Bob Novak is head of the Corporate & DMC Department of AIM Group International-Prague Office in the Czech Republic. He started his career in the early 2000s in the travel and events industry as specialist in incentive and event organization for international corporate groups in Prague. After having worked for several years at Destination Management Companies, he chose to gain a different experience, and went to work for seven years at Czech Airlines as senior flight attendant. He came back to do incentive and event organization with international clients, which is what he likes the most. Visit www.aimgroupinternational.com

Reserving accommodations, organizing transport, booking restaurants or finding event ideas are just a click away. Does that mean that DMCs are no longer needed? No, that is not the case. Increasingly, DMCs are responding to these changing market dynamics to deliver a service that is very much needed by the client. At AIM Group, our DMC teams have extensive and long-standing experience across 10 countries.

In this white paper we draw on this experience to explore the main reason for choosing a local DMC when organizing a corporate event, and the latest DMCs trends event professionals need to follow in 2019.

What are DMCs all About?

The DMC’s role is all about creating a destination experience tailored to each specific project.

By listening to what a client likes and wants to achieve, the DMC is then able to establish how to satisfy each attendee in a way that resonates with them long after the event and to deliver authentic activities, tours and excursions which best reflect the client’s needs. So a DMC not only offers a full range of services such as hotel accommodations, dinner organization, venue selection, entertainment, visa procedures, team-building activities, transportation, speaker selection, public relations and so on, but a rich and diverse portfolio of unique experiences.

The reasons for contracting a local DMC are numerous. Working with a DMC means that you can secure a higher return on investment (ROI) and better overall event quality.

Here some key reasons why clients can benefit from DMC services:

• Saving time. With a local DMC, detailed and complex information about the destination can be distilled and prioritized by the local experts, saving precious time for the client. And, as every company knows, time is money. All that searching, planning, comparing and negotiating can be left to the experts.
• Risk mitigation and management. Due to established relationships with local providers — transportation, hotels, caterers and locations, etc. — a DMC can also mitigate against potential problems, thus providing the best solutions. In the case of any sudden changes or unexpected issues, related to, for example, the size of the group, timing, flows, etc., the DMC team is at hand to solve problems and guarantee the smooth and successful realization of the event.
• A one-stop-shop. Clients have the advantage of liaising with a dedicated DMC project manager as opposed to a long list of various local suppliers. Not only does this save time but it also avoids misunderstandings as the project manager has the overall vision of the event and a full understanding of the client’s needs.
• A local physical office. The DMC team manages all the logistical aspects during the event, and it is at the client’s disposal in case of special needs or emergencies. Using a DMC gives the client peace of mind to focus on their own guests, stakeholders and strategic objectives without the distractions of logistics, pick up times, etc.
• Extensive local knowledge. DMCs tailor incentives, events and activities on a daily basis so they are experts in what can be achieved at the destination and how the program should be built in an effective way. DMCs are always honest with clients and inform them if some of their ideas are unfeasible and can offer alternative solutions. Moreover with eyes and ears on the ground, you do not have to rely on “virtual” references, which might not reflect the reality.
• Economic savings. With years of experience and trusted relationships with our local providers, DMCs have acquired substantial buying power and can negotiate better rates or service upgrades. Developing strong relationships with suppliers is as important as a good client relationship!
• Simplified finances. Having one partner to liaise with all suppliers cuts out administrative activities and simplifies accounting and value added tax (VAT) recovery.
• Unique experiences. Only a local DMC has the kind of knowledge that can help find the perfect fit for each client. A DMC has a deep understanding of the variety of unique experiences that reflect the culture and tradition of a given town, city or country. A DMC not only offers a full range of services, but a rich and diverse portfolio of unique experiences.
• Which are the Top 2019 Trends?
• Event organization is constantly evolving like the other industries influenced by new technologies, social change, new market offerings such as innovative hotels and cutting-edge venues, and so on.
• Tailored meaningful experiences. If the direct involvement of participants was the mantra of recent years, with guests transformed into protagonists, now the trend is to find activities with a meaning; with a direct link to the clients’ speciality, industry, event objective or local community. So avoid a cut-and-paste approach. We need to design creative experiences that reflect the specific client and event.
• New places. Many clients visit major destination cities more than once, so second-tier, emerging destinations or original locations are appreciated to add that bit of spice and variety to DMC programs. It is wise to avoid the predictable choices and instead consider the lesser-known places where you may even benefit from grants and promotional rates offered by lesser-known cities.
• More corporate social responsibility (CSR). There is more emphasis on integrating CSR programs into events. Giving back to local communities, for instance, through team-buildings activities such as building homes for the homeless, restoring social centers, sowing plants and trees, decorating playgrounds, etc. is something that can add a long-term legacy while motivating participants.
• Ethical food. Organic, healthy, vegetarian, local food is increasingly a la mode. You need to remember to include these choices on menus and tell the food story to guests. Do not forget to reduce food waste and recycle or donate surplus food.
• Social media. Even when traveling for work, attendees love to share with friends and colleagues their experiences. If the client’s policy is open to it, you must promote social engagement among participants. Provide good Wi-Fi, a social media toolkit — with major hashtags and links — and promote social activities, before, during and after the event, such as photo contests, tweet walls and gamification.
• Short notice. With clients taking a more active role in planning their own events, it means that DMCs are often contacted at the last minute and need to manage projects in shorter time frames. Flexible teams and procedures could be the right answer.

Is it complex work? Yes, and we love it! C&IT