Talk to the CVB about incentive programs.
It is crucial to contact the CVB before a contract has been signed, since some services are reserved for those who supply their initial request for proposal (RFP) to the CVB.
“We want to be involved before the hotel selection has occurred, and doing so ensures that they have access to Explore Asheville’s exclusive services,” said Adams.
Explore Asheville’s incentive program offers qualified meeting planners up to $2,500 that can be used towards unique Asheville experiences or vendors. To be eligible, planners must have submitted an RFP to the CVB sales team and contracted at least 100 room nights. In addition, planners who book between January and April receive an additional 20 percent discount.
Some tourism organizations, like the Beaumont Convention and Visitors Bureau, are primarily funded by the city’s hotel occupancy tax, which means that the more room nights a planner books, the more services become available.
“Anyone coming into the city can talk to the CVB, but if you get 25 rooms, then you get this, this and this. And if you get 100 rooms, you get a little more servicing,” said Willard.
Some of these services are items like name badges, promotional materials, press releases, VIP bags, signage and welcome receptions. However, if a planner has specific needs or preferences, most CVBs are willing to work with them to meet those expectations.
“If a planner comes to us with a wish list, certainly we’re going to take a look at that wish list to make the destination more attractive,” said Willard. “It could be something as simple as hosting an opening reception for VIPs or coordinating shuttles if the client has booked multiple hotels.”
