DRIVE-IN MEETINGS
Freedom & Control
And 5 More Reasons To Hit The Road
By Marlane Bundock Meeting attendee preferences can change with the wind, but when it comes to how they prefer to travel, it’s becoming increasingly clear that the road is winning out over the friendly skies for many.
“For the most part, our attendees prefer to drive,” said Kathy Bachelot, the governor of the Texas district of Pilot International, a charitable service organization. “I have found that our attendees would prefer to avoid high-traffic areas, which eliminates metropolitan locations with large airports,” she said. “It’s difficult to get direct flights into some of our smaller destinations. Plus, our attendees are middle to older aged and do not live in such a fast-paced world and prefer driving.”
Site Selection Tips Along with factoring in the time it takes to drive instead of fly, Richard Miseyko, CMP, CMM, president of Florida-based Site Search Inc., said there are additional transportation-related considerations to factor in when selecting a meeting site.
· Time On The Road: “Don’t rely on ‘brochure language’ for travel times. ‘Convenient to,’ and ‘only minutes away from’ are often subjective thoughts, and could mean a much farther travel time than expected.”
· Road Construction: “Ask about construction along the route. I did an event on Captiva Island (Fla.) this past summer, but there was an amazing amount of road construction along the way. I only knew this because I had gone down for a planning meeting the month prior. Knowing this, I was able to advise my attendees—all drive-ins—to factor in more drive time so they wouldn’t miss the opening event.”
· Parking: “Determine whether the destination has appropriate parking and what the costs are. The costs to valet park are often different for hotel guests versus those driving in for the day. Many hotels lease out the parking, but don’t let that stop you from asking for a discounted rate or at least a few free passes for staff.”
· Airport Accessibility: “Determine the lift into the closest airport. If flights are slim or require connections, the appeal of your destination may diminish and impact your attendance. Are there free airport shuttles or a super shuttle-type service, and what are the costs?” |
Bachelot is not alone, according to recent data collected in a
ConventionSouth poll of 115 meeting professionals. Conducted in October, the survey found that driving beat flying as the “most typical” way that attendees traveled to and from meetings.
The poll also found that attendees’ desire to avoid the hassles and cost of flying seems to be the top reason that they are hitting the road. More than 10 percent of respondents said that air-travel slowdowns had a negative affect on their meeting attendance rates in 2006. In 2007, 18 percent of planners said their attendance rates were affected by air-travel woes. More than 16 percent of planners also said they were considering alternate meeting destinations based on air-travel slowdowns. Likewise, increased airfare was noted by 10 percent of respondents who said the expense of flying had a negative effect on the number of registrants at their meetings in 2006. And, 23 percent of respondents said they saw a negative impact on attendance numbers in 2007 due to airfare costs.
Making matters even more difficult, the cost of flying is expected to rise this year by 10 percent over last year’s prices and reach costs similar to those charged in 2001—an average of $422 per ticket—according to a forecast by the National Business Travel Association (NBTA) based on the survey results of 215 qualified members. Meanwhile, NBTA’s Jorge Caamano, business travel analyst, warned that travelers will likely continue to face high-load factors on commercial airplanes, which, he explained, results in fewer available seats, less room for re-accommodation, flight delays and airport congestion.
When it comes to driving versus flying, Richard Miseyko, CMP, CMM, president of Florida-based Site Search Inc., recommends that planners ask themselves whether their selected destination is within a reasonable driving distance for attendees. “I personally use a five-hour rule,” he said. “If I need to fly from Tampa to Miami, the flight time is less than one hour, but I have to leave two hours before my flight to get to the airport and clear security. Then, I have to wait for luggage at the other end and hail a taxi or rent a car to drive to my final destination. In the end, flying can easily take longer than a five-hour drive would. And, if I drive, I can depart and return on my own schedule and avoid the airport and other hassles.”
Destinations across the Southeast, such as Northern Kentucky, are seeing an increase in meetings business where the bulk of the attendees drive in. Tom Caradonio, president/CEO of the Northern Kentucky Convention and Visitors Bureau, explained that drive-in attendees prefer the destination because of its location. “Northern Kentucky is by no means isolated,” he said. “The area is a five-hour drive from 60 percent of the U.S. population and is intersected by three major U.S. Interstates—71, 74 and 75. And, I-75 is one of the most traveled north/south interstates east of the Mississippi River, and it extends from Canada to Florida.”
Caradonio shared six reasons meeting participants might prefer to drive rather than fly.
1. Freedom & control: “Driving allows attendees the opportunity to control their schedule. If they want to stop and see a certain attraction along the way, they can. Drive-in attendees arrive earlier than those who fly because of airport delays. They can pack more things and don’t have to worry about mishandled bags or transporting fragile packages. And, they have the freedom to get around town and venture out to area attractions during downtime.”
2. Interstate availability: “Ten to 15 years ago, interstates were not as complete as they are today. Plus, there is more build around these highways, so that travelers have more opportunities for roadside assistance, gas and food.”
3. Technology reliance: “Safety and security on the road is less of a concern today because of cell phones and increased cell phone service. And, nowadays, technology such as OnStar and GPS tracking also keep attendees safer on the road.”
4. Affordability: “While gas prices are higher than before, so is airfare. But, on the road, attendees have the opportunity to better control their spending. They can choose to eat at low-cost restaurants or bring their own food. They may not have to spend an extra night just to make a flight, nor have to arrange transportation to and from the airport.”
5. Comfort and relaxation: “Cars are made more comfortable than ever before. They also offer entertainment options like CD players and iPOD connections. And, for those of us who say we never have time to think, driving provides time to think.”
6. Camaraderie: “Many attendees today are carpooling or following each other to their destinations. When we travel with co-workers or family, the time on the road provides quality time together.”
