This content was created in partnership with Destination DC and SkiftX, Skift’s branded content studio.
With fewer staff and fewer resources than before, planners can still deliver the authentic local experience attendees crave by partnering with local destination marketing organizations (DMOs). DMOs are staffed by experts in the destination where the event is being held and can make connections to secure the prices and dates planners are seeking. Additionally, local knowledge can generate ideas for activations and events that can turn an ordinary meeting into an unforgettable experience.
Here, we look at how planners can improve their meetings by working with DMOs.
Rely on local expertise
Think of the DMO as your free one-stop shop for reviewing options and securing key elements of your meeting. While you can find information and make reservations on your own, it’s much easier to work with an organization that can provide the insight and context that a web search lacks. This internal information can then be translated to include events or unique venues that planners may not have considered yet.
Considering Washington, D.C. is an international destination, a DMO acts like a travel agent and can research dates, prices, and other important information so you can make the best choice based on your group experience and profit.
Destination DC’s convention sales and services team’s expertise includes unique venues, local attractions and city-specific logistics, helping planners create authentic experiences and confidently select vendors, venues and other services. For example, Washington, D.C., is home to many unique venues, including world-renowned museums, international embassies, and historic buildings and landmarks.
Groups looking to gather in the nation’s capital can contact a Destination DC representative to determine availability dates at popular venues. Likewise, a DMO can advise on which hotel will suit your group size, meeting type, event goals and budget, and have the connections to negotiate lower room rates.
“DMOs can anticipate issues raised by hotels and venues and address them prior to purchase, thereby eliminating repeated communications with multiple hotels and venues,” said Tara Miller, Director of Global Sales (International) at Destination DC.
Institutional knowledge also helps identify and ensure that local civic leaders, celebrities, academic minds, and business executives are natural candidates for speakers and keynotes. Utilizing local speakers not only provides a fresh voice to organize discussions about important topics, but also saves time and money in arranging travel and booking accommodation. It also limits the risk of speakers being delayed, negatively impacting the meeting.
Planning teams can also benefit from working with DMOs when gathering the information needed for marketing materials, such as “know before you go” emails and event microsites, which often include tours around town, tips on dressing for the weather, checklists Popular restaurants and opening night inspiration.
“There’s no reason planners should feel like they have to do it all,” said Melissa Riley, senior vice president of convention sales and services at Destination DC. “Organizations like Destination DC can quickly put together information to help ensure your attendees have the best experience possible.”
gain early knowledge
When planning a meeting, whether for a dozen CEOs or thousands of attendees, the saying “knowledge is power” applies. There are significant benefits to working with a local DMO early in the process, including the RFP step.
Destination DC representatives can search the future calendar for potential conflicts (citywide or other large events) that may limit hotel room and venue availability. The same search will reveal open dates that could yield better rates.
Taking it a step further, the DMO can schedule site visits to maximize planners’ time in the city and explore potential venues for receptions, celebrations, and of course, actual meetings.
“[Destination DC] The entire itinerary was planned for our first field trip. They considered all the venue types we would need for our event and ensured we saw a variety of locations, had a thorough tour of each location and had ample time to visit the spaces and discuss logistics with all venue contacts . “The knowledge about Washington, D.C. provided by Destination DC is irreplaceable.”
The Internal Auditors Conference attracts attendees from 120 countries, who are likely to know about Washington, D.C.’s famous monuments and museums, but not necessarily other famous attractions. For that meeting in July 2024, Destination DC directed Coleman to the Washington National Cathedral, which provided a “magical experience” for the evening, planners said.
Associations and other groups who book years in advance will also gain insight into ongoing projects and scheduled completion dates. With the right planning and timing, such groups can use a venue that few other events will have, creating an entirely new experience even for organizations that have previously met in Washington.
“Hotels are constantly changing with management, renovations and new construction,” Miller points out.
Discover authentic and unique experiences
To meet the expectations of attendees who want more than just a meeting, planners are increasingly required to treat their meetings as “bleisure” events, incorporating experiences that can only be found at the host destination. This often means leaving the city’s downtown to explore vibrant neighborhoods that showcase the culture built by generations of hometown residents.
International cities always have areas for high-end shoppers, music lovers, foodies, etc. In Washington, for example, planners can send a group to Georgetown to explore boutique retail, to Dupont Circle to explore the vibrant arts and cultural scene, or to U Street, where African American heritage is prominent.
Riley said DMOs like Destination DC are a helpful resource for connecting with local community and nonprofit leaders. They also provide maps, local guides, transportation, and suggestions for events outside of the convention center, such as block parties or other unique receptions. This extends to exploring routes for your morning run or yoga practice—such as using popular parks or finding views of iconic spots—or seeking out local landmarks for team-building activities.
To further localize the experience, DMOs can connect planners with local vendors for unique souvenirs, providing items that deepen the connection between attendees and the destination. For example, the 2024 NATO Summit in July included gift bags filled with merchandise from local minority-owned businesses. The combined offering totaled more than $250,000 in support of local businesses, with more than $215,000 of that provided to Destination DC member partners.
Crystal Green, senior director of meeting services for the American College of Rheumatology, praised Destination DC’s approach to promoting authenticity in meetings. “What Destination DC does really well is they stay consistent with their brand, so we don’t have to think too much about who we’re partnering with. [or] That’s what we’re doing,” Green said. “We can ideate together as a team and think about how our organization needs to move forward, what new ideas we have, and how we can best leverage the city.”
Plan responsibly
Many associations and international organizations have environmental goals written into their charters, requiring planners to be on the lookout for viable sustainability-driven moments. The local DMO has compiled a list of environmentally friendly venues that save energy and reduce waste and are available to all attendees. They can also work with planners to create walkable conference campuses and use bus, bike or subway systems to navigate around town to limit the event’s footprint.
Working with suppliers and suppliers through host countries reduces transportation costs and carbon emissions. It also allows organizations to build long-term relationships with local partners and leave a meaningful legacy.
“One of the key elements we look for when soliciting bids is a strong relationship with the DMO and the venue and supply chain at the destination,” said Caroline Mackenzie, executive director of ISHA (Hip Preservation Association). Science in Washington, D.C., October 2024 Meeting. Work with us to provide the best event delivery possible.
Riley says partnerships like this play to DMO’s strengths: “Destination DC is proud of us and the city’s commitment to making the world a better place. We’re excited to work with partners to create conferences that align with our values and Inform our visitors about Washington, D.C.’s sustainability mission.
Proven ROI
Another benefit of working with a DMO is the ability to better articulate the importance of the meetings and events industry and highlight its positive economic impact. Miller points out that the benefits are mutual. “Case studies and economic impact data are needed to advocate for local stakeholders to continue investing in and enhancing areas of business activity,” she said.
The more the local community believes in the importance of an event, the more likely local businesses will help create an unquestionably positive and unique experience for attendees.
Planners also have access to the DMO’s marketing materials and meeting toolkit to help promote the event and increase attendance. Once guests arrive in town, the DMO can provide staff assistance to reduce the organization’s travel costs and resources, which can then be invested in other parts of the event.
To learn how Destination DC can help you plan your next meeting in Washington, DC, visit Washington.org.
This content was created in partnership with Destination DC and SkiftX, Skift’s branded content studio.
