One of the greatest joys and responsibilities of our work as meeting professionals is bringing a destination to life for attendees.
An event reception has so much potential for the host city; it’s a powerful moment where a city gets to tell its story, share its identity and build emotional connection.
Over the years, I’ve learned that authenticity doesn’t happen by accident; it comes from intention, collaboration and a genuine desire to honor the place that’s hosting you.
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In light of this, here are five best practices that consistently elevate destination-driven experiences at receptions.
1. Understand How the Host City Wants to Show Up
Before you jump into entertainment, decor or menus, pause and ask your destination partner the most important question: “Six months from now, what do you want people to remember about your city?”
This shifts the conversation from logos and branding impressions to identity, culture and aspiration.
MPI has been working in tandem with the Visit San Antonio team as they prepare to host our World Education Congress 2026. They were incredibly clear about the emotional imprint they want: warmth, creativity, hospitality, cultural richness and a sense of place rooted in history. When you understand that, every decision, from entertainment to food stations to visual cues, has a strategic foundation.
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2. It’s Not What Goes Wrong; It’s How You Handle It
I remind my team before every event: “When 10,000 things need to go right, expect the unexpected.”
This isn’t pessimism. It’s preparation.
Even with Plan A, B and C buttoned up, surprises happen. This happened at WEC 2017 in Las Vegas when our headliner dropped out the day before. Las Vegas mobilized its network and delivered a replacement act that was just as vibrant. And the very next day, MPI turned the challenge into a case-study panel on adaptability.
Attendees remember how you respond, not what went wrong. These moments become opportunities to demonstrate leadership, creativity and calm while deepening their trust in your destination partners.
3. Leverage the Host City’s Network
One of the most common missteps I see planners make is trying to build authenticity on their own. Remember: The destination has as much at stake as you do, and sometimes more. CVB teams, DMCs and local organizers are your greatest shortcut to the city’s soul.
For example, the Visit San Antonio team can unlock access to a variety of talent for WEC 2026, including mariachi bands, muralists, culinary innovators, Native and Hispanic artists, and historic venues that bring the city to life.
When you bring these voices into your reception as co-creators, you give attendees a true experience of place. Plus, you strengthen your partnership with the destination along the way.
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4. Over-Communicate
Host cities frequently have multiple stakeholders, from CVB teams, cultural partners, city officials, venue staff, sponsors and sometimes even tourism boards. With so many touchpoints, details can slip. Over-communicate your creative intent, share visuals early and continuously check back to ensure your plans still align with the destination’s story.
5. Build an Immersive Experience That Feels Real
Authenticity doesn’t come from themed decor alone. It’s the sum of sensory layers that reflect the city’s true character. Attendees want to feel the destination, not just see signage about it.
Think holistically about how to bring the city to life through:
- Food that celebrates local heritage and culinary talent
- Music that embodies the rhythm and spirit of the region
- Visuals rooted in local artistry, history or street culture
- Stories told by residents, makers and community voices who carry the narrative forward
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When these elements work together, the reception becomes a cultural moment, and attendees walk away with a deeper understanding of the destination and a stronger emotional connection to the city hosting them.
Authentic destination experiences are memorable and they’re meaningful. When done well, they honor the host city, enrich attendees and deepen relationships for years to come.
