Whether it’s a wedding, fundraiser, or conference, planning an event in another city can present some challenges. But with a little foresight and a lot of preparation, you can throw an organized, seamless event that your guests will love!
Obviously, event planners have to start somewhere. Do some preliminary research with an online resource such as the Cvent Destination Guide.
During your research, you’ll obviously want to look at locations to host the event, but this is also the time to think through the whole timeline. You may need additional locations for any pre- or post-meetings that need to take place. If the main venue can’t accommodate these needs, you’ll also have to research additional off-site locations. It’s also a good idea to look at the various entertainment options in the area for your guests to visit during their off-time. While you’re at it, you can put together an activities list for guests’ families, in the event that they tag along.
Once you have some potential spots in mind, contact the sales manager or event planner at the various conference centers or hotels you’re looking at. Because they typically have worked in the area for a while and are in the industry, these on-site contacts know some tricks of the trade that might be helpful for your group. For example, they may be able to assist you with finding a restaurant for an off-site dinner that you are hosting. If you’re lucky, you may just be able to score a discount as well!
For both novice and experienced event planners, putting together a conference in unfamiliar territory can be daunting. Arming yourself with information and an insider’s knowledge will do worlds for putting you at ease.