by Shadia Cook The Value of a CVB Can you count the ways?
Q: A:
How can a CVB help me with my event?
How can’t a CVB help you is a better question. CVBs can be an invaluable resource to you and
your attendees.
Where to start? A CVB is a great place to begin your search for the perfect venue. As you begin inves- tigating location options, the best place to start is at the local CVB. Most CVBs have a sales and service staff designated to work with meeting professionals. On your initial call you can discuss your needs, from hotel guestrooms to convention space to transporta- tion, etc. The CVB staff can then distribute your re- quest for proposal (RFP) to its local members and have them reply directly to you with proposals. When you are researching multiple cities for an event, a local CVB can help you narrow down your location more quickly. They are experts on what their city has to offer guests and can easily share the unique aspects of their particular city. They are also an easy resource for testimonials and referrals, offering you a chance to get personal experiences from a variety of different types of conferences and events. Since the CVB is representing the entire city, it is easier to get a non-biased take on all of the city’s hotels and attractions. Keep in mind that the CVB does have to equally represent all of its hotel and venue partners, so you should request outside sources for referrals.
After receiving your RFPs, you can set up a site visit to the vari- ous venues and locations that you are interested in. CVBs can es- cort you on your tours, and depending on the bureau and the size of your program, a CVB may even pick up the cost of your trip. Depending on the size of your group, CVBs can often set up online housing for citywide events. Your attendees can then make their hotel reservations online through a customized website. This also helps track your hotel pick-up easily.
Promoting your event has never been easier when working with a CVB. A bureau’s professional staff can offer a variety of services to promote your meeting to your attendees. From complimentary websites, web links, pre-mailers, e-vites, photographs and press re- leases, a bureau can do as little or as much as you need to help you reach your attendance goals.
CVB staff members can also assist with your program’s goals. They can help match your needs with local venues and speakers that tie into your organization’s vision.
Onsite services are common and may be complimentary based on your group’s expected revenue. Many CVBs offer staff to help you with onsite registration, informational booths that can include area restaurant information and reservations, tour itineraries for people looking to explore the city, and other local information. If your group is interested in volunteer opportunities while visit- ing, the CVB can help match your needs with a local group which offers the attendees a chance to give back to the community. After your event is over, the CVB can help gather your post conference information, room pick-up, estimated revenue to the city, etc. These tools are invaluable to you as you can use them to find the next perfect location for your meeting. A CVB’s purpose is to make sure visitors enjoy their time at the selected location; they are a great resource for meetings and events of all sizes.
WWW.MIDWESTMEETINGS.COM - ALL NEW LOOK, ALL NEW PURPOSE, ALL FOR YOU 103
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