Helpful tips from our experts
Research Stage
Before you begin you may like to consider...
- What type of budget do you have in mind? (We can go as large or as little as you require)
- What sort of Australian experience are you looking for? for example: outback, city sites or tropical
- Who are the delegates that will be attending/participating?
- Where have the delegates previously been?
- Will delegates be bringing their spouse/partner?
- Do you require a spouse program separate to that of the delegates?
All Systems Go
Once you have made a decision to go ahead with the organisation of the program things like the location play a big role and you may need to keep in mind...
- Travel time considerations. Arrival time to destination will also impact what the delegates can do on Day 1 and final day of your program.
- Are delegates coming from many destinations in your home country? If so, you'll need to consider cost and extra time to fly them to a hub international airport.
- Is there a preferred airline that you'd like to use? Perhaps most of your delegates have Frequent Flyer points with one affiliation of airlines, ie. OneWorld and Star Alliance
- You may have a preferred program with a chain of Hotels too. You should reiterate this information to us so we may source a suitable hotel.
The accommodation for yourself and the delegates plays a major role in the whole tour, as it sets the atmosphere for everything, so when discovering a place one needs to bear in mind...
- The hotel's star rating
- How far the conference facilities or other venues are from the hotel?
- If internet access is required in each of the accommodation rooms?
- Are the delegates in single, twin share or double rooms?
- Are the delegates divided into separate groups, ie. Some delegates will be allocated Standard rooms others Deluxe/Executive Rooms based on a criteria indicated by you
Conferencing may or may not be a large component of your program. If delegates will be conferencing consider the following:
- How many delegates will be conferencing?
- Will they be conferencing altogether or broken up into groups?
- Will breakout rooms be required?
- Are there audio visual and other technical requirements?
- Food & Beverage requirements during the conferencing?
- What will the delegates/spouses that aren't conferencing do during the time that other delegates are conferencing? Consider touring, free time, workshops, teambuilding sessions or optional activities.
Once a location has been sourced, a great way for delegates to let their hair down and relax enjoying a Gala Dinner:
- Does this need to be on site at the hotel or can it be offsite?
- Keep in mind who you select for an MC to keep the evening flowing - do you want an internal persons or external?
- Entertainment considerations. Consider your group's demographics and demeanour. Eg. Band, DJ, roving entertainers, comedians, dance troupe etc
On the days where the delegates have the opportunity to explore the surrounds, things to remember include:
- Ensure you have tour options to suit all tastes and physical abilities
- Do you have enough time to have half day tours (4 hours) or full day tours (up to 8 hours)
 Directions has always delivered a well managed program, looking after all aspects of conferencing which included registration, negotiating rates and airfares, ground arrangements and accommodation.
Their attention to detail has surpassed our expectations on many occasions and they continue to create and plan great events that have impressed not only ourselves, but our suppliers as well. 
Major FMCG Company
read more... |
