CHICAGO — For many young and early-career professionals, site visits and FAM (familiarization) trips can feel like a job perk — an opportunity to travel and experience a destination.
For hosts, these kinds of programs are far more than just a courtesy. FAM trips and site visits serve as a working investment and extended interview, where every question, comment and interaction quietly informs how potential partners perceive each other.
For young professionals, understanding the unspoken expectations of these programs is critical. To better understand best practices for event organizers on FAM trips and site visits, Trade Show Executive connected with leading destinations to get the skinny on what’s expected on these kinds of visits.
What’s the Difference: Site Visits vs FAM Trips
To better understand the nuances between site visits and FAM trips, Lexie Knittel, CMP, Site Visit Manager for Choose Chicago, shared the following insights.
Site visits and FAM trips serve different purposes, with site visits being driven by the event planner with an itinerary that’s curated to the event’s size, flow and needs. For site visits, event organizers will likely focus on the hotels and venues that most closely align with what is needed and desired for a specific event.
A FAM trip on the other hand, which is usually hosted by a destination marketing organization (DMO), hotel group or destination management company (DMC), serves to immerse the invited guests in the city. These trips focus on showcasing a destination’s capabilities, personality and hospitality, rather than a specific event’s program and needs.
Do’s and Don’ts from Chicago
“As an early career professional in this industry, one of the best ways to jumpstart your experience is to get out there and familiarize yourself with the cities, hotels and venues that could host your future programs,” said Knittel said.
Do:
- Come prepared
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- You’ll typically receive an itinerary and contact list in advance, review not just the locations, but the people involved.
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- Know your program basics (dates, size, budget range, attendee profile) and keep them top of mind while touring.
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- Maintain a short list of must ask questions, so nothing slips through the cracks.
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- Complete any profile or preference forms requested by your host, this information is often used to customize your experience. You’ll be happy to you took the time to fill it out!
- Be timely
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- Your host has carefully curated the itinerary to showcase their destination, hotels and venues at their best.
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- Avoid last-minute change requests such as starting later or ending early.
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- Arrive promptly to tours, meals, and departures whenever possible.
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- If something unavoidable comes up, communicate with your host.
- Be curious
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- Focus on logistics, flow, risk mitigation, and guest experience, not just aesthetics.
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- Listen first. Many of your questions may be answered naturally as the tour unfolds.
- Observe closely
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- Pay attention to staff energy, cleanliness, and consistency across properties.
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- Watch how hosts handle transitions, challenges, and service recovery – this often mirrors how they’ll support your program and attendees.
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- Take notes on what works well and what doesn’t at each location. You’ll want to reference this later.
- Be gracious
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- Thank your hosts, drivers, servers, and partners along the way.
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- Show genuine interest in the destination beyond how it serves your immediate program.
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- Remember names when you can — relationships are everything in this industry.
- Represent your brand well
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- When you travel, you are an extension of your organization.
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- Stay professional, respectful, and positive, even outside of official programming.
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- You never know who you may collaborate with again down the road.
- Follow up
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- Relationships don’t end when you get home.
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- Send a thoughtful follow up that includes thanks, a recap, decision timelines, next steps, or outstanding questions.
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- Skipping this step can mean a missed opportunity.
Don’t:
- Treat it like a vacation
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- This is a working trip; the itinerary is your schedule.
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- If free time is built in, enjoy it and explore, but stay mindful of the overall purpose.
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- Itineraries can be jam-packed, so come prepared with extremely comfortable shoes.
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- Skipping tours or events can reflect poorly on your interest in doing business with the destination. Based on the itinerary set, don’t be afraid to cancel site visits of certain venues well in advance – the venue will appreciate it as it respects their time!
- Compare out loud
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- Every destination, hotel and venue has its own strengths; give them space to shine.
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- Comments like “X city did this better” or “Y hotel was nicer” can create awkward moments.
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- If you’ve seen something you like elsewhere, ask whether your host offers something similar instead.
- Be glued to your phone
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- Photos and videos are often encouraged; scrolling is not.
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- Being visibly disengaged can signal disinterest.
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- If you need to take a call or handle an urgent email, excuse yourself politely.
- Focus only on the “wow” factor
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- Instagram moments matter, but so do loading docks, back-of-house flow, accessibility, and weather contingencies.
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- Don’t hesitate to ask for a behind-the-scenes look or to walk through the exhibitor load-in experience.
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- Your partners’ experience matters just as much as your attendees’
Do’s and Don’ts from New Orleans
“Site visits and FAM trips are part interview, part education and part relationship-building,” said Elaine Williams, CMP, CEM-AP, Chief Commercial Officer at the New Orleans Ernest N. Morial Convention Center. “They’re a chance to learn the destination and/or venue, but they’re also an opportunity to demonstrate professionalism and judgement.”
Willaims shared the following Do’s and Don’ts for organizers and suppliers:
Do:
- Come prepared with context and clear objectives
- Treat every interaction as a working meeting, even in social settings
- Ask thoughtful questions that show you understand the business
- Be grateful and acknowledge the effort that goes into hosting a successful visit
Don’t:
- Forget that how you show up reflects on you and your organization
Related. 2026 Calendar of Events for Trade Show Industry Professionals
Stephanie Turner, Senior Vice President of Convention Sales and Strategies at New Orleans and Company, also had some industry etiquette tips for up-and-comers, and emphasized that trade shows are complex environments with many moving parts.
“Not everything will unfold exactly as planned, which is why preparation and flexibility matter just as much as execution,” Turner said. “Strive to be known as someone who is dependable, solutions-oriented, gracious with partners, and steady and thoughtful when plans shift.”
Do’s and Don’ts from Las Vegas
TSE checked in with Lisa Phelps, CEM, CMP, Director of Trade Shows and Convention Sales for the Las Vegas Convention and Visitors Authority, to get her list of do’s and don’ts for site visits and FAM trips.
Do:
- Wear comfortable shoes; your feet will thank you as you traverse our 2.4 million square feet of exhibit space.
- Establish who’s in charge and who the decision makers are on the site.
- Establish priorities before starting the site; otherwise, you’ll be viewing every fitness center, dock, and room time the property has to offer.
- Budget your time judiciously. Running late often sets off a chain reaction, making the entire day go off schedule.
Don’t:
- Accept FAM trips from destinations you never plan to book.
- Plan a site inspection without looping in your local CVB rep.
- Bring staff to the site who don’t need to be there. The more focused the group, the better the outcome.
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