The DMC Overview

Destination Management Company Overview

Who is a DMC Client?

Corporate Direct Financial Insurance Tech, Consumer Products Pharmaceutical Manufacturing, Automotive and more

Third Party Planners Maritz, Meetings & Incentives, ConferenceDirect

Hotels & Suppliers Refer business to DMCS for support on programs

Associations Special Interest Groups

The DMC

History of Destination Management What is a DMC – Definition & Role Association of Destination Management

Executives Mission DMCP

Evaluating/Partnering with a DMC Checklist Identify DMC candidates for partnership Interaction with a DMC Value of a DMC

Program Planning

Program Goals & Objectives Goals Objectives Return on Investment(ROI)

Site Inspection

Site Inspections Planning and Scheduling Charging for the Site Inspection? Preparing for the Site Inspection

Preparing Vendors After the Site Inspection

The Proposal

Proposal Development “Spade Work” Digging for Answers Proposal Statement The Proposal Request for Proposal - RFP

Agreement of Services

Finalizing Program Elements Letter of Intent – LOI Agreement of Services (Contract) Vendor Contracts Force Majeure

Schedule of Services

After the Contract is Signed Internal Turnover & Operations Vendor Contracting and follow up

Certificates of Insurance Schedule of Services (SOS) Communicating the DMC services to

Convention Service Managers (CSM) or Event managers

The Pre-Con

The Pre-con The DMC Pre-Con The Hotel Pre-Con

DMC Pricing

DMC Pricing Models Package Pricing Menu Pricing Cost Plus Pricing Fee Based Pricing Pros & Cons

Services

Transportation Tours/Activities Dine Arounds Child Care Programs Special Events

Airport Transportation

Ground Transportation/Airport Arrival Meet & Greet Services Vehicles Meet & Greet Staff

Types of Arrivals Mass Scattered Manifest Inclusions:

Passenger Name Airline City of Origin Flight # Arrival time

Airport Transportation (cont.)

Airport Transportation Major Considerations

The Size of the Vehicle Luggage Capacity Safety Comfort Convenience

Airport Departures Departure Resources Domestic vs International Departure Flights Shuttle vs Group (Mass) Departures Luggage Handling, Loading and Capacity Departure Notices Departure Staff

VIP Services

Types of Clients Standby Vehicles VIP Airport Arrivals and Departures

Required Information Arrival and Departure Information Customs and Immigration Location to meet VIP’s at Airport Parking for Incoming Flights Drop-Off Points for Departing VIP’s Route and Travel Times to and from Airport Signage to Identify Arriving Passengers Baggage and Gratuities

Private Charter Pick-ups

Tours

Selecting Appropriate Tours Demographics of the group Historical data Client needs and expectations Expected attendance Time allotted for tour Budget

Tours (cont.)

Tour Types Optional Canned or Custom Walking Industry/Technical Pre and Post Convention Step-on Guide

Tour Registration

Tour Registration Electronic Registration Form On-Site

Items needed at the desk Tickets

Information for printed tickets

Activities Offered by DMC’s

Key Elements Attendee Demographics Preparedness

Popular Activity Offerings Golf (individual tee times or group

tournaments) Fun Runs and Walks

Additional Activities

Camaraderie Activities Group tickets to sporting events Bowling, Kickball, Softball Coffee & Donut socials Departmental gatherings Volunteering efforts

Teambuilding & Corporate Social Responsibility(CSR)

Dine Arounds

Selecting Restaurants Dine Around Menus On-Site Representative

Child Care Programs

Client Responsibility Limiting Liability

Program History Risk Insurance Safety and Security

Staff-to-Child Ratios Recommended ratios (child: staff)

6 months- 1 year 2:1 13-35 months 3:1 3-12 years 5:1 13-18 years 8:1

Meeting Services

Hotel Contract Negotiations Meeting Arrangements AV & Production Exhibits & Tradeshows

Technology Hardware

Personal Computers Servers Printers & Scanners Additional Hardware

Software Systems Software Programming Software Applications Software

Basic Software Additional Software

Safety and Security

Special Events

Pre-Event Process Needs Assessment/Goals & Objectives Research Venues Site Inspection Selection of Dedicated Team (Caterers, Décor,

Rental Companies, AV, Entertainment, Staffing, etc.)

Budget Show Flow Floor Plans Security

Special Events (cont.)

On-Site Coordination Final Show Flow On-Site Communication Contingency Plans

Special Events (cont.)

Post Event Survey Vendor Bills Thank you notes Internal Evaluation

Special Events (cont.)

ESG (Event Specifications Guide) Size of Group Floor Plan Set up & Strike Availability & Accessibility to Venue Labor Unions Noise Limitations Rigging & Power Weather Contingency Plans

Special Events (cont.)

Vendor Contracts Must include all specific aspects of the scope

of services Date Time Performance/Description of Services Payment/Pricing Terms & Conditions Indemnification Clause Cancellation Clause Insurance Alcohol Related Issues

Additional Services

VIP Services VIP Identification

Staffing Registration/Hospitality/Security Transcription

Rental Services Event Equipment Rental Services Décor & Centerpiece Rentals

Contracted Services Telecommunications Signage

Additional Services (Cont.) Exhibitor Support Photography Entertainment Speakers Celebrity Appearances Gifts & Amenities

Risk Management

Definition of Risk Management DMC Due Diligence:

Adequate Insurance Vendor Partners Employee Training Guide

Definition of Insurance 7 Major Types to help shield DMC against loss

What are your risk options?

Risk Management

General Liability Insurance

Professional Liability(Errors & Omissions)

Cancellation Insurance Employment Practices

Liability Umbrella Policies

(Excess) Worker’s Compensation Automobile Insurance

Additionally Insured All Risk Coverage Certificate of Insurance Contingency Plans Dram Shop Laws Incident Report Liability Waiver Posi-Pour dispenser

Insurance Types/ Terms

Ethics/Standards

Business Ethics - definition Ethical Practices for DMCs ADME Principles of Professional and

Ethical Conduct Corporate Codes and Regulations that

Affect DMCs Sarbanes-Oxley The PhRMA Code

Want more information?

Contact Association of Destination Management Companies Internationalwww.ADMEI.orginfo@ADMEI.org

About ADMEI

Owners and CEOs of the most experienced and long-standing destination management companies in existence form the framework of the Association of Destination Management Executives (ADME). In 2011, in recognition of global DMC members, the name was changed to ADME International.

The Destination Management Company

Q&A