by Katharine Jordan, Marketing Director, Trinity Event Solutions
The Watkins Research Group produces a report every 2-years about destinations in North America. This year, as well as in 2016, Vancouver topped the poll of the most likely city that organisers would recommend to a business associate or colleague for an important meeting. I’ve just visited Vancouver and can endorse the findings. The city has a quick transfer from the airport to the centre, the hotel stock is excellent and accommodation is close to the convention centre, which is on the waterfront with beautiful views and it offers good value for money.
The survey was completed by almost 1,000 event organisers and the destinations with the best hotels for large meetings are as follows:
Orlando
San Diego
Las Vegas
Chicago
Seattle
Vancouver
Indy
San Antonio
Houston
Toronto
This is based on:
• Proximity of hotels to the convention centre • Rational convention rates • Close coordination between the convention bureau and hotels • Making sure adequate room blocks are available • Attractively furnished meeting rooms
The top 10 easiest destinations to fly to:
Chicago
New York
Washington
Atlanta
Las Vegas
Orlando
Los Angeles
Dallas
San Francisco
Boston
Top 10 cities that feel “safest”:
Vancouver
Salt Lake
Montreal
Toronto
San Diego
Nashville
Minneapolis
San Antonio
Phoenix
Austin
5 tips to consider when you’re planning an event in North America:
Think about transfer time to the destination, as well as the flight time, compare this with the length of stay and make sure everything is in proportion. No-one will thank you for a flight, followed by a lengthy transfer, which results in limited time at the destination. Also look at whether the transfer is by coach, train, boat or taxi and think about what the possible problems are – then try to pre-empt them.
Check the nationalities of the attendees and what passport they travel on. Make sure that any visas or visa waivers are organised well in advance – you don’t want people dropping out because they are unable to enter the country.
Speak to the Conference Bureau – a good conference bureau will help with contacts at Convention Centres and hotels, give you suggestions for off-site dinners, recommend DMCs and can assist with site visits.
Check the rates, as pricing is structured differently in North America. The meeting space is allocated depending on the quantity of bedrooms and is included in the bedroom rate, but syndicate rooms will be chargeable. Usually breakfast, dinner, lunches and breaks are priced separately and there will be a minimum food and beverage spend.
Rates are usually quoted excluding tax and the rates may be different on different items eg bedrooms, meeting rooms, food and beverage etc. The local tax and state tax vary, depending on the destination and they will also add a gratuity charge which is taxable. There can be a tourist tax per night or for the whole stay. A rate that initially looks great can be less attractive once the taxes are added.
For more information about venue finding and planning an event in North America, contact [email protected]
