Increasingly, early in the planning process, we're using virtual modes of communication to do many things that previously would've been done by email or on the telphone. This certainly helps us get ahead when we're planning trips like this.
On the other hand, when we organize a trip where several options will be presented on site by the embassies, the group will travel with the organizers to see the various options and get a feel for the distance travelled. They can then negotiate with the companies that will provide the services. Due to the complexity of certain tasks, it is necessary that discussions take place in person.