DIY or DMC with International Corporate Events Planning?

Instead of 'patchwork'...	...follow a professional approach...	...with full project accountability

Planners of international corporate events are being asked to tighten their belts and do more by themselves. Alongside them, new services are being offered on the Internet that suggest removing the role of DMCs altogether. Is this wise practice or false economy? Philip Gombert, Managing Director of French DMC Alcep Travel & Events, suggests that rather than going 'DIY', using experienced DMC professionals will add unique and memorable value to your next corporate event in France.

Take an objective view of what is appropriate

Much depends on the nature of the specific event at hand. In many cases a company will not need the inputs of a third party and can organize large corporate meetings on its own – especially when this is done in the same country. Equipped with sufficient human resources, your own staff can undertake the planning and management functions that you would otherwise delegate to a local Destination Management Company (DMC). However when you're planning an international event, can this be done effectively on a DIY-basis? What will you gain and what do you risk?

The benefit of local knowledge

Running a corporate event abroad involves many factors in addition to the administrative costs of the main event itself. There are all the arrangements surrounding group arrival and departure, transfers between different points, hospitality, management of the main event and especially all the entertainment issues. The input of local knowledge provided by a French DMC agency can make a great difference to overall success. So should its services be considered a luxury or a necessity? Let's evaluate by looking at the points presented by the Do-It-Yourselfers.

What's behind the claims?

"Cut out the superfluous costs"they say. Would an Executive PA in Texas, charged with organizing the company's next General Meeting in Cannes have the range of contacts to ensure the best selection? Would she be able to negotiate special rates with local suppliers? It's not very likely.

"Take care of all the meeting planning work in-house" they continue. Let's not forget that planning a large and important meeting is a time-consuming process requiring a major commitment by the planner. How will this integrate with her other activities? Will she be able to give the project the attention to detail that it demands? That's exactly what a French DMC is paid to do.

"Use today's smart Internet-based technology to take the effort, worries and doubt out of running an international event" they conclude.There's no guarantee that planning an international event in-house will safeguard you from the unexpected. Perhaps the contrary! You may well lack the 'special tools' required to react quickly and well to every eventuality. What if the entertainer you booked falls sick? Or weather forces a change in plans?  Nobody wants to find themselves in a rowing boat without oars.

Using your DMC agency to the full

The success and impact of an impressive overseas corporate event is remembered long after financial advantages are forgotten. So it's very important to appreciate what value you'll gain by working closely with a French DMC like Alcep rather than organizing everything yourself.

Coordination – Running a Press Conference back-to-back with an Annual Board Meeting demands a close working relationship between the company's events organizer and the DMC's project manager. See how Alcep achieved this for a leading supplier of food and beverage services.

Theme-driven – Often an important overseas event is tied to a special corporate theme. Involving a professional DMC team is a great way to expand the scope of innovative thinking. See how French DMC Alcep found creative ways to build on the 'Heart Beat 50.7' slogan for a Dutch Medical Nutrition company.  

Time-frame – How much can be squeezed into a overseas weekend for over 300 guests arriving on 10 different flights? A major insurance company used French DMC Alcep to celebrate their Silver Jubilee and the changeover of General Managers.

Surprises – The request to "Surprise Us" allows the local DMC to use its innovative talents to add interesting elements to the program: such as taking visitors on a Paris tour in buggies or showing Chinese travel agents who 'know' Paris many new aspects of the city. 

Resources – To organize visits to local wine producers and set up the best route for an intensive 3-day trip required a rich knowledge of the French wine trade. See how French DMC Alcep prepared this event for a leading Italian wine producer.

Impact – The Gala Evening is the high point of most corporate events and needs to be organized with great care and forethought. Here's the classic example where a DMC's talents and expertise are exploited to the full – as can be seen in the way that French DMC Alcep organized the Annual Convention organized for over 1000 cardiologists.

Many corporate events don't need special country-specific knowledge. But for the landmark occasions in a company's calendar where professionalism and 'panache' are the keywords, it's just common sense to use the expertise and innovation of a well-established DMC.

French DMC specialist Alcep Travel & Events handles large corporate events all over France and in Monaco.