Do you think of only using a CVB for large conventions with thousands of attendees, a large exhibit program and multiple hotels? If so, think again. CVBs offer a variety of services and programs for any size of program or event, and many of these are at no charge to their clients.
The role of a CVB is to market its destination, which can include a specific city, geographic area, or in the case of tourist commissions, an entire country. While some bureaus are membership based, the majority of their funding typically comes from a portion of the occupancy tax generated by local hotels. As such, it is their goal to work with organizations to bring their meetings, conventions and events to their respective destination. They do this by offering services that can save your company both time and money.
One of a CVB’s key services is to provide a unique destination perspective during an organization’s search for a location. This includes not only hotel information, meeting facilities and capacities, but also such critical components as air access and pricing, special event venues and programs unique to their destination. As a bureau represents all of its constituents, they offer a “non-partisan” approach to clients rather than promoting a single hotel chain or individual venue.
The second key service is the coordination of site inspections. Most bureaus will handle all details of a site inspection, from viewing of hotel and convention center facilities to an overall city tour. This service is generally available whether you are using multiple hotels or are planning a one-hotel piece of business. They will do all of the legwork for you, and as they know their destination, they can do this in the most efficient way possible.
Once your program is booked into a particular location, the CVB continues to provide support services. Most bureaus will assist with marketing materials to help sell the destination for that year’s meeting, as it is in their best interest as well to have strong attendance. This can include anything from printed collateral, marketing support and e-mail blasts. Many bureaus will also send a representative to your prior year’s convention to help promote the destination for the following year.
Similar to a hotel, a CVB will assign a convention services person to handle all of the details of the program. This individual acts as a liaison between the various components of the destination, including your hotels, convention center or meeting facility, and local restaurants and service providers. As your advocate, they are there to handle any potential problems or challenges that might exist.
The other area of service unique to bureaus is coordinating local city support and services. If your organization needs help with special permitting, police and fire support, or the hanging of special banners throughout the city; the bureau can assist in the coordination.
A really creative CVB will also help your organization tie into the unique aspects of its destination to make your event memorable. For example, if you are an educational association promoting literacy, your CVB could arrange a writing contest within the local school district. This allows the bureau to involve the community, which results in positive publicity not only for your organization, but for the bureau and the destination as well.
Lastly, don’t hesitate to ask the bureau to help promote the event once it is in their destination by generating some additional publicity. Most CVBs have public relations departments that can send out press releases on your event, and even help coordinate articles in their local newspapers.
As you can see, partnering with a CVB offers your organization a variety of unique services that will help you to book the right destination, sell the destination effectively to your attendees and ensure that your meeting is successful in all ways. Ultimately that is the bureau’s goal as well, so that you want to return to their destination in the future.
