Site Selection: Factors to Consider

Choosing a destination and hotel for an incentive trip, company retreat, or national sales meeting is an important and often challenging decision. Many companies outsource just this task to a professional meeting planning company like ours.

Here's a list of just some of the factors that we consider, research, and weigh when choosing the perfect location for our clients' events:

 
 

DESTINATION FACTORS

  • Weather (typical temperatures, chance of rain, hurricane / rainy seasons)

  • High / low / shoulder season

  • Overall reputation, desirability, and promotability (is it a destination that will excite attendees)

  • Attractions and activities (golf, beach, arts, excursions, sports, nightlife, shopping, etc.)

  • Airlift (nonstop flights, travel time, frequency of flights) 

  • Location relative to attendee home cities 

  • Team demographics (age, adventurous, party crowd, style)

  • Types of accommodations available (affordable, luxury, etc.)

  • Group’s past destinations

  • Security and safety 

  • Overall cost 

  • Variety and number of hotel options within group guidelines 

HOTEL FACTORS 

  • Location (relative to town, shops, restaurants, attractions, landmarks, beach, etc. - walkable? transfer cost? shuttles?)

  • Proximity to airport 

  • Type of hotel (luxury, mid-range, budget, all-inclusive, etc.)

  • Style of hotel desired for trip goals (meetings, incentive, motivation, etc.)

  • Independent vs corporate chain

  • Hotel size (compared to your group size)

  • Planner’s past experience at the property

  • Function space (sufficient and quality space in ballroom / conference center, outdoor space, workroom, meeting rooms, existing technology in meeting spaces, cocktail reception locations, etc.)

  • Hotel quality and attendee perception (including hotel name recognition and brand perception)

  • Hotel vibe (corporate meetings, fun and sun, etc.)

  • Restaurants (number, variety, cost, quality)

  • Experiences for attendees (pool, beach, nightclub, shopping, bars and lounges, spa, etc.)

  • Guest room size and amenities

  • Suite and club level options for VIPs

  • Hospitality suite / desk location options

  • Cost of food and beverage for attendees (outside of group functions)

  • Attendee style and culture vs hotel style

  • Hotel age / how long since renovations

  • Variety of room types and availability (view, sizes, etc.)

CONTRACT FACTORS

  • Meeting room rental fees 

  • Cost and value (consider resort fees, negotiated discount from retail rates, etc.)

  • Hotel’s eagerness for the business / flexibility on terms / responsiveness

  • Anticipated concessions (comp. upgrades, attrition, etc.)

  • Food and beverage minimum expenditure 

  • Allowable attrition

  • Room guarantees (bedding, connecting rooms, view, etc.)

  • Deposit schedule 

If you or your company need assistance with site selection, or complete program management, please contact Kevin at kevin@kevinderntravel.com

Kevin Dern