By Jason Gross
Clients have plenty of good reasons for holding their events in specific cities – great facilities, hotel room availability, world class dining, and weather, just to name a few.
But our clients also choose specific cities for a variety of other reasons. Here are some (but not all) of the reasons a client may choose a specific destination for their event:
1. Convention Center
A convention center’s availability and event space size is the main reason clients choose a specific destination. As we move past the COVID era, clients’ demand for space continues to increase and cities are booking business further and further out. For that reason, finding a city that has the right size convention center to fit the group and making sure it is available for all dates is a critical step in a client selecting a destination.
2. Accommodations
We are all about heads in beds, so why not put this number 1? Clients need to make sure the city that is hosting their meeting has enough hotel rooms available to accommodate their attendees/exhibitors. Destinations like Las Vegas have over 150,000 rooms at various price points and locations which provide clients the ability to have enough hotel rooms to fit their programs.
3. Increased Attendance
Our clients want to choose an attractive destination, so that they can generate a strong attendance. A client will think about which city will boost attendance and which city will decrease attendance when making their decision.
4. Airport Access
Airport Access in the city that is hosting an event is crucial for the success of many client meetings. Most of our international heavy events choose major cities or destinations to host their meetings. The lift to those cities is easier than holding meetings in cities without major international arrivals.
5. Convention Services & Staff
Our clients want the best and when choosing a destination, that also applies to staffing and service. Cities that have experienced staff at the hotel and convention center level, tend to get a boost above the rest. Clients want to go to a city and be confident that their staff and their attendees will be well taken care of.
6. Location, Location, Location
Location matters when finding that perfect city. Being in close proximity to the airport, near the ocean, easy walkability, nearby attractions, easy shuttle routes, etc. Location matters for our clients. Geographic location is also a factor. If an event is not in the same city each year, clients will often do a rotation system for convention sites based on regions (West, Central, East).
7. Weather
Of course, the weather matters, who wants to sit in a meeting in Las Vegas in July or Chicago in February? Clients have consistent event dates and generally stick to these dates, so weather factors into many destination selections.
8. Transportation
Clients want to know ease of transportation to and from a destination, as well as the accessibility within the city itself. Every attendee has a different way they want to get around the city or to/from a convention center, so having options helps certain cities stand out. Transportation includes shuttle routes and costs to clients; walkability to/from convention center and hotels; taxi, Lyft, Uber availability; subway/train systems; or any other transportation features a city may have to offer.
9. Dining
Whether it is world class restaurants, prepared to go boxes, convention center food, or custom-made menus, most major destinations have a wide range of dining options that fit every attendee’s needs.
10. Cost
Clients always weigh the costs of a convention city against a city’s appeal. For example, New York is expensive, but it is also consistently ranked as one of the most desired destinations when clients poll members about convention locations.
11. Purpose
A city can be chosen for the unique characteristics found within that city. For example, Natural Products Expo West chooses Anaheim as a destination due to the natural food sources and commitment to sustainability found in Southern California. Miami Boat Show is held in Miami because of its access to water ways and the large boating community.
12. Local Support
Some events need the support of a local community in order to hold their meeting. RNC chose Milwaukee due to local support from the state government, convention and visitors bureau, and access to volunteers to make the city a success for 2024.
