If you've ever tried planning a company retreat or offsite in a different country, you know how chaotic it can be. One moment you’re venue scouting, next you’re translating websites for catering in unfamiliar lands.
That’s where a destination management company (DMC) comes in.
In this guide, we break down exactly what a DMC does, and give you answers to the most pressing questions managers have when planning an event with a DMC.
Let’s get into it!
What exactly is a destination management company?
A destination management company (DMC) is a local expert that helps organisations plan, manage, and execute events in a specific location.
They’re not travel agents, and they’re not just logistics coordinators. They’re the ones who know which venues are actually worth it, which suppliers are reliable, and what cultural pitfalls to avoid.
They’re masters of corporate event planning, and they pride themselves on staying with you at every touchpoint of the event.
So if your goal is a stress-free event in a location that feels new and exciting, a DMC can set the stage for an event for the ages.
13 Q&As to help you get to grips with DMCs
These manager-focused Q&As break down what destination management companies do and how they can make your life a whole lot easier.
1. What’s the benefit of working with a DMC for international events?
Planning an event in another country can feel like stepping into uncharted territory, without any data on your phone. From language barriers to local regulations, even the most organised teams will hit bumps in the road in new countries. A destination management company (DMC) acts as your on-the-ground partner, with insider knowledge of the area and a solid relationship with local suppliers. What really sets them apart is their cultural know-how, helping you set up events that require foreign knowledge.
Imagine setting up a gala event in Shanghai. You need food for your event, but your menus are written in Mandarin. Simple analogy, but you get it, right? From venues to arranging transport, DMCs bridge the gap between your team and this new, unfamiliar territory. That local expertise often makes all the difference between a stressful scramble and a wonderful experience.
2. How can a DMC save me time during event planning?
Time is a rare luxury when you're juggling budgets, approvals, team requests and 17 different calendar invites. A destination management company takes much of the load off by handling the logistics. They really can cover every aspect of an event in a new locale.
Rather than spending hours Googling local options or playing email ping-pong across time zones, a DMC delivers curated solutions fast. They already know what works in that location and what doesn’t.
If you're looking to streamline your next company summit event, working with a DMC lets you focus on the bigger picture while they handle the moving parts behind the scenes. That’s major time saved!
3. Do DMCs only work with large-scale events?
Not at all. While DMCs have historically been used for big conferences and multi-day summits, they’re now becoming more popular for smaller, more focused gatherings. Long gone are the days of needing 100+ people to justify using a DMC. They can now tailor their services to match smaller-scale events at great prices.
Organizing one of these smaller events will still need venue sourcing, group activities, transport logistics, and cultural nuance. These areas are exactly where DMCs thrive. If anything, a DMC used in a smaller event could be even more powerful, as each detail is more clearly noticed.
A good DMC brings the same level of detail whether you need a massive company-wide launch or a tightly curated team getaway. Happy days all round!
4. What’s the typical process of working with a DMC?
As time rolls by and DMCs iterate, collaborating becomes smoother and simpler. Typically, you start off just explaining your event goals. That’s the best place to start. Then you can open the door to discussing your team size, budget and preferred destination. From there, DMCs stand ready with tailored options of venues, activities and logistics, all learned through their local expertise.
Once you’ve decided, they get to work behind the scenes, booking vendors and arranging your timelines. They stay in touch with you throughout the event, often even joining in-person. They’re like having a project manager, local guide and travel organiser all in one.
Their skills are especially valuable for those new to corporate event planning or for companies juggling other responsibilities. Their knowledge means you’ll never feel overwhelmed by your event.
5. What services does a destination management company offer?
DMCs offer a wide range of services that vary depending on the destination and your needs. While their services can be more specific, most DMCs offer support with:
- Venue sourcing and site inspections
- Transportation and airport transfers
- Accommodation bookings
- Catering and dining experiences
- Team-building activities and entertainment
- On-the-ground event coordination
- Budget and timeline management
- Cultural experiences and translation services
Many DMCs can function now as your all-in-one local partner, managing all the details so you can completely focus on your team, instead of the logistics.
6. How does a DMC choose and manage event venues?
Venue selection is one of the biggest advantages of working with a DMC. They already know which spaces are reliable, well-equipped, and suited to your group’s needs. While it’s up to you to finally select your venue, they’ll show you the best-of-the-best, with insider knowledge
Typical work event venues could range from urban co-working spaces to countryside retreats in green landscapes. Many companies opt for more of a holiday feel with a beachfront villa. All of these kinds of spaces are well-known to an experienced DMC, and they understand how to choose the right place for your group size, layout, tech needs and accessibility. The whole vibe can be perfectly suited for your event’s tone.
You can explore how we approach venue curation here at Surf Office by checking out our retreat locations across Europe and beyond.
