Event Essentials: Location Scouting

At RGI we believe that every great event starts with selecting the right location to create the desired atmosphere. Our client base spans the globe, and oftentimes our events do too! To set your program up for success from the start, focus on three key factors: accessibility for event attendees, location alignment, and your event’s budget. Oftentimes, setting the stage for a top-tier event doesn’t start with finding the right venue, but selecting the right city/location is the true first step for an excellent program.

Accessibility:

Thinking about your event logistically, there are a few questions you should ask yourself when selecting the event location: Where are attendees coming from? How close are they to a major airport? Is there a major airport at the destination with a diversity of non-stop flights? What’s the distance from the airport to the venue? It’s not uncommon that your event attendees will need to travel a long way to get to the event that you are planning. It’s incredibly important to consider every variable to ease the travel plans of your attendees who may be scattered across the country or even the globe.

Alignment:

Setting the tone of your program starts with the moment you set foot into the city that is hosting your event. To have a robust set of on and off-site plans, you’ll want to consider what you are planning for and if the city and venue match the types of activities you’d like to set for your attendees. If you’re planning an incentive trip that rewards our attendees you’ll want to ensure that your location can provide the right experiences, whereas selecting a location for a conference or meeting will need to factor in if there are a sufficient set of social activities and enough opportunities for off-sites to build out a full program. Things like seasonality and weather also factor in with picking the right location; little things, like not sending people to the Caribbean during hurricane season, should be factored into your location selection.

Budget:

Every event hinges on its budget, but there are a lot of things you can consider to stretch your funds further when it comes to location. Employing strategic planning is one of your best options for getting a different bang for your buck around the world! Consider when you’re selecting a destination whether or not it’s that location's high season or low season for tourist travel; traveling during peak season may incur higher costs and fees. 

At the end of the day, working with a team of professionals is one of the best resources you can leverage for a seamless experience with event selection. Team RGI’s dedication to research & insights, fostering connections, and expertise in planning sets us up as the premier choice for every step in program planning.