The Value of Relationships
The real value in hiring DMCs is their relationships with local vendors. No matter where they operate, DMCs have trusted relationships with vendors. Brewer knows and can call the owner of the company, the person unloading equipment, the delivery guy and everybody in between, which means planners know they “have someone who has their back all the way through the event,” he said.
“We’ve vetted all the vendors. We’ve vetted all the suppliers. We can vouch for the type of service they’re going to give you,” he said.
Those relationships also often mean better access or better deals. DMCs know the ins and outs of their cities, Ferrell said, and they know how to make things happen.
“You would be surprised, even working with professional meeting planners, how many things pop up,” he said. “You need flowers? Boom. We have that there in a couple hours. Your transportation fell through for your speaker? We can have them there in 30 minutes. We have access and relationships with our vendors to make things happen.”
DMCs also know and work with vendors who are licensed, bonded and insured. In DeLeon’s location on the California-Nevada state line, she knows which tour companies can operate in both states versus those which are licensed in only one.
Using a DMC can be particularly helpful for small meetings, Rickenbach said. Small meetings often don’t have the teams that larger conventions do, and small groups often expect more personalized attention. A DMC will know about private venues available for special dinners and will know who to call to accommodate a small group, even if it doesn’t meet the minimum for a private dining room or a group tour.
Just last month, DeLeon took a call from a planner who had a group of six — including a CEO — that wanted a private tour. When the planner called, the vendor turned her away, citing a minimum group size. But DeLeon knew who to call and was able to set it up immediately.
“When you’ve been here and doing it for such a long time, we can do that,” she said. “It’s having those existing relationships and knowing the vendors and knowing what’s going to be the right fit.”
For More Information
In order for a DMC to become a member of ADMEI, the company must meet certain requirements, such as being in business a certain number of years and carrying minimum insurance coverage. Planners can find DMCs on ADME.org or at www.adme.org/dmc/directory.asp. If a planner has worked with a DMC in the past, that company can be a good resource and provide recommendations for a DMC in different locations.
