Detroit Convention Bureau

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Questions and Answers

What are some ways to search for events taking place in an interesting location for the PCO Company?

Searching in ICCA calendar or other international reports, reading the press and many other media, speaking and meeting potential clients

What is the first step a PCO takes when identifying a company or association that organizes a congress/conference?

Investigating who is the person to contact

What is essential in a PCO presentation to potential clients?

Well documented proof of knowledge, attractive composition, company profile explanation, staff experience, and example of events organized

Why is it important for a PCO to give examples of events organized in their presentation?

To demonstrate experience and build credibility with potential clients Signup and view all the answers

What kind of information should a PCO present about candidate destinations?

Facts about accommodation, venues, and tourism services Signup and view all the answers

What is the importance of punctuality in a PCO's profile?

It shows respect for the client's time and attention to detail Signup and view all the answers

What should a PCO prioritize during an appointment with a potential client?

Listening to what the client needs and desires Signup and view all the answers

Why should a PCO make a client feel comfortable during an appointment?

To establish trust and build a rapport with the client Signup and view all the answers

What is the benefit of outsourcing to a PCO from a company or association's point of view?

To supplement the services provided by the host destination's convention bureau and their own administrative team Signup and view all the answers

When would a company or association consider hiring a PCO?

When they need to manage all, or part, of their event Signup and view all the answers

What is the primary function of a DMC (Destination Management Company) in the context of events and conferences?

To manage and organize logistics, accommodations, and activities for events and conferences at a specific destination. Signup and view all the answers

What is the difference between a DMC and a PCO (Professional Congress Organizer)?

A DMC focuses on destination-specific services, while a PCO specializes in organizing and managing congresses and conferences. Signup and view all the answers

What are some examples of services provided by a DMC?

Meeting venues, ground handling, airlines, hotels, catering, security, and audiovisual services. Signup and view all the answers

What is the purpose of a DMC finder?

To connect clients with destination management companies that can provide local expertise and services. Signup and view all the answers

What are some characteristics of international DMCs?

They have a global presence, operate in multiple countries, and offer a range of services to support international events. Signup and view all the answers

What should a student consider when selecting a destination for a class activity about DMCs?

The importance of the destination, the DMC's reputation, and the availability of information about the DMC's history, mission, vision, and values. Signup and view all the answers

What is the significance of a DMC's history, mission, vision, and values in the context of event planning?

They provide insight into the DMC's goals, values, and approach to event management, which can impact the success of an event. Signup and view all the answers

What are some examples of important events that a DMC might organize or support?

Congress, conferences, exhibitions, shipping and cruise events, and corporate events. Signup and view all the answers

Why is it important for a DMC to have a strong network of local suppliers and partners?

To ensure access to a range of services and resources, and to provide high-quality event management services to clients. Signup and view all the answers

What is the role of a PCO in the event planning process, and how does it differ from a DMC?

A PCO specializes in organizing and managing congresses and conferences, while a DMC focuses on destination-specific services and logistics. Signup and view all the answers

Study Notes

CVB (Convention and Visitors Bureau)

A non-profit organization that promotes a destination and helps convert enquiries into confirmed business
Mission: to engage visitors, generate overnight stays, and develop the local tourism product
Objectives:
- To service conventions and other related group business
- To enhance and develop the economy of the community
- To represent a specific city, region, or country
Functions:
- To assist during the event
- To coordinate with event organizers
- To develop local tourism resources
- To enhance the event program
Types: Local (city or region) or National (by a national tourism organization)
Funding: Public sector contributions and private membership fees from venues, accommodation providers, PCOs, DMCs, transport operators, AV companies, and other suppliers
Services for members:
- Participation in trade fairs
- Channeling of customer services
- Delivering annual MICE statistics
- Training
Services for buyers:
- Pre-events tasks (website information, venue location and selection advice, bid documents, etc.)
- During the event (support on attention to authorities, qualified staff, welcome desks, PR and Press support, etc.)
- After the event (post-event evaluation, follow-up research, feedback from organizer, etc.)

DMC (Destination Management Company)

Focused on providing unique local experiences and expertise
Concept: Expert destination knowledge, creativity, and key contacts anywhere
Services:
- DMC are focused on local experiences (local culture, local destinations, local tourism)
- Organize events in special venues with licenses
- Contacts with local artists
- Create event concepts and present ideas
- Organize all ground handling services, accommodation, gala dinner, cocktails, shuttle, catering, and leisure time
- Preferential rates based on buying power with suppliers

PCO (Professional Congress Organizer)

Organize specific events or series of events for associations and companies
Support the event application – the bidding process
Services:
- Venue selection and booking
- Event marketing (design of conference programmes and promotional materials, PR, and media coordination)
- Programme planning, including speaker selection and briefing
- Organisation of exhibitions
- Advising and coordinating AV services
- Arranging security cover and health and safety issues
- Preparation of budgets and estimated costs
- Event administration (handling delegate registrations, recruitment, and co-ordinating delegates)
Suppliers:
- Meeting venues, hotels, airlines, ground handling, train companies, shipping and cruise companies
- Stand builders, hostess and staff, decoration, security, catering, and audiovisual services
Role:
- Proactive search for events in interesting locations
- Investigate and contact potential clients
- Present a well-documented proposal with company profile explanation, staff experience, and examples of events organized
Profile tips:
- Be punctual, friendly, and network-oriented
- Listen to client needs and desires
- Always make the client feel comfortable
Why outsource to a PCO?:
- To supplement services provided by the host destination's convention bureau and administrative team
- To manage all or part of the event

Unique Local Knowledge

DMCs (Destination Management Companies) can organize everything, including venue outsourcing, transportation, F&B, entertainment, and accommodation, thanks to their expert destination knowledge.
They have industry expertise, creativity, and key contacts anywhere.
DMCs are focused on providing local experiences, including local culture, destinations, and tourism.

DMC Services

DMCs deal with city councils or administrations to get licenses to organize events in special venues.
They present ideas in terms of quality and surprise.
They design project frameworks, meeting with meeting planners or conference organizers.
DMCs contact local artists, create event concepts, and present ideas with licenses.
They organize all ground handling services, including accommodation, gala dinners, cocktails, shuttle services, catering, and leisure time.
They offer preferential rates based on their buying power with suppliers, resulting in cost and budget savings.

IACVB Evolution

IACVB stands for International Association of Convention & Visitor Bureaus.
DMAI stands for Destination Marketing Association International.
DI stands for Destinations International, which aims to make its members and destinations successful by driving economic impact, job creation, community sustainability, and quality of life through travel.

DMC Definition

A DMC is a local service company that provides consulting services, creative events, and exemplary management of logistics and suppliers with in-depth knowledge of the destination and MICE markets.
DMCs are specialists in organizing incentives, conferences, and events (MICE) for incoming groups to a local destination.

DMC Suppliers

Meeting venues and spaces
Airlines
Ground handling companies
Train companies
Shipping and cruise companies
Booth builders and stand designers
Hostess and staff companies
Decoration companies
Security companies
Catering companies
Audiovisual companies

DMC International Companies

DMC Finder is a website that connects clients with DMCs.
Some international DMCs include AIM Group (Italy), Kuoni Group (Switzerland), Compass (Germany), and Access (U.S.A).

Professional Congress Organizer (PCO)

PCO is a company specialized in organizing congresses and conferences.

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Description

Learn about the mission and goals of the Detroit Convention Bureau, a non-profit organization promoting tourism and converting enquiries into business.