会议采购专家的首要任务是为客户的会议和活动在全球范围内寻找合适的场地。他们需要深入理解客户需求，并提供最契合会议活动目标的可选方案。然而，同样重要的是，他们必须具备本地知识和资源，充分了解可能影响活动的场地或地区因素。
这些技能可以通过时间学习和打磨，但没有人能声称自己熟知客户可能感兴趣的每座城市、每个国家或每处场地。因此，拥有一个具备本地知识的全球专家网络，无疑是极其宝贵的资源。以下是这些专家能为活动策划带来的部分关键价值。
消除语言障碍
语言的含义千差万别。例如，在美国，“marquee”指剧院入口上方的遮篷式标志，而在英国则指用于社交或商业活动的大型帐篷。即使团队成员使用的是同一种语言，这类误解也可能导致时间和成本的浪费。
争分夺秒，效率为王
全球各地的会议活动场地在合同谈判中的灵活性已发生变化。受市场限制，热门场地的报价或档期不太可能长时间保留，等待客户内部决策。市场和场地的流动性极强，转瞬即逝。
季节性优惠可能暗藏风险
加勒比地区夏季的场地价格通常很划算，但您是否知道6月开始是该地区的飓风盛行季？理解一个目的地的“淡季”为何存在，能够帮助您更好地预判其是否可能影响活动。例如，在山区雨季举办活动，受天气影响，团队可能无法安排骑马等户外项目。
特殊档期冲突
熟悉目标场地已有的活动安排至关重要。例如，您计划在美国加州著名的圆石滩高尔夫度假村举办活动，却选择了与PGA（美国职业高尔夫球协会）赛事同期的时间，即便能找到场地，价格也会高得离谱。此外，还需考虑当地宗教或传统节日（如斋月或中国农历新年）——这些日期可能容易被忽视，但若活动地点或与会者涉及相关文化，就必须提前规划。
新颖场地与新开业资源
在自己熟悉的城市里寻找新颖独特的场地比较容易，那在陌生地区呢？有时仅靠搜索引擎并不够，这时遍布全球的本地专家团队便能凭借其丰富的知识提供关键支持。
掌握目的地趋势动向
当某个地区成为热门目的地时，了解其背后走红的原因至关重要。例如，某个目的地在热播剧中看似风光无限，但实际上可能因交通不便或缺乏亮点并不适合您的团队。通过IMEX等行业会议和论坛，我们能提前获取新兴目的地的内幕信息，抢占趋势先机。
精准把控通勤物流
确保与会者往返场地的便利性至关重要。例如，团队需前往北京参加一场下午的会议，与会者到达的机场为北京大兴国际机场，那么选择北京市中心的酒店意味着与会者需从机场进行长途接驳——预订更近的场地才能最大化会议时间。本地团队会更熟悉当地的距离与交通，能根据团队需求推荐最优方案。
不可抗力与风险预案
与会者的安全高于一切。疫情带来的动荡促使活动组织人员、场地和物流供应商迅速调整，确保线下活动安全重启，而CWT travel essentials等工具也在特殊时期为出行规划提供了支持。疫情还导致酒店业人力短缺，这一问题至今仍影响部分地区。
其他不可抗力挑战包括季节性天气（如台风季）、乌克兰战争、法国社会骚乱及罢工潮等。因此，实时关注旅行警示并评估目的地风险至关重要——若某地存在隐患，我们必须问：这里真的适合举办这场活动吗？
▋ 关于CWT
CWT是一家全球领先的商务旅行管理和会议与活动服务商，品牌历史逾150年，品牌进入中国市场逾20年。CWT希望藉由差旅管理项目在完善员工出行体验的同时，帮助企业实现差旅成本优化以及人员绩效提升，最终推进企业商业目标并释放无限可能。2020年，CWT在中国市场推出其旗舰平台 - myCWT China，成为首家在华推出开放式API差旅管理平台的国际差旅管理服务商。
Why does local knowledge matter when organizing events
TEXT: Liz Pritchard, Operation Manager CWT M&E
The primary task of a sourcing specialist is to find the right venue for our clients’ meetings and events anywhere in the world. Sourcing specialists dig deep to understand the needs of the client, and present feasible options that best fit the brief. Similarly important is having local knowledge and resources to better understand any local and regional factors that may influence a particular event.
