Tips on hosting an international event using a DMC
Organising an event somewhere else in the world brings planning problems and logistical barriers. A Destination Management Company (DMC) could be the solution – and brings extra benefits too.
Whether you need to bring together a group of professionals for a global business meeting, or if you are organising an exhibition or conference on a large scale – there is no doubt you need some in-country support. The Meetings, Incentives, Conferences and Exhibitions (MICE) industry is booming – and the global nature of business often necessities hosting MICE events in countries other than where the event organisers are located.
Trusted DMC – Mr Linh’s Adventures is a DMC that can also be considered an event company in Vietnam when it comes to the MICE industry. All the skills, connections and local expertise that go into organising B2B travel are the same for event management too – and we are regularly asked to take on event planning for corporate clients across Asia for this very reason.
Based on our experience in this field, here are our top tips for hosting an international event using a DMC.
Research trusted DMCs with event experience
The key to organising an event using a DMC is to find a trustworthy DMC with relevant experience. Firstly, have a look at the DMC’s credentials – can you find information about them online, including customer reviews? Also check the DMC has relevant company licenses and accreditation with trusted external bodies – as these organisations will do their own checks on the DMC. Finally, ask the DMC about their event experience and ask for references from other companies they have worked with.
Trusted DMC – Mr Linh’s Adventures has a business license and an operator license issued by the Vietnam National Administration of Tourism (VNAT). We are also members of trusted trade organisations such as the Pacific Asia Travel Association (PATA), and we regularly have a stand at global trade shows, including World Travel Market (WTM) London and ITB Berlin.
Clarity of briefing
When you cannot physically be in a destination to plan your event, it is important to put your focus into clearly briefing the DMC instead. Think of all the details as well as the main logistical requirements – everything from the venue capacity and delegate accommodation to the printing of promotional materials and hiring of audio visual equipment. To help with careful briefing, ensure the DMC you work with gives you a named contact who is the project lead on your event. Test how communicative the DMC is in your initial contact with them to ensure you get responses within a reasonable timeframe. Doing part of the briefing via Skype or WhatsApp video can help satisfy you that the DMC understands your needs. Also make additional requests, such as asking them to film when they do site inspections of event venues. Good DMCs will be happy to do this, and ‘extras’ like this will make you feel confident about the process.
Trusted DMC – Mr Linh’s Adventures works regularly with corporate event clients, giving us a firm foundation on typical and more unique requirements in event planning. You’ll get a named contact person when you work with us and our customers regularly praise our fast response times. We also use a range of video conferencing tools – including Skype and WhatsApp – so you can meet us face-to-face when you want!
Think sustainably
International MICE events can be sustainable too – and this is something to pay close attention to when choosing a DMC to work with. Evidence shows that delegates will increasingly decide not to attend an event if it does not include sustainable measures. Equally, DMCs in other countries may not have the same eco-credentials that you are used to in event companies in your own country. Ask questions about how a DMC can meet the sustainability goals of your event to ensure better results all round.
A core value of Trusted DMC – Mr Linh’s Adventures is sustainability and this has been the case since we started doing business in 2008. As well as being mindful of the environmental impact of our work, we also ensure we have a positive impact on the local people in the areas we operate in too. In addition, all our employees are local – and they have been working with us for years to develop their skills and training with our support.
Event company in Vietnam
When you plan your event in Vietnam or other countries in Indochina, you should view us as your event company in Vietnam. Our expertise as a DMC in countries across Asia makes us the perfect fit for your project.
