Welcome to an exclusive Q&A session with MGME's Sourcing Team! At MGME, our mission is to deliver exceptional event experiences by finding and securing the perfect venues tailored to our clients' unique needs. Our dedicated professionals work tirelessly to ensure every detail is meticulously planned and executed. In this interview, we delve into the strategies, challenges, and innovations that drive our sourcing team to excel, providing insights into how we stay ahead of industry trends and continuously improve our practices.
Q: Can you briefly overview MGME's Sourcing team and its primary functions?
A: MGME's event venue sourcing team helps find and secure the perfect location for any event. We work closely with stakeholders to understand specific needs, including the size, location, amenities, or budget. Our team dives into research, plans and organizes site visits, and negotiates to get you the best deal. We take care of all contract details, make sure everything is legally sound, and coordinate with our clients to cover all logistical aspects. We also keep an eye on the budget, troubleshoot any issues that come up, and keep detailed records of our process. After the event, we gather feedback to ensure we can make even better choices for future events.
Q: What are the current trends in sourcing for incentive meetings and events, and how does MGME stay ahead of these trends to provide the best options for clients?
A: Currently, we see more demand for international locations and very specific requirements for meeting rooms and outdoor space. Sustainable, eco-friendly, and immersive locations are also a priority, as are spaces with integrated technology options to enhance the attendee experience.
We stay ahead of the latest trends in event venue sourcing for incentive programs by continually seeking unique and immersive experiences, such as historic sites and cultural landmarks. We strive to source sustainable and eco-friendly venues, ensuring they meet green certifications and eco-friendly practices. Our focus on technology integration means we source venues with advanced capabilities like hybrid events and virtual event options. We personalize every event, tailoring environments and services to match client needs and preferences. Additionally, we incorporate local culture for authentic experiences and select smaller, intimate settings for personalized interaction when possible. By staying attuned to these trends, MGME delivers exceptional and forward-thinking incentive programs.
The MGME sourcing team regularly participates in webinars, roadshows, and familiarization trips to stay educated on destinations, properties, and experiences. We leverage our close relationships with brands to ensure we are always aware of the latest promotions, new properties, and other industry updates. Our team also has a weekly call with a partner, such as a hotel brand, DMC, or other vendors, to keep up to date with their latest offerings.
Q: Can you describe a recent sourcing challenge you faced and how you overcame it?
A: A recent client loved a location where there were not enough hotel rooms. Sourcing Manager Jessica Diehl used her knowledge of the area and her sourcing skills to identify and negotiate several overflow room blocks at smaller properties. While it was a lengthy challenge, her persistence paid off, and she was able to find locations for all attendees and staff of the event while remaining within the budget parameters.
Q: What factors do you consider most important when selecting venues for these events?
A: We always tailor the event to the client's vision, and that meets the needs of the program. Once we have curated a list of potential properties for the client's review, speed of response and relationship with the hotel or brand can often make the difference in where the event is ultimately held. Additionally, if we have a history with a property, we provide detailed guidance and case studies to our clients.
Q: What steps does MGME take to incorporate sustainability into the sourcing process?
A: Our Director of Sustainability, MaryBeth Reeves, has educated the entire MGME team on best practices for sustainable events. When sourcing, we look for properties that promote sustainable practices or have adopted environmentally friendly solutions. We also verify if they have any green certifications.
Q: Can you share examples of innovative solutions you've implemented to enhance the sourcing process?
A: As a team, we adopted the use of Monday.com to better communicate across departments, which in turn allows us to enhance the sourcing process. We also incorporate the use of AI in the sourcing process to ensure the best match of property to program. We also use this to help start the process of finding off-site activities in lesser-traveled destinations.
Q: What feedback mechanisms are in place to ensure continuous improvement in your sourcing practices?
A: A member of the sourcing team participates in post-con discussions with our team and the client to see what their activity is. We review the post-event surveys to gauge attendees' satisfaction with the event location.
Q: How does MGME build and maintain strong relationships with venues and vendors?
A: Many members of our team attend industry events hosted by member associations i.e. SITE and MPI regularly. Along with the previously mentioned roadshows, web presentations and familiarization trips, the team is a well-known partner in the events industry.
Q: Can you discuss the importance of partnerships in the sourcing process and how they benefit your clients?
A: We find relationships are crucial to the sourcing and negotiation process. MGME's long-standing presence in the industry means we are able to develop and nurture relationships with the leading brands and suppliers. We leverage those relationships to ensure the best possible outcomes for our clients. The strength of these relationships, combined with the volume of rooms MGME books on an annual basis, allows for a smoother negotiation and more effective contracting process.
Q: What do you see as the biggest challenges and opportunities for the sourcing of incentive meetings and events in the next 5-10 years?
A: The rising cost of hotel rooms, meeting room rental, and F&B has risen substantially since the end of the pandemic when there was pent-up demand as live meetings came back. Properties had the upper hand as demand exceeded supply. As volume has started to level off to pre-pandemic levels, prices and extra fees are not going down, which presents an ongoing challenge.
An opportunity is that more companies are recognizing the value of incentive travel and investing more in different destinations and experiences.
Q: How is MGME preparing to address these future challenges and opportunities?
A: MGME will continue to strengthen our relationships with industry partners, educate our clients about new and exciting destinations and properties, as well as continue to draw upon our deep industry knowledge.
Q: What is the most rewarding aspect of your job in the sourcing team?
A: The most rewarding aspect is signing the contract. Because we know it gives the client the best location for their event with the most favorable terms.
Q: Can you share a memorable experience or success story from your time at MGME?
A: We had a client that really wanted to go to a Disney property, but they turned us down several times due to large size and scope of the event. Hannah's tenacity paid off and client got their Disney wish when a location was confirmed for a 2025 event.
We have a client, Jessica, who has been sourcing several hundred programs a year for the last six years. As mentioned, relationships are key in this industry.
By staying attuned to emerging trends, nurturing strong industry relationships, and prioritizing sustainability, our sourcing team ensures our clients receive the best possible event experiences. As we look to the future, MGME remains dedicated to overcoming challenges and seizing opportunities to enhance our sourcing processes. We hope this Q&A has provided valuable insights into our approach and the passion that drives our team to deliver exceptional results for every event. If you can pin it, we can plan it.