These skills can be learned and honed over time but it would be impossible for anyone to claim knowledge of every city, country or venue a client might be interested in. That’s why a global network of specialists with local knowledge are an incredible asset to have at your disposal. Here are just a handful of some of the talents they bring to the (meeting) table.
Alleviate language barriers
Words have many meanings. Did you know that a “marquee” in the US represents the canopy sign over the theatre entrance and in the UK it represents a large tent for social or commercial functions? This type of misunderstanding can cost time and money even when teams working on the same project speak the same language.
The clock is ticking: In a global market, time is essential
Destinations around the globe have changed what is acceptable during the contracting process. Due to the constraints of the market, they are less likely to hold onto rates and space for long periods of time while internal executives make decisions. The market moves quickly and so does space.
Seasonal deals may not be the greeting you first thought
The rates in many Caribbean destinations during the summer months are usually good value, but did you know that hurricane season begins in June? Understanding why a destination has a value season provides insight into the probability of it impacting your event. If it’s mud-season in the mountains your group will not be able to do a horseback riding activity for example.
Special event date conflicts
Being familiar with events already taking place in your chosen location that will impact yours is essential. If you are interested in going to the famous golf resort of Pebble Beach in California, and you select dates that run during the PGA (Professional Golfers Association of America), we know that if you are able to find space it will be at premium pricing. Also take into account local or religious festivities, such as Ramadan or Lunar New Year – these may not be your first thought, but events in locations where these are celebrated or with attendees who observe them need to be taken into account.
Unique venues & new openings
Knowing what is new and unique is easy to figure out in your own town. What if you want something new or unique in a location that you have never been to? Sometimes Google is not enough and our teams around the world come to the rescue with their local knowledge.
Knowledge of destination trends
When a destination becomes a trend, it’s key to understand why that is. For example, what looks like a great destination in the hottest new Netflix show may not translate into an easily accessible or interesting destination for your group (thanks to the power of CGI and TV trickery). Knowledge from our industry conferences and forums such as IMEX helps us learn about new and upcoming destinations so we can get the lowdown early and get ahead of the trends.
Understanding the logistics of traveling to and from the destination
Being aware of the logistics involved in getting people to and from your venue is crucial. If, for instance, your group is flying into Denver for an afternoon meeting, booking a hotel in downtown Denver will mean your attendees incur a long transfer from the airport – booking something closer will maximize the meeting time with your attendees. Our local teams are familiar with the distances and make recommendations based on group needs and expectations.
Force majeure and mitigating factors
The safety of attendees is paramount. The pandemic brought about varied turmoil, and events organizers, venues and logistics providers pivoted to ensure measures were in place for the safe return of in-person meetings and events, and tools like CWT travel essentials helped people plan for travel in challenging circumstances. The pandemic was also the catalyst for the shortage in people working in hospitality which is still impacting some places today.
Other force majeure challenges include seasonal weather (remember, hurricane season in the Caribbean) and even conflicts like the war in Ukraine, public riots in France and striking workforces. It is therefore important to review and monitor travel warnings and, if a destination has any issues, the question becomes: are they the right fit for your event?
▋ About CWT
CWT is a global business travel and meetings solutions provider, with whom companies and governments partner to keep their people connected, in traditional business locations and some of the most remote and inaccessible parts of the globe. A private company, CWT provides its customers' employees with innovative technology and an efficient, safe, and sustainable travel experience.
关注中航嘉信微信公众平台，
完美旅程由此开始！
