Planning an event in an out of town locale adds an element of adventure and uniqueness that can’t be matched! I recall the excitement when tasked with our first event in the United States. Yet although there is much excitement with a new landscape, orchestrating a destination event also comes with its own set of challenges. Whether it’s a corporate retreat, a destination wedding, or an international conference, the key to success lies in meticulous planning and attention to detail.   

Here are essential tips to ensure your destination event is nothing short of spectacular.  

1. Visit the Location  If possible, we strongly recommend beginning with visiting the proposed location before the event. This allows you to scout venues, meet with local vendors, and get a feel for the area. A firsthand look will enable you to make informed decisions and visualize the event. If you can’t visit in person, consider a virtual tour or hire a local event planner or coordinator who knows the ins and outs of the destination. Trust me it is worth every penny to have on the ground expertise!  

2. Start Planning Early  Time is your ally when planning a destination event. Start at least a year in advance to ensure you have your pick of venues and vendors. Early planning also gives your guests ample time to clear their schedules and make travel arrangements. This is especially important for events in popular destinations where demand can be high.  

3. Choose the Right Vendors  Hiring local vendors can be beneficial as they’re familiar with the area and often have local connections that can save you time and money. However, vetting them from afar can be challenging. Look for vendors with good reviews and ask for references. Again, consider hiring a local event planner or coordinator who can recommend reliable vendors and handle on the ground logistics. He or she is bound to become your best friend in the planning process! 

4. Consider Your Guests  Traveling to a destination event is a significant commitment for your guests. Provide them with all the information they need, including travel tips, accommodation options, and a detailed itinerary. Consider setting up a group rate for accommodations and arranging transportation to and from the event venue. Your guests’ comfort and convenience should be a top priority.  

5. Plan for the Unexpected  When you’re dealing with the complexities of a destination event, flexibility is key. Have a backup plan for weather-related issues or other unforeseen circumstances. Additionally, ensure you have comprehensive insurance that covers cancellations or other potential issues that could arise.  

6. Embrace the Destination  The location you choose should play a central role in your event. Incorporate local cuisine, traditions, and entertainment to give your guests an authentic experience. Embracing the destination adds a memorable touch that sets your event apart.  

Planning a destination event requires extra effort, but the rewards are well worth it. With these tips, you can navigate the challenges and create an unforgettable experience for you and your guests. Remember, the key to a successful destination event lies in early planning, flexibility, and a deep appreciation for the unique charm of your chosen locale.  

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About the Author  

Liz Blankendal, Founder and Creative Director at EETTAFEL, is a visionary in the art of event planning and design. With a deep love for immersive experiences and inspiration drawn from nature’s beauty, Liz transforms ordinary moments into extraordinary memories.