Most people think of a wedding in the Caribbean when they hear the phrase, “destination event.” However, lots of other events are even better when held in a sunny – or snowy, depending on your preference – locale. Retirement parties, corporate retreats, bachelorette weekends, and other events may need to be planned in a city other than your own.
Wherever you decide to hold a destination event, simply choosing a non-local venue adds another layer of planning and to-do’s that you would not have faced at home. However, there’s no need to add more stress to the process. Here are 5 tips for planning a successful event no matter the destination:
1. Gather a committee.
In other words, don’t go it alone. No matter if you’re planning a large corporate retreat or a small reunion of your closest college friends, enlist some help with logistics. Assign one person to find the best hotel, another to book flights, and yet another to plan meals. Depending on the type of event, you may need help with other tasks like marketing and program planning, too.
2. Set a realistic budget.
Your budget should be two-fold and, of course, outline expenses for the overall event. However, a destination event means extra costs like travel expenses, so you’ll need to budget what it will cost people to attend, too. Approximations and wishful thinking are not enough; this step will take research. A good place to start is finding out what the venue will provide and for how much money, and then tallying what you will need to add to make your event what you want it to be.
3. Pick the perfect spot.
When it comes to destination events, location is everything. It will determine the travel, time, and budget required to pull off your event, as well as the mood (rustic, elegant, etc.) and activities available to you. If relevant, select a location that is meaningful to you in some way. For example, a couple may wish to plan their wedding at the beach because that is where he proposed. Or, a group of college friends may want to travel to Cancun because that is where they spent that epic Spring Break.
Or, activities may drive the decision of where to hold your event. Vegas is always a popular bachelor’s weekend destination, while a mountain retreat may be the perfect place to take executives for a small leadership event. Remember to keep the event’s goals in mind when selecting the perfect location.
4. Time it right.
There are a couple of factors to keep in mind when timing your event. Obviously, weather and seasons can play a huge part if your getaway involves activities like skiing or heading to places with busy tourist seasons. But you’ll also want to leave plenty of time for planning, and to be considerate of people’s schedules, when choosing a date. Avoid major holidays if you can, and consider things like workflow and “busy times” if you’re planning an event for colleagues. Even impromptu trips require enough notice for the planning process and to be sure plenty of your guests can attend.
5. Engage and keep track of attendees.
What’s a great event if you don’t have a good turnout? After you have made the guest list, you’ll want to send out the invites early and continue to manage your guest list throughout the entire planning process. Bulk greeting cards can be costly and time-consuming, so why not use something more convenient and fun than a plain old invitation?
Inviter offers video email so you can send out customized and organized invitations to your event. You can record or upload your video and then pick a theme and personalize your message to set the right vibe for your getaway while providing all the details attendees need. Inviter is convenient because you can send the message immediately or schedule to automatically send it later. You and your attendees will appreciate being able to manage the invite on-the-go with Inviter’s mobile-friendly experiences, too. To make the guest management process even smoother, Inviter lets you manage contacts and RSVP’s, as well as send reminders and look up views and shares.
Planning a destination event can be a bit of a juggling act, but these tips and Inviter’s smart and simple video email platform can help make it an event to remember!