A CVB can send promotional materials to potential registrants including destination guides, brochures, reminder postcards, tourism information and more, all designed to attract potential attendees to your meeting destination.
Some CVBs will assist planners in managing attrition by actively promoting the room block to attendees, highlighting special group rates and the benefits - for the attendee and for the organization - of reserving rooms within the block.
During the process of selecting your meeting or event venue, an area CVB can act as a relay and assist in collecting bids from the facilities under consideration.
Once you have decided on a venue, the CVB can act as a liaison to hotels and other facilities to book the space and rooms you need. CVB and facility staff members typically work together in bringing meetings or events to the destination.
In some cases, by booking meetings or events through a CVB, planners might receive special discounts or coupons for area businesses. These can be passed on to attendees as an added incentive for coming to the meeting, or they could even be used in arranging a group activity.
A CVB will be able to recommend area entertainment options available to your attendees and might even provide special opportunities for groups that are booked through the CVB.
CVBs often work with local media to promote a large event through press releases or announcements, providing publicity for the event and highlighting its benefits to the community in which it is held. CVBs might also provide media lists to planners for use in promoting their meetings or events.
When considering meeting or event venues in a new location, planners can often arrange for a familiarization trip through the area CVB. This allows planners the chance to see and experience the venues and overall destination for themselves before making a final decision.
CVBs are often able to cut through the red tape faster and arrange for appearances by special government figures easier than a planner could on his or her own.
When attendees first arrive, a CVB can often provide personnel to meet them at the airport or bus terminal, welcome them to the destination and transport them to the appropriate venue.
Many CVBs have pre-planned itineraries available for groups that include area activities, tours, entertainment and dining opportunities. If a CVB’s itinerary doesn’t quite fit your needs, most will also work with planners to create a customized itinerary to appeal to a specific group.
CVBs know which facilities can handle your meeting or event, and they know when and where other meetings or events are booked far in advance. CVBs can tell you up front if the space you need is available over the dates you need it.
A CVB may work with a local speakers’ bureau to find just the right personality, arrange for a city or state official appearance or help find an expert to speak at your meeting.
In order to save a bundle on shipping costs, meeting and event planners can often work through CVBs to coordinate with local vendors for decorating, catering, audiovisual, transportation and other services or supplies. CVBs will know exactly where you can find what you need in their areas.
Meeting planner kits
Many CVBs have ready-made guides to their destinations prepared just for meeting and event planners, highlighting the meeting space, accommodations, dining, entertainment and activities to be found. These might be available for download from CVB websites, or you can request copies to be sent by mail or email.
To further encourage attendance, a CVB might be able to assist in coordinating pre- and post-meeting activities, offering a unique experience for attendees that they might otherwise not be able to enjoy.
These are just a few things your CVB can help you with. Be sure and give them a call to find out their full potential!