Convention and Visitors Bureaus (CVBs) are available to provide a wealth of local knowledge and insight for meeting planners. CVBs are a resource tool for those planners that have a need for their services. Many planners that I have met throughout the years have had limited or no experience with all the services CVBs provide our industry.
Below is a description and type of services that I have found helpful and are available from most CVBs:
Site Selection
During the planning process of the event, the evaluation of Request for Proposals from cities and hotels is critical to narrowing locations for site visits. Calling the CVB in those cities is a great first step for valuable insight in gaining an understanding of the city’s assets and its limitations.
Hotel Options
Narrowing down hotel selection is easier today with enhanced internet sites, but talking with the local CVB representative provides you with a resource that can match your needs and help find properties that are available and interested in your type of meeting business.
Attendance Building, Micro Sites and Social Media
Many CVBs have social media departments that help planners with increasing meeting attendance, including building a “Micro Site” for a specific conference and organization and email blasts from the CVB inviting potential delegates to their city for the event. Micro Sites provide conference or meeting information along with local knowledge on attractions, must see destinations, restaurants and other information that you feel is important to include for you delegates. These sites become a one stop shop for your participants.
Motorcoach Transportation
Finding a reliable and safe bus company in your meeting city can be frustrating, worrisome and time consuming. A phone call to the local CVB can expedite this process. Many meeting planners need transportation not only for airport transfers, but also throughout the Conference for moving delegates from place to place.
Volunteers
CVBs offer their volunteers and staff for a variety of services to help meeting planners. Registration, greeters and step-on guides are just a few areas when these volunteers provide an invaluable service for the planner.
CVBs become a huge asset for meeting planners willing to reach out and use their services. CVBs in many instances become viewed as “additional staff’ for the meeting planner. So when planning your next conference or meeting, take advantage of the CVB in the destinations you are considering. CVBs not only save meeting planners the most valuable asset they have, which is time, but also money for their company, association or client.
And one last important reminder, the CVB services are free!
Joe Cappuzzello is responsible for locating host cities for the annual Small Market Meetings Conference, as well as for Select Traveler, African American Travel, Going on Faith and Boomers in Groups travel conferences. He is the president and CEO for each of these organizations. He can be reached at 330-337-1027 or at jcappuzzello@grouptravelfamily.com.
