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The Group Travel Leader Going on Faith Select Traveler

CVBs are A Valuable Resource to Planners

Take full advantage of CVB services.

Some planners, even those who have worked in the meeting industry for many years, may not realize that most CVBs offer their services free of charge.

“There’s always a concern that we are a cost item for them,” said Creek-McCallister. “This is a complimentary service. We are the feet on the street for any meeting planner to make their job easier.”

Likewise, Davis said, “Many planners underestimate our services and contact us too late in the game. We hear a lot ‘Oh, we didn’t realize you could do this or that.’”

Whether planners are looking for transportation services, florists, off-site adventure companies, local speakers or entertainment, CVBs have the resources and connections to guide them in the right direction. In some cases, planners might hesitate to approach a CVB because they prefer to retain control of their information, but they miss out on using the organization as a one-stop-shop for all the services and venues they need for their event.

“Sometimes there’s a fear that we’re going to send their information out to all our hotel partners, so some people are a little gun-shy because they think, ‘We don’t want 20 people contacting us,’” said Creek-McCallister. “But we’re not a mass distribution service. Our work is very strategic to what their needs are and what they’re trying to accomplish.”

  Moreover, the CVB staff members are destination experts and can often provide vital information that a planner might overlook.

“A lot of us have lived in the area for years,” said Creek-McCallister. “If they’re looking at dates during the Sundance Film Festival or another major city event, they may not know that, so we can suggest different dates.”

Plan a site inspection or a familiarization tour.

Seeing hotels and venues in person can play a deciding factor in the planning, which is why many planners schedule site inspections in the host cities they are considering. In many destinations, the CVB can help organize an itinerary for the planner during a two- or three-day stay, even arranging airport pickup and hotel accommodations.

“It’s such a time-saving, helpful service that a CVB can provide at no cost,” said Carli Adams, group communications and services manager at Explore Asheville in North Carolina.

For a more in-depth evaluation of the city, planners can participate in familiarization tours with a group of meeting planners. Twice a year, Explore Asheville hosts a familiarization trip called the Asheville 48-Hour Experience, during which planners unfamiliar with the city can arrange site inspections, as well as explore the culinary and art scenes over the course of two days.

Some CVBs, like the one in Park City, combine their site inspection services with an airfare reimbursement program. Planners can fly to the city for a couple of days to narrow down their choice of venues, hotels and other services, and once they submit a signed copy of their hotel contract, the CVB will reimburse their airfare for up to $500.

“I’m a real believer that once you see a destination, it’s a lot easier to make that decision,” said Creek-McCallister. “This is just something that we have had great success with.”

CVB staff can also help planners identify experiences that are unique to the area and incorporate those cultural trademarks into the meeting or event, from bringing in local vendors to setting up regionally inspired decor.

“It’s not about rates, dates and space so much as what experiences your destination can deliver,” said Davis. “Traditional exhibiting has become antiquated. People want to get a feel and taste of the area.”