By Becky Peck

With renewed optimism, the meeting and events industry is barreling forward. Recent surveys show how eager groups are to get back in person; how fatigued people are of virtual meetings; and how planners are working hard to bring groups back together. Now add to this, the stress of a tight labor market that is impacting hoteliers and suppliers, and that pesky “I” word … yup, inflation. All of these factors mean planners have to be forward thinking, strategic with each dollar spent and agile, to be able to pivot when necessary.

It’s times like these when you need support; someone who has your back. And that’s where DMOs and CVBs come into play. These organizations exist to drive meetings and convention business, which means they are willing and able to support planners who do this.

If you’re not on a first-name basis with the team at your site DMO, then most likely you are not taking full advantage of everything they have to offer you. It’s much more than staffing the info booth at your events. CVBs should be considered your strategic partner, one completely vested in your success.

To better understand how they can support planners, we invited leaders from across the Midwest to weigh in on some of the critical issues currently impacting the industry and to offer suggestions on how to make best use of their resources.

Our panel included the following:

  • Julie Pingston, President And Ceo, Greater Lansing (Michigan) Convention & Visitors Bureau
  • Christine Rebout, Executive Director, Janesville Area (Wisconsin) Convention & Visitors Bureau
  • Nichole Campbell, Director Of Sales, Visit Fort Wayne (Indiana)
  • Pam Seidl, Executive Director, Fox Cities Convention & Visitors Bureau
  • Christine Pleva, Executive Director, Visit Greater Lima (Ohio)
  • Sarah Focke, Tourism & Convention Sales Manager Kearney (Nebraska) Visitors Bureau

Q: WHAT CAN A CVB OFFER TO YOU AND YOUR EVENT?

CHRISTINE PLEVA, VISIT GREATER LIMA:

A CVB is a valuable resource for meeting planners, and planners should take advantage of all the complimentary services a CVB offers. A CVB provides service opportunities that can assist a planner in all stages of event planning. Our CVB is not here just to promote our destination, but to make a planner’s job as easy as possible by providing value to the planning and implementation of their event. We have the resources and connections to assist planners throughout the processes of meeting planning, execution and follow up. Our assistance is very strategic to meet the planner’s needs in all stages of the event.

In addition, CVBs can offer insight into their destination, suggesting and aiding with site inspections and bid proposals, securing venues and hotels, reviewing team-building opportunities, dining options, transportation, after-hours activities and so much more. This process will enable both the planner and the event participants to experience the destination to its fullest. We can show why our location is unique and implement that uniqueness into the event. Using a CVB is not only a way a CVB is able to showcase its community, but it is a no-cost time-saver for the meeting planner.

In addition, our CVB offers full meeting and convention consultation, resource packets for pre-event mailings, assistance with local guest speakers and entertainers, official welcome letters and proclamations, welcome bags that include brochures and other items, event registration assistance, customized itineraries and tours, and media assistance.

Q: WHEN’S A GOOD TIME TO REACH OUT TO A CVB?

JULIE PINGSTON, GREATER LANSING CVB:

A planner can reach out to us from the moment they are considering Lansing as a meeting destination or even at the last minute when they want some dining maps to pass out onsite to the meeting attendees.

CHRISTINE REBOUT, JANESVILLE AREA CVB:

Anytime is a good time to reach out to a CVB, but as with most things, the earlier the better. We may have community information that could impact your dates or the size of group you are planning to bring in. We also may be able to connect you with additional speakers or sponsors.

Q: HAS THE CVB/MEETING PLANNER RELATIONSHIP CHANGED SINCE THE PANDEMIC?

NICHOLE CAMPELL, VISIT FORT WAYNE:

We have seen an increase in planners utilizing our organization since the start of the pandemic as there have been many changes within the hospitality industry — contacts prior to the pandemic may not be the same. We are more aware of health guidelines within our local community and planners rely on us to be able to speak to how situations may be handled moving forward. The relationship between a CVB and meeting planners has also become more flexible through the pandemic. There is an understanding that sourcing, planning, booking and executing an event is different from how business was done prior to the pandemic. Both parties have gained more patience and understanding with one another to ultimately make an event successful in the selected destination.