7. Do I need a DMC if my company already has an internal event planner?
If your company has an in-house event planner, that’s great, but they don’t necessarily have the “boots on the ground” you need in another country. That’s where a DMC complements internal teams rather than replaces them.
Your internal planner might handle branding, comms, and internal approvals, while the DMC deals with the local venue, vendors, permits, and cultural specifics. It’s a collaborative setup that can take pressure off your internal team and ensure nothing falls through the cracks.
So we like to think of it as this: It’s not an either-or decision. A DMC can be an extension of your existing team when you’re stepping outside your home turf.
8. What role does local knowledge play in a DMC’s success?
If there were one all-important skill that a proper DMC needs, it might be having local knowledge in another country. DMCs often pride themselves on this one. They know much more than which ones simply look good; they know which ones actually deliver.
Local knowledge could show as knowing which roads are blocked during festivals, which caterers are most reliable, or how to liaise with the right hotel manager for early check-ins. There are countless examples of on-the-ground insight that can make the difference between a plan that works in theory and an experience that flows effortlessly in real life.
Don’t underestimate the power of local knowledge when sourcing an event organizer or a DMC. It could be more significant than you first realise.
9. Will I still have control over the event if I use a DMC?
Absolutely. DMCs have evolved into seamlessly integrating themselves with the dynamics of your company. They understand how to avoid taking control and instead focus on taking pressure off. You’re still in charge of the vision and key decisions of the event. The DMC will simply bring your ideas to life.
They function quite like a backstage crew. You’re still the director calling the shots. They just go on and make it happen without a big song and a dance, and without any last-minute panic. Most DMCs will explain their flexible involvement, from full-service management to behind-the-scenes support. It all depends on how hands-on you want to be.
Control stays with you. The chaos doesn’t.
10. How does a DMC manage transportation and transfers?
Transport is often one of the most overlooked (and stressful) parts of an event. DMCs have already learned how to stop this one from slipping under any radar. They sink their teeth into airport pickups, local transfers and group transportation with vetted providers who really know the area.
The transport is worked into your agenda, meaning no emergency arises where someone gets left behind at the terminal. Logistics are the bread and butter of DMC operations. This can be especially helpful for multi-day teambuilding retreats, where movement between activities and accommodations needs to be seamless.
11. What level of input is expected from me as the organiser?
This one honestly depends on how involved you want to be. Some organizers like to stay hands-on throughout, while others prefer to set the direction and let the DMC run with it. Either way, a DMC with experience is ready to adapt to your working style.
Typically, you’ll be asked to share your event goals, preferences, and any non-negotiables up front. From there, the DMC handles the legwork. They will check in at key milestones and can present you with curated options later in the event. Anything that needs your sign-off gets flagged, and you’re never kept out of the loop.
At the same time, you’re also not stuck chasing quotes for table linen or airport shuttle schedules. The balance is struck nicely.
12. How does a DMC tailor events to my company’s goals?
The best DMCs dedicate themselves to more than just executing your plans. They aim to shape your plans around what your company actually wants to achieve. You might have set your sights on strengthening team bonds, or for seeking your future leaders. Whatever you choose, your DMC is going to understand how to get you there.
They tend to ask you the right questions up front: What’s your team dynamic? What’s the purpose of this event? How can this event fit into your company culture? What kind of environment helps your people thrive?
Every aspect of your event can be aligned with your goals when in the hands of the right DMC. (Here’s a quick run-down on how we organize ours)
13. What should I look for in a destination management company?
Start with trust. Look for a DMC with a strong local presence if you’re stepping into new territory or a foreign country. Next, you’re obviously going to want to check for positive client reviews and a clear communication process. The best DMCs will show you that they’re proactive, flexible and transparent about costs and timelines.
When you’ve narrowed your list down, you can talk to them about their vendor relationships and whether they’ve worked with companies similar to yours. As you speak, think about whether the DMC is taking time to understand your company's goals and culture, not just your budget.
Look for a partner who makes it feel effortless, not like another full-time job. Give it enough time and don’t rush, and you’ll be set for an unforgettable retreat.
Take your team to the next level with a Surf Office retreat!
There’s nothing that brings teams together quite like an unforgettable retreat in a new location. We have more than 10 years of experience curating some of the best off-site retreats for teambuilding.
Here’s what we offer:
- Stress-free transfers? We got you! ✅
- Quality-assured accommodations? Check! ✅
- Engaging team-building activities? Our specialty ✅
- Restaurant reservations? That's on us! ✅
- Expert retreat planning assistance? Of course, we have this covered! ✅
- On-site support, tailored to your needs? Absolutely ✅
Not only this, but we also have access to 200+ locations around Europe, APAC, the US, Latin America, and now Africa, meaning the sky is your limit when it comes to choosing the right location for you and your team.
We understand the places you want to go, and we want to make that magic happen for you! Let your next retreat be the place where your culture comes alive. Spaces fill up quickly, so get in touch with us today!
