Destination Management Companies: Good to Great

A guide to working with DMCs to amplify event impact

Planners are superheroes—but heroes still need support from time to time. Planning a great event takes a lot of work, and there are ample opportunities to build a professional support system that makes it easier. One of those opportunities? Destination Management Companies (DMCs).

When a planner loops in a DMC, they bring in a partner who is an expert in the locale of their chosen destination, a master at making last-minute changes look flawless, and a professional team that is just as committed to making a positive impact on attendees as the event team.

DMCs bring in that extra oomph that makes an event experience one that attendees want to return to again and again. So how do you loop in the power of DMCs to make sure that everyone, on every end, benefits to the max? Read on, planner—with this insight, your next event is primed for greatness.

Local Expertise

When you bring in a DMC, you’re adding a local expert to your team in the most direct way. Kate Patay, CPCE, vice president of global engagement at Terramar, a DMC Network Company, says to think of the DMC as your boots on the ground and an extension of your own team. “The person you’re actually working and planning with is someone who lives and works in that destination,” she says.

“Our industry is built on relationships, so creating and fostering that for long-term success and building referrals between each other is going to help us all.”

– Kate Patay, Terramar DMC

Once you reach out to the DMC, they’ll connect you with the person who is the perfect fit for your program and its needs. “If you’re an adventure-seeking program, we know you’re going to be working with Kelly, because she is the queen of adventure in Southern California. Or if you want that very high-end, luxurious spa experience in Los Cabos, we know that’s going to be Cheryl. From there, they’ve got coordinators who work with them, and the final touch on it is your actual operations manager, who is your person by your side, start to finish, from the time the event starts until the very last shuttle pulls away.”

Hidden Gems

The DMC’s local expertise is key because it enables the planner to access those can’t-get-anywhere-else experiences. Any DMC professional will tell you that some version of the question, “What’s something that has never been done before, and how can we make it happen for my event?” is asked day in and day out.

Tina Gaccetta, CITP, senior vice president of global sales and marketing at Hosts Global, remembers working with an incentive group at a Las Vegas event, where the request was to blend thrilling nightlife, unique entertainment and something completely unexpected. Sounds like a steep assignment, doesn’t it? To a DMC, it’s a Tuesday.

“We thrive on creating over-the-top designs, but beyond event logistics, we specialize in branding, storytelling and hyper-personalized experiences.”

– Tina Gaccetta, Hosts Global

Gaccetta continues, “Our solution? A day-to-night adventure, starting with a helicopter ride to El Dorado Canyon, followed by ATV desert exploration, a gourmet BBQ lunch in the desert and a VIP nightclub experience. En route, a hitchhiking Elvis impersonator serenaded the group, and the night was capped off with iconic Las Vegas showgirls.” I’m sure you can determine for yourself the results, but if you need a hint, Gaccetta puts it as, “Unforgettable.”

Local Partnerships

Those boots on the ground aren’t the only special local touch that a DMC can bring to an event. By way of being local experts, DMC representatives can get the best of the best local partnerships at your event—and, of course, we can’t forget how valuable local sourcing is, not only in providing the sense of place attendees want but also for hitting your sustainability goals, cutting down your carbon emissions and leaving the destination better than you found it.

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Terramar DMC has an office in Los Cabos solely dedicated to the gifting segment, Patay says. “You go in and choose your items, and there’s everything from sandals that are handmade by women who are trying to support their families on their own, or they’re victims of domestic violence, to the people that are trying to help to get fresh water [to their community],” she explains. “Everything is culturally significant, so you’re cutting down on waste, and you’re giving people a piece of that region, and that’s just so special.”

Meryl Hill, DMCP, CED, vice president of brand strategy at Ethos Event Collective, emphasizes this point. “DMCs bring a wealth of local expertise that can transform a standard meeting into an impactful social event,” she says. “For instance, incorporating local social enterprises as vendors can both support the community and elevate the event’s profile. By integrating local culture and community projects, events can leave a lasting positive impact on the area while also enriching the attendee experience.”

“DMCs are more than just logistical support; they are strategic partners capable of amplifying the efficiency, impact and memorability of events.”

– Meryl Hill, ETHOS Event Collective

It’s in the Details

These local partnerships destination management companies excel at are crucial when it comes to logistics. Gaccetta says, “DMCs manage the complexity of organizing events across multiple locations, handling accommodations, transportation, venue selection and local experiences—ensuring seamless execution at scale.”

Sometimes it can be easy to let minor details slip through the cracks, but those details still affect the attendee experience. Aaron Price, vice president of creative at Access, says, “Attendees remember more than just what happens inside the ballroom—it’s how they felt the moment they arrived, how easily they connected with others, how the destination felt uniquely part of the experience.” DMCs can leverage their local partnerships to ease a lot of that burden on planners.

It certainly is fun to think about that big blowout networking party with the colorful branded lighting—and the DMC can help with that. But it’s just as important to make sure attendees aren’t drained when they arrive, so how will you arrange reliable transportation? When you work with a DMC, you actually don’t have to worry about it. Gaccetta says, “DMCs alleviate the burden of logistics and allow meeting professionals to focus on achieving the event’s core goals.” ‘

“At the end of the day, great events don’t just happen—they’re designed.”