CHRISTINE PLEVA, VISIT GREATER LIMA:

We have seen planners looking forward to resuming in-person meetings and events after two years of uncertainty, virtual events, and lack of interpersonal interaction. The need for a human connection and social interaction is strong as we continue to return to some sense of normalcy. These personal interactions and conversations can be the key to a positive planning experience.

Technology has allowed us to Zoom, Go-To Meeting, Skype and utilize webinars that have helped us all during the pandemic. We were able to reimagine our communities and how we can interact with others in our industry. We have used emails and texts to communicate while working remotely. Technology has played an unprecedented role during the pandemic, yet there are immeasurable benefits to in-person communication and interaction. The desire for the ‘personal touch’ and that in-person relationship building helps with building both trust and long- standing relationships between the CVB and planner.

It is time to reconnect, with safety, confidence, and productive engagement so we can all benefit as we help the meeting and tourism industries recover.

Q: ARE YOU SEEING ANY CHANGES IN THE INDUSTRY SINCE THE PANDEMIC. ANY TRENDS… ANYTHING NOW THAT WAS NOT PERTINENT PRIOR TO 2020?

PAM SEIDL, FOX CITIES CVB:

The contract window is much smaller and event attendees are registering much closer to the event date. Both of these can cause stress for the planner.

The need to be flexible with plans, on both sides, is essential. For instance, an attendee may not register until really near the event date because they want to ensure they will be able to travel. The prospect of losing registration fees if they contract Covid and can’t go is going to be a real concern even as we evolve through the pandemic.

SARAH FOCKE, KEARNEY VB:

I’ve heard planners are looking to more second and third tier locations in an effort to keep costs down; are conducting more regional events rather than one large convention.

JULIE PINGSTON, GREATER LANSING CVB:

We are seeing a shorter window for booking and coordinating meetings as a result of the pandemic. However, the biggest challenge has been the shift in the hospitality workforce. In Lansing, we have worked with our partners to continue to elevate the opportunities for hospitality as a career path, however, those measures are not yet able to fully address the current challenges the industry is facing nationwide.

Q: FOR THE SUCCESSFUL RELATIONSHIPS YOUR CVB HAS WITH PLANNERS, WHAT IS THE KEY?

CHRISTINE REBOUT, JANESVILLE AREA CVB:

I think the key to a seamless CVB/ Meeting Planner relationship is communication that is both early and often. There are so many things your CVB can help with and take off a meeting planner’s plate, like transportation to and from the airports or local printing service, that it really allows a planner to grow their attendee experience and help drive attendance at the meetings.

NICHOLE CAMPBELL, VISIT FORT WAYNE:

Free flowing communication. Keep us in the loop with your goals and needs so that we can work together to put timely action plans in place to keep the planning process running smoothly. We’re here to help, so never hesitate to reach out to your CVB with big or small questions.

PAM SEIDL, FOX CITIES CVB:

It is important to be transparent with your planners. They would rather you tell them that the dates they want for their event are in high demand, rather than just book them for the sake of booking. Additionally, if a venue they are interested in will not be large enough for their event, be honest about that and offer alternatives. Lastly, if you are able to help planners save in an area of their budget, they will look like stars and remember you for assisting them.

CHRISTINE PLEVA, VISIT GREATER LIMA:

The key for our CVB is to provide authentic interactions with planners and deliver on our shared goal of making their time working with us productive and helpful. Our goal is to help make their event memorable and successful.

By putting their trust in us, our knowledge and expertise of the community and the process of hosting an event, the stage is set for a long-term collaborative partnership with benefits for everyone.

Q: DO YOU HAVE ANY RECOMMENDATIONS FOR PLANNERS?

JULIE PINGSTON, GREATER LANSING CVB:

We would recommend working with a CVB to create a relationship built on partnership and collaboration. We are experts in meetings and events and are invested in the success of all events held in our Greater Lansing region.

SARAH FOCKE, KEARNEY VISITORS BUREAU:

Meeting planners need to know CVB’s are their destination experts. Planners should contact a CVB early in the process. They’d be amazed at what we can help them with throughout their planning and execution of the event.