(Part 2 of an ADME Article)
Chris Sullentrop of Maritz Travel regularly turns to Andy Gladstone at Show Me Arizona when bringing corporate groups to the Grand Canyon state. Maritz believes that events need to be memorable “Let me begin by quoting my CEO at the conclusion of our event,” Groth wrote. “PERFECT, SIMPLY PERFECT!!! I wouldn’t have changed a thing!” It’s a sentiment echoed by many who have elected to use a DMC. Foremost for many who choose a DMC is the creativity and “flair” a DMC brings to meetings, special events, teambuilding and similar situations. A DMC can seize upon a theme or corporate message and capitalize on its momentum and enthusiasm.
A DMC can also analyze and evaluate appropriate venues and activities suited to match the demographics and size of the group. Chris Sullentrop of Maritz Travel regularly turns to Andy Gladstone at Show Me Arizona when bringing corporate groups to the Grand Canyon state. Maritz believes that events need to be memorable “Let me begin by quoting my CEO at the conclusion of our event, ‘PERFECT, SIMPLY PERFECT!!! I wouldn’t have changed a thing!” to be effective, and Show Me Arizona complies with that belief. For Sullentrop’s most recent group, Show Me Arizona coordinated three days that combined elegance within the rugged feel of the desert Southwest. As attendees arrived, they were given top-quality Stetson hats and stylish Western belts to get into the mood of the old West. Show Me Arizona turned the Four Seasons Hotel foyer and ballroom into a Western town, complete with a swinging-door saloon.
One evening bistros were set up so four of the Southwest’s premier chiefs could prepare signature dishes and talk with diners. Another evening luxury “living room” motor coaches took the group into the desert for an “upscale hoe-down” complete with a quick-draw competition, cow roping and a singing balladeer atop a grand white horse. As night began to fall, the desert transformed into a brilliant expanse of glowing cacti and astounding beauty, thanks to two days’ previous work stringing thousands of lights in dramatic fashion. Live music then could be heard coming from a rustic barn, which Show Me Arizona had transformed into a fabulous five-star environment that included carpet, linens, dramatic lighting and outstanding food. This sort of unique event intrigues many DMC users. DMCs have first-hand knowledge of the finest local venues, caterers, décor, transportation and other event services, as well as access to the newest and most unique venues, restaurants and experiences. As you would imagine, “elegant rustic” desert dining, swimming with dolphins, and similar experiences make an event unforgettable.
For Brooke Sommers’ group with Sun Microsystems, the opportunity to go onto Invesco Field at Mile High Stadium, home of the Denver Broncos, was a thrill. “Our Five Decades of Music theme captivated our audience,” said Kay Towner with the Pennsylvania Convention Center, who worked with DMC Global Events Partners Philadelphia on a recent event. From the stylized shoe centerpieces to the complicated dance floor and two-story martini bar, the conversion of the venue was a hit. “The winning combination of trust, intelligence, capability, good humor, resourcefulness, creativity, attention to timeline and budget resulted in a magnificent event.” A DMC’s flexibility and willingness to help is what pleases a number of companies. “I had a great experience working with a DMC and will definitely work with them in the future, and their counterparts across the country,” said Melissa Hamer of Renaissance Learning. “Their professionalism, attention to detail, ability to anticipate my needs, and flexibility to accommodate last minute requests exceeded my expectations and made my job easier. It was a pleasure working with such a cheerful and energizing bunch!” Pilot Travel Centers’ Jennifer Hunnicutt expressed it this way: “[The DMC we use] takes all the stress out of our meetings. I can’t say enough about how flexible they are when it comes to those last minute changes and recommendations. I don’t sweat the small stuff anymore.”
When the International Trademark Association (INTA) held Association of Destination Management Executives required
• Select and manage staff to support the delivery of all services
• Plan and manage load-in and load-out of all program elements including rentals, floral, décor and entertainment needs
Not all companies planning their own events consider supplier management, but a DMC will.
DMCs:
- Conduct due diligence on all vendor options to insure appropriate business licensing, desirable insurance requirements, safety training, dress code and training procedures of personnel
- Negotiate costs and components of vendors services; manage the timing and delivery of all services
- Manage financial requirements of vendor to ensure delivery of products/ services including advanced deposits and final payment of invoices
- Audit all vendor invoices to its 125th annual meeting, the group used the services of The Meeting Manager in San Diego. “Talk about grace under pressure!” said INTA’s Tricia Simpson, Manager of Meetings & Conventions, of the DMC’s diligence and efficiency in handling an event for a group that swelled from an expected 3000 participants to 4500. “I especially appreciated the honesty and integrity [shown by The Meeting Manager that kept] us from making costly mistakes.” For some clients, it’s all about service quality. A DMC will anticipate the “what if’s” and “what might’s” to ensure comfort and safety of all guests.
A DMC will:
- Manage the service level of all suppliers utilized for program requirements; effectively communicate to all vendors the timing and delivery of contracted services; ensure vendors are knowledgeable and trained on the delivery of services ensure accuracy and completeness Simplicity is perhaps the key reason to choose a DMC. Clients have only one contact and one payment to make. The DMC tracks the details and will provide detailed accounting of all charges. Plus the DMC will provide accurate feedback to clients on program choices.
To learn more about adding a DMC to your cache of resource tools, log on to www.adme.org.