Courtesy PCMA/Philadelphia Chapter 2
Inventive ideas
In Sacramento, a pre-conference meeting with the CVB allowed the National Association of Regulatory Utility Commissioners (NARUC) to aid the community and operate more cost effectively.
Because NARUC was meeting at a convention center for the first time, director of meetings Michelle Malloy decided she needed more plants than usual to help soften the large space.
A CVB staffer who is also lifelong Sacramento resident with many local connections suggested that NARUC buy trees from a local grower and donate them to city parks after the conference. The CVB supplied a truck and driver to pick up the trees and, after the event, had the trees delivered to the park to be planted.
“A lot of times we rent flowers, depending on where we go and the time of the year,” said Malloy. “Sometimes, it is cheaper to buy them, but then you are stuck with them. In Sacramento, we spent about $800 to $900, no more than we would have spent to rent plants.”
Another convention client in Sacramento is also improving the community with the help of the CVB.
Miki Corp., an importer and wholesaler of foods and household products, brings 7,000 delegates in three waves from Japan to Sacramento every couple of years. The city is 45 minutes from the company’s California prune orchards.
Miki decided it would like to do something for Sacramento. “They asked, ‘Can we put some artistic benches in the community?’” said Mike Testa, senior vice president, convention sales and business development.
The CVB investigated several options for the benches and determined that the best location would be outside the convention center, where Miki meets. From three to five benches will be installed; plaques on the benches will note Miki’s contribution.
“They use the convention center and the hotel, so we will put the benches outside the convention center for delegates and the locals can see that this group that comes to town every few years has provided something that lasts in this community,” said Testa.
Tailored to interests
Convention and visitors bureaus often ask meeting planners at the outset if community outreach will be part of their gathering. If the answer is yes, bureau staff will have more questions: How much time is there for a project? Are there goals for the project? Does the group have any specific interests? Are there particular community needs you hope to target?
“Say you have an African-American group, and they ask, ‘Can we do something to benefit the African-American community?’” said Bradley. “Sure we can.”
The time set aside for projects is typically a half-day to a day, and often, community service projects are done before the official start of a conference.
Projects boil down to, “what can you do in four to five hours and make an impact?” said Bradley. “It has to happen in one sunlight — in other words, in a half a day or a full day.”
For example, at STS, community service projects begin at 8 a.m. the first day of the conference. The conference typically starts midafternoon.
“They work for several hours, and then we have sponsors that feed them lunch. We get them back to the hotel to clean up before the conference begins,” said Bhada.
At PCMA’s national meeting, an outreach project is done the day before the conference begins, according to Bradley. That’s also the day a group golf outing is planned. Bradley opts for the service project: He has read to students, painted houses and fixed up churches.
Outreach projects usually require little financial investment.
“For the most part, it doesn’t cost a lot of money to do community outreach,” said Bradley. “It does take time and effort.”
Beyond the obvious benefits to those on the receiving end of community service are the benefits for the volunteers and their organizations.
“Our members enjoy giving back to the tourism community, but it is always a great way for them to get to know others in a relaxed atmosphere,” said Bhada. “When you are in a conference or meeting, you can’t always talk to people as you can when you are schlepping boxes or cutting back grass.”
