How to Tackle Site Selection Challenges Like a Pro
Site selection is one of the most critical yet challenging aspects of event planning. It’s not just about finding a venue that meets the client’s needs; it’s about navigating the complexities of dates, logistics, and the unexpected twists that inevitably arise.
Recently, while sourcing a venue for a client’s conference, I was reminded of just how essential it is to have strong partners in the process. Let me share my top strategies for overcoming site selection hurdles—and why working closely with a Destination Marketing Organization (DMO) can be a game-changer.
1. Start With the Big Picture
Begin by understanding the client’s vision. Are there preferred dates, cities, or unique requirements like exhibitor traffic flow or all rooms being on the same floor? Aligning the vision with the logistics ensures you’re focused on what matters most.
For this event, the client wanted mid-June dates in a specific city. The challenge? This city hosts a massive annual event during that time, making venues scarce and prices sky-high.
Pro Tip: Research major city events during your preferred dates early in the planning process. DMOs can be invaluable here—they know the city’s schedule better than anyone and can flag potential conflicts before they become roadblocks.
2. Work Closely With Your DMO Partner
A strong partnership with a DMO can be the difference between a smooth planning process and an uphill battle. As the eyes and ears on the ground, DMOs have the insider knowledge you need.
For this project, my DMO contact was essential. They knew about a few lesser-known venues that could meet our needs and gave me insights into potential date changes for major events happening in the city. Their input helped narrow down options quickly and efficiently.
Pro Tip: Build a relationship with your DMO early in the process. They can provide valuable resources like venue recommendations, hotel block insights, and updates on city-wide activities that could impact your event.
3. Stay Flexible With Dates and Locations
Sometimes, the perfect venue isn’t available on your ideal dates—or even in your ideal city. Flexibility is key.
We shifted dates slightly to avoid the peak event but hit another snag when those new dates coincided with a provincial holiday. Adjusting again, we had to consider moving the event to an entirely new time frame—or even a different city.
Pro Tip: DMOs often have connections to venues or spaces you might not find on your own. Be open to their suggestions—they might lead you to a hidden gem that aligns perfectly with your vision.
4. Look Beyond the Surface
A venue might seem perfect at first glance—great location, capacity, and amenities—but always dive deeper. For instance, ensure exhibitor booths, breakout rooms, and networking spaces align with the flow of the event.
I once found a venue that ticked almost every box but later realized it couldn’t accommodate all exhibitors on the same floor as the conference space. Traffic and engagement would have suffered, so I had to move on.
Pro Tip: DMOs can help assess a venue’s full potential, providing logistical insights you might not catch during initial walkthroughs.
5. Adapt to the Unexpected
Planning is one part strategy and one part flexibility. Just when we thought we’d settled on a solution, a major international announcement shifted the original event dates, colliding with our new timeline. Back to square one!
Pro Tip: Lean on your DMO partner during unforeseen challenges. They can help you pivot quickly, offering alternative venues or dates that you might not have considered.
6. Prioritize Collaboration
Ultimately, site selection is a team effort. Regularly updating your client, discussing challenges openly, and brainstorming solutions together ensures alignment and trust.
For this project, collaborating with the client and the DMO created a solid foundation for navigating date shifts and venue challenges. The DMO’s support was instrumental in keeping the process on track.
Pro Tip: Treat your DMO as an extension of your team. Their success is tied to your event’s success, making them a valuable partner in achieving your goals.
Final Thoughts:
Site selection can feel like solving a complex puzzle, but with the right strategies, adaptability, and partnerships, it’s a challenge worth embracing. DMOs, in particular, play a vital role in navigating the intricacies of planning. Their local expertise and insider knowledge can be the key to unlocking the perfect venue.
If you’re navigating similar hurdles, remember: flexibility, communication, and strong partnerships are your greatest tools. And when in doubt, lean on your DMO—they’re there to help you succeed.
What challenges have you faced during site selection, and how did a DMO or local partner help? Share your thoughts in the comments below!
