce valuable resources to ensure a successful experience.

4 tips to maximize the benefits your DMO/CVB offers

Pre-Planning Phase – DMO’s are experts on their destination, as such they can provide the necessary information to help meeting planners make educated decisions. Connect with your DMO to set-up a thorough site inspection. Ask for local publications along with the Visitor’s Guide to get an overall sense of the area, the highlights and local favorites. Take a look at the DMO’s blog for meeting inspiration, including venue ideas, food and beverage trends, suggested itineraries and destination specific activities. DMO’s can offer unbiased recommendations and extensive information on meeting facilities, offsite venues and unique activities. They are experts at helping groups get the most out of their time in the destination.

Booking Incentives & Resources – DMOs may offer funds or sponsorships to clients considering their destination. These resources can be used to help extend the meeting budget. Visit Newport Beach, the DMO for Newport Beach, CA offers support to groups with a qualified RFP, and can provide resources to groups who have selected a Newport Beach hotel. With their company’s expectations and budget to meet, meeting planners are often charged with over delivering. Partnering with the local DMO will save time and resources and help groups get the most out of their destination experience.

Setting the Tone – Setting the tone for destination meetings can actually begin prior to the program. DMO’s can help with destination facts, history and information that can give your group a sense of the area’s vibe and boost meeting excitement. Consider sending program details to attendees ahead of time in unique packaging representative of the destination. For example, groups heading to Newport Beach, CA may enjoy flip-flops with the schedule printed on the bottom of each sandal. Or if you’re planning a private yacht event during any portion of your program, a captain’s hat with the program tucked inside could be a clever pre-event gift.

Tap into local experiences through your DMO

Locally themed drops are a great way to connect the experience of attending the conference to the destination. Consider locally grown or produced delicacies, which can be consumed on-site or packed to savor once home. Clean living and clean food seem to be synonymous with Newport Beach’s outdoor lifestyle. With most area restaurants serving organic, locally grown food, room drops consisting of destination favorites is rather easy. For example, you could include locally produced hummus and fresh baked artisan breads perfect for a pre-event appetizer or send home organic and fair trade coffee from Newport Beach roast house, Kean Coffee. Prefer to offer a late night snack, consider a delicious treat from Newport Beach local sweet shop, B. Toffee.

CSR Component – Many companies have mission statements that outline social responsibility. While giving back to society is a key factor of corporate social responsibility, achieving a sound return on a CSR investment is also important. CSR programs can often be a highlight of a meeting or event and, when incorporated successfully, can have a huge impact on both a community and a company. Finding the CSR activity that makes sense for your company and effectively incorporating it into your next meeting or event can be a daunting task particularly in a new destination. With their strong community ties, DMOs are great resources for information on charities and philanthropic activities local to their destination.

When you’re ready to begin organizing your next group program, contact the staff at Visit Newport Beach, the destination marketing organization for Newport Beach, CA. Visit Newport Beach opens the doors to this Pacific paradise with destination expertise, customized site visits, strong partnerships with valuable resources.