The phrase “site inspection” may sound industrial, but the term is a bit misleading for these fun-filled mini-trips. If you are new to the industry, you may picture hard hats and construction boots – a far cry from the expertly arranged meals, networking and hotel hopping you are likely to experience.
Site inspections are often the decision-making factor when a meeting planner has a number of cities under consideration for a particular meeting. In brochures and on the Internet many cities look the same, with images of sleek hotels, picturesque sidewalk cafes and glamorous meeting facilities. It can be overwhelming to make a selection based on a proposal packet alone! What better way to decide where to hold a meeting than to see the destinations first-hand?
The Columbia Metropolitan CVB has put together a list of five tips to help you plan your site inspection and get the most out the upcoming visits to your prospective destinations.
JUST THE BASICS
The best place to start when scheduling a site inspection is with a destination’s Convention & Visitors Bureau. The CVB will have access to the most current information on new updates in the community and can typically whip up a schedule that will maximize your time and leave you with some very viable options for your meeting. Remember, your input and RFP will be necessary in pulling together the scheduled facilities – don’t make the CVB take a shot in the dark at your interests. If you love holding receptions in museums, let the CVB know – they will make sure to include some on your tour. Your group’s history will also be helpful to the CVB as they work on your schedule. CVB’s typically provide a host for the duration of the visit, acting as an ambassador throughout your visit. The host will introduce you to the other members of the hospitality community that may be helping with your event should you select that destination.
TIMING IS EVERYTHING
Different groups have different needs in terms of the timing of a site inspection. Some groups prefer to begin the selection process with a site visit – often visiting five to ten communities that have the capability of handling their various meetings over the course of the next four of five years, then plugging the meetings in where they best fit. Other planners choose to wait until the proposals have been narrowed down to the top two or three for a specific conference or event and schedule site visits of those cities only. The choice is yours – there is no right or wrong time to schedule your site inspection, just make sure to let the CVB know where you are in the decision-making process. How long will you be gone? Depending on the city, a site visit can last one to three days. A site inspection in Columbia typically lasts a day and a half.
RELEVANCE IS KEY
Do your homework by visiting the city’s website and talking with CVB representatives before scheduling a site inspection. Don’t just accept every offer out there, thinking you would be rude to turn down such a gracious invitation. There is nothing worse than time wasted (yours or that of your host!) when a city is not the right fit and you are stuck somewhere for two or three days of tours knowing that city will not be in the running. Most CVB’s are working with a limited budget and will appreciate your honesty if a site inspection is just not in the cards for you for that particular destination.
GREAT EXPECTATIONS
Knowing what to expect etiquette-wise on a site visit will put you at ease. A CVB rep may invite you on a site inspection, but that invitation does not automatically extend itself to your entire board or committee. Make sure to inform your CVB representative of any additional board members or decision-makers that may benefit from joining you at any point in the site inspection. Typically, the CVB will be up front in what they can pay for, and most are willing to cover most all of your travel and accommodations expenses – within reason, of course. If they are not forthcoming – ask! The two of you will need to talk about the hotel arrangements, airfare (if applicable) and meal cost and what the CVB can cover. The CVB often has to make reservations for meals and transportation, and there is nothing more awkward than arriving at dinner with your party of six at a beautifully set table for three!
ATTENTION TO DETAIL
Ask the CVB rep about attire for the site visit. If you are visiting a zoo, for example, you may want to pack a casual outfit. But also inquire about the degree of dressiness for meals – is the restaurant coat and tie or business casual? Regardless of the destination, you will probably be walking more than you would on a normal work day at your desk, so comfortable and versatile shoes (such as loafers or flats) are a must! Also, take the region into consideration. As with any trip, check the weather forecast before you pack! Finally, the CVB and local hospitality community typically will provide you with some souvenirs or mementos of your trip. If you would prefer that they ship those items home for you, don’t hesitate to ask.
For more information or to arrange a site inspection for your next conference or convention in Columbia, please contact the CVB Sales Department at sales@columbiacvb.com.
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