The following checklistwas
compiled with the assistance of Madelyn Marusa, DMCP, vice
president of industry relations, PRA Destination Management
(www.pra.com), and Wendy W. Scott, CAE,
executive director, DMC Network (www.dmcnet
work.com).
Determining Needs
Consider specific destination management company services such
as site selection, airport transportation, special events, team
building, themes, décor, entertainment and/or customized
excursions.Draw up a group demographic profile; include details about
previous programs such as venues used, size, average age of
attendees and average expenditure.Draft an agenda for the timing and duration of activities.What staffing requirements will be needed?What is the program budget?What is the time frame for the program?Finding Vendors
Once the destination has been selected, research DMCs on the
Internet (convention and visitor bureau websites often list them),
or seek referrals directly from hotels or bureaus.Refer to member directories of industry associations, such as
the Dayton, Ohio-based Association of Destination Management
Executives (www.adme.org), for DMC listings.Evaluate the DMC’s longevity and reputation.Does the company have an established full-time office with an
owner on site?Do DMC services make up at least 75 percent of the supplier’s
business?Do local hotels and suppliers recommend the DMC?Investigate the DMC’s resources, risk management and liability
policies, and insurance coverage. The DMC Network recommends
looking for a DMC with no less than $1 million in liability
insurance.Does the DMC’s representative exhibit professionalism and
expertise in terms of the destination and program elements?How many staff members are required to have industry
certifications such as DMCP?What are the DMC’s policies on pricing and billing?Is the DMC a preferred supplier for any large meeting or
incentive firm?Evaluating Proposals
Are the DMC staff fairly easy to reach? Do they respond
quickly?Has the DMC offered a detailed program that makes use of your
budget in a creative way?Do program outlines and suggestions target the needs and
interests of your group?From planning to execution, can the DMC handle last-minute
changes and keep the program running smoothly?If working with a high-profile function or group, ensure that
confidentiality will be a high priority. Ask if the DMC has
experience handling events that require top-level security.Verify that the DMC has no conflict of interest with any of its
other clients.Finalizing the Contract
Review the contract in detail. If possible, submit the draft to
a legal expert.Discuss any unclear items with the DMC. Negotiate any
problematic items.Pay particular attention to cancellation clauses. Is the
deposit refundable?Include an outline of the program summary, complete with
desired services, timelines and pricing.Clarify the method and deadline of payment.After the Event
Review the event with the DMC to identify positive results and
room for improvement. This will be helpful in future
collaborations.