What Is Destination Event Planning and Why Do I Need It?

Destination Event Planning is organizing any type of affair at a chosen destination. The event could be corporate engagements, conferences, trade shows, and conventions, from hosting dinner engagements, speaking engagements, or seminars that span several days. Your event could be for a special gathering, like a family event such as weddings, anniversaries, or reunions; or a superb party, like a costume party, theme party, company parties, or a combination of all three.

The destination could be somewhere in the city you already live, a location near your business, or somewhere that is new for everyone. Many engagements, especially corporate engagements, theme parties, and weddings, are held in fun, sophisticated, and unusual locations such as museums, historic structures, galleries, and amusement parks.

Destination events can essentially be any event for any reason at any destination. No matter what the occasion is, you will have to do some planning and decide how much you are willing to spend.

Destination event planners or coordinators are highly specialized people who handle every detail of your event from the big stuff like contracting the venue and caterer, to the itty-bitty details like the proper fold of the napkin, to handling any unforeseen dilemma like a run in the speaker's stockings twenty minutes before she speaks.

An ideal event coordinator is the contractor, builder, painter, and gluer that takes all the pressure off of you, so you can do what you're supposed to be doing - wining, dining, hosting, schmoozing, greeting, mingling, and having a great time.

Planning your event entails a lot of phone calls, people management, and coordinating. Without a destination event planner, you will have to handle the details yourself. These details will include your budget, destination or venue, audio and video equipment and people to operate it, catering, party favors or corporate gifts, entertainment, transportation, and possibly theme materials, costumes, tours, and speakers.

Within each of those areas, there are even more details to consider and plan. Planning and contracting should begin several months before your event. For big event planning, you should start preparing six months to a year ahead of the event.

How much are you or your company willing to spend? The best way to plan your budget is to break it down to each phase of the event. If you want a special place like a museum, convention center, or historic house, you will need to plan for the rental costs. If you need food, whether it is a light luncheon or full dinner, you'll need a caterer or budget for special plates and foods. If you want entertainment or specialized speakers, you'll have to pay for their time. If you need party favors, you'll need to plan for what kind, how many, and what they will be distributed in. Corporate gifts will require extra time and thought. You'll want your gifts to bear your company logo and be somewhat representative of the event or your company.

Will you need transportation for you and your guests? You'll have to consider what kind of transport is appropriate and who will do the driving. Hiring limousines, tour buses, and cars will have to be budgeted in for their time and service.

If you're planning a themed or costumed event, you'll need to budget for relevant props, settings, and extra costume materials. If you want it to be a red carpet event, you'll need red carpet props and valet services, if the location doesn't have one. Plus, you'll likely want a photographer. Even if you hire your cousin to do the job, he or she will need to be compensated for their time and picture development.

There's a lot to consider, right? But, it doesn't have to break the bank. Depending on the event, you may be able to work out special deals for days and times, buying in bulk, and contracting services early.

Where you hold your event is probably the single most important detail of your event. The place is not just about tables and chairs, but characteristic atmosphere, adequate and comfortable seating, room for decorative props and audio and video equipment, space for entertainment, stages, or dancing.

As mentioned earlier, there are numerous possibilities for your venue choice. A museum, aquarium, planetarium, or gallery can provide an exhilarating and exclusive environment. Having hovering dinosaur skeletons, airplanes, trains, ships, live exotic fish swimming around you, stars glimmering overhead or beautiful paintings and sculptures to savor with your event can provide an experience that will be unforgettable.

Historic homes, buildings, and parks are some other venues that create their own sense of adventure and climate. Combining the surroundings with congruous props and costumed servers creates a unique celebration.

Even if you don't have something like that, you can use props, colors, lighting, table and seating layouts, and other tools to create an atmosphere that is singular and uncommon.

Using an event planner has a particular advantage in finding choice locations because they usually have established working relationships with exceptional venues. They can often work out deals that aren't available to the rest of us.