– Aaron T. Price, Access DMC

Look to your DMC partner to find reliable, top-rated transportation so nobody has to scramble. Rest assured, they’ll know who to connect you to. This applies not only to transportation, but also hidden traffic patterns, local regulations, any other events going on and even insider know-how, like the fact that in California’s Napa Valley, Patay says, rush hour isn’t the standard 5-7 p.m., but typically begins around 3:30 to 4 p.m., when the wineries get off—and they can help you work around it.

As Price puts it, “Our job is to make planners’ jobs easier while elevating every detail.”

Customization and Flexibility

Destination management companies aren’t just about the logistical details. With extensive local partnerships and expertise in their back pocket, they can add value when it comes to the customization and flexibility that makes every moment of the event stand out. Hill says, “It’s essential for planners to discuss how the DMC tailors services to specific event needs. This includes customization of activities, cultural integration into the event and adaptability to changes. Planners should explore the DMC’s willingness and capability to personalize services to enhance the event’s impact.”

One of Patay’s favorite ways to do so? Music. Every year, for Terramar’s sales kick-off, she says, during registration she asks people for their favorite song or their “walk-on music”—whatever song they would want playing while they were going on stage. Then, she makes a playlist out of it. “Depending on the budget,” she says, “I’ve had bands playing that entire playlist. We’ve had a solo guitarist playing all of them. I’ve used a rock and roll harpist. Listening to them play “Enter Sandman” by Metallica was epic, by the way.” She also suggests taking it one step further by making a Spotify list and sharing it with the attendees after the close of the event.

Problem Solving

We can’t forget about those inevitable hiccups. Just like planners, destination management companies are masters of pivoting. With the local expertise, relationships and experience they bring, they can be your teammates in making sure events go on without a bump—or at least without any bumps your attendees will notice.

Meredith Harltey, director of national accounts at Access, suggests getting ahead of the game. Ask your DMC, “What potential challenges might we face in this destination?” She explains, “Every location has its nuances—whether it’s transportation logistics, weather concerns, considering available resources, et cetera. A strong DMC helps anticipate and mitigate challenges before they become stress points.”

“A strong planner-DMC partnership isn’t just about executing events—it’s about building a relationship where both parties contribute to creating something unique, time and time again.”

– Meredith Hartley, Access DMC

But sometimes challenges arise even when you’ve done everything right. A DMC won’t let it rain on your parade (literally). Hartley remembers, during a long-time corporate client’s annual high-profile leadership program, weather threatened to upend an outdoor event. “Our team flagged potential concerns early, allowing us several days to execute a contingency plan. This proactive approach ensured the evening remained polished, purposeful and true to the program’s focus on celebration and recognition,” she says.

Tips for the Win

When asked what they want from planners who come to them to maximize everyone’s benefits, DMC professionals had a few common answers across the board. Consider this your ultimate guide to how you can get the most out of your planner-DMC partnership.

Dream Big

First and foremost, remember that DMCs are there to help you bring the magic to life. Patay says, “I always encourage people to ask their DMCs, “If you could plan any event on any budget, what would be your dream event in this destination?’” The DMC professional, as a local expert, probably has more than a few dream event programs in their back pocket. “You’ll get so many ideas, and you’re going to be able to pull little pieces of what that looks like and make it your own.”

Hartley adds that being as specific as possible helps the DMC to help you. She says, “Not every interaction starts with clearly defined goals and objectives. At Access, we begin by asking, ‘Why?’”

Be prepared to answer: Share with your DMC partner why your meeting is happening, what your key objectives are and what you want attendees to walk away with. “These broader conversations allow us to align our strategy with the company’s overall vision and ensure that every detail supports their key deliverables,” Hartley says. “Because no two programs are the same, we start by listening and consulting on local resources that best serve the event’s priorities. By collaborating closely with our clients, we translate program goals into experiences that feel intentional and impactful.”

Hill says that DMCs recognize the immense pressure that meeting professionals are under to deliver something exceptional, while resources are often limited. Once, she remembers, Ethos Event Collective was working with a client whose goal was to create an outstanding corporate retreat while grappling with the challenge of budget constraints. “By leveraging our local connections, we secured a venue that offered flexible pricing during off-peak times and included several high-impact team-building activities at no extra cost,” she says. “This approach not only met the budgetary requirements but also enhanced the overall experience, making the event memorable and effective in promoting team cohesion.”

Transparency is Key

When it comes to that budget, Price says, being transparent is crucial. The DMC can leverage its expertise to point you in the perfect direction. Price explains, “I will let you know that I will spend every penny of that budget, but I am going to do it in the most purposeful way that matters to you and your attendees. DMCs should find innovative ways to stretch it. The more we understand a planner’s goals—beyond just logistics—the more impact we can create.”

Get Involved Early

One key piece of advice any DMC professional will give planners: Get involved as soon as possible. Hartley says, “The sooner we’re brought into the planning process, the more value we can add—whether it’s recommending destinations, suggesting creative enhancements or streamlining logistics to secure top venues, staffing and suppliers before they book up.”

If you bring the DMC in from the initial site inspection—and operate with that essential transparency of your event’s needs, goals, budgets and dreams all the way through the planning process—they can truly go above and beyond. Patay says, “We can make sure that we’re helping you to build your program around what best suits the area and what your expectations are, what the goals are for the event…If we understand that big-picture scope of the program and what it looks like, together with our expertise, we’re going to make sure that you’re successful.”

As planners know, time is everything. Destination management companies, when they know what your event needs, can loop in the right local partners, smooth out all the little details and generate those ideas and special design touches that take your event from good to great.