If you’re planning an incentive trip or event in an unfamiliar destination, you might want to bring in a local expert.
A DMC (destination management company) offers local knowledge, trusted supplier relationships and on‑the‑ground support to help you deliver seamless experiences from start to finish.
If you’re wondering, “What happens when you hire a DMC?” or “What’s the process of working with a DMC?” this guide walks you through the planning journey from your first conversation to your final post‑event review.
Kick‑off: setting the foundation
Once you’ve found the right DMC, the process begins with a kick‑off meeting. This is where you outline your goals, audience and event vision. This first step gives your DMC everything they need to begin shaping the experience you’re imagining.
- During the kick‑off meeting, you can expect to:
- Deep dive into your objectives, brand and budget
- Explore attendee needs and any accessibility considerations
- Discuss your DMC’s suggestions for venues, activities and logistics based on their local insights
- Agree on communication preferences and responsibilities for both parties
This meeting leads to your DMC creating a project timeline—a clear roadmap outlining what will happen and when.
DMC event management steps
Every DMC works a little differently, but most follow a similar, structured approach.
Here’s an overview of a typical DMC event planning process.
1. Research and proposal
Your DMC will gather options for venues, entertainment, transportation, catering and cultural experiences. They’ll then present:
- Pricing comparisons
- Sample itineraries
- Recommended actions grounded in local knowledge
2. Supplier sourcing and contracting
Once you approve the concept, the DMC coordinates supplier contracts using their network, saving you time, money and stress.
3. Detailed planning and logistics
Your DMC takes responsibility for the logistics, including:
- Transportation planning
- Attendee management and hospitality services
- On‑site staff coordination
- Venue operations and supplier briefs
4. Communication and reporting
Clear communication is essential to how successful your DMC is in managing your event. You should expect ongoing updates covering:
- Timeline progress
- Budget tracking
- Supplier confirmations
- On‑site schedules
This transparency helps you stay informed without feeling overwhelmed.
On the ground: your DMC during the event
This is where using a DMC can really pay off. Their on‑site team becomes an extension of your team, ensuring everything runs smoothly. On-site your DMC may be involved in:
- Real‑time decision making
- Troubleshooting using local expertise
- Coordinating transportation, venue setup and supplier arrivals
- Providing friendly local support and guidance to attendees
For many event planners, this hands‑on support is the most valuable part of a DMC’s services.
Wrap‑up: reviewing the event
Once your event wraps up, you and your DMC should meet to analyze the event’s success, as well as their role in it. Your DMC may lead this analysis, including:
- Final budget reconciliation
- Supplier performance review
- Attendance and feedback reports
- Recommendations for future events
This process helps you benchmark success and refine future planning.
Find out more about what to expect from your DMC from start to finish with Ariane Coldiron, CEO of PRA:
FAQs
What is the typical DMC process?
Most DMCs follow a clear workflow:
- Kick‑off meeting
- Proposal
- Contracting
- Detailed planning
- On‑site delivery
- Post‑event analysis
How does a DMC support event planners?
A DMC acts as a local expert, a logistics partner and on‑site extension of your team. They source suppliers, coordinate schedules, manage logistics and help you deliver a memorable experience for your attendees.
What happens after the event with a DMC?
Your DMC should provide post‑event analysis including financial reconciliation, feedback summaries and suggestions for improvement. You should also plan a post-event meeting with your DMC to assess the success of the partnership.
This article was created in partnership with PRA, our official DMC partner for IMEX America.