If you plan on hosting a dinner or luncheon with your event, your choice of caterer is essential to the success and happiness of your guests. There's nothing worse than a poorly planned meal or food that just doesn't taste good.

Some of your guests may require special meals or diets, such as diabetics, kosher eaters, or vegetarians. Make sure your caterer can plan for and accommodate these guests. You'll also want to think about beverages. Even if you don't drink, you'll likely have guests who will at least like to have some wine with their meal. Unless you're having a gathering that does not adhere to alcohol, you'll want to give your guests an option. Caterers are specialists in event planning. They already have a system. They can provide the table settings, floral arrangements, servers, and of course the appropriate foods.

Some caterers even provide complete event planning services and can assist you in choosing a location, entertainment, and other services. They, too, have established relationships with certain venues.

But, not all caterers have this service. Again, an event planner has the capacity to coordinate every aspect of your event, including the catering. They can evaluate meal choices, prepare for special diets, and coordinate all the little details so every element of your event is congruent with each other.

What kind of entertainment do you need? Something live, a DJ, master of ceremonies, herald trumpets, dance bands, magic acts, high-end entertainers, several groups? Many entertainers are booked months to years in advance, so you'll need to plan ahead for the entertainment you want.

Special speakers can also be booked far into the future. If you want speakers for your convention or corporate seminar, you'll need to figure out who will be able to do the job and what subjects you want to address. If your company is issuing speakers, they will need to be prepped and scheduled.

Along with speakers and entertainment, you'll need to address supplying audio and video equipment. Most speakers and some entertainers do not have their own mixing boards, microphones, cables, speakers, projectors, display computers, or screens. You'll need to be sure who has what equipment and which materials you will need to provide.

Is there going to be a theme to the event? It could be something elaborate like a costume party or historic/movie/era theme. Maybe you want something more relevant to your company, based on a new product, design, or opening.

For instance, that new orange-flavored t-shirt with blinking lights. You could arrange various shades of orange, orange balloons, table arrangements, fizzy bubble machines, and orange desserts.

Gifts with your company logo on or the name of the event is an ideal way to keep your name or your event easily on the forefront of the participants' minds. It creates a positive perception and is cost-effective way to market your products or services.

Party favors are another way to create a lasting impression. Everyone likes getting goodies. Finding unique and fun gifts that remind your guests of the event forever imprints that event in their memories. These gifts can also be designed to accompany your event.

Destination event planners can handle these details for your occasion, too. They know where to find unique gifts, who can manufacture relevant goodies, and how to have it all arranged and ready for your event.

Are your guests local or will they be arriving from other places. Will you need airport or train pickup? Do you need round the clock transport for some or all of your guests?

When people travel to destination events, they will need a way to get to the event. Providing transportation for them takes a load of pressure off their shoulders, especially if they travel to an unfamiliar place.

Limousines are a high-end way to provide transportation, but it's not always as expensive as you think. They often give daily rates that are cheaper than hourly rates. You can also hire cars or vans and drivers through many limo services.

If you have out-of-town or foreign guests, they may enjoy touring your city or destination. A tour of your company is or should be expected. A tour of your surroundings to enhance the purpose of your event or just to enhance their visit will make a huge impression.

Tour buses will accommodate private tours, and many limousine and van services also provide tours. If your destination is new to you, too, sharing a tour with your guests creates an added aspect of camaraderie to your relationships, whether they are new or old family members or corporate guests.

You can plan your event adequately if you plan for every detail that you will need for your event. Your budget, purpose, and guest happiness should be your primary concerns. The other details - location, catering, entertainment, and the rest will have to be planned carefully.

Hiring a destination event planner is your insurance that every detail is covered.. With their working relationships with different convention centers, museums, hotels, historic houses, caterers, entertainers, product manufacturers, florists, and access to many helping hands, your job becomes a piece of cake.

They have creative ideas, practical experience to enhance your event, and can offer suggestions to add those extra moments of sparkle and pizzazz to your event. They ensure that your occasion will run beautifully.

To your event success!