In a recent webinar presented by Meetings Media, publisher of Meetings MidAmerica, Margie Johnston, president of Revenue Resources, relayed some of the ways CVBs can make meeting planning easier. To view the free archive version, visit www.meetingstoday.com/webinar.
- Bureaus have expert knowledge about the destinations they market. From restaurant guides to promotional materials, they offer destination information in a variety of forms. CVBs help locate the best “fit” for a program, and their usually free advice can save time and money. Example: Via electronic or human resources, they often can find dates and rates for groups.
- CVBs function like a general construction contractor. They deal with the big picture, and can direct planners to the appropriate specialists for transportation, unique event venues and other program components. Planners who don’t want to hear from all bureau members should ask if their request can be tailored to their specifications. Example: Responses should only be from independent hotels in a downtown location.
- Involve the bureau during the RFP process to secure space and dates. Give them lots of information to help you prepare a comprehensive bid. It’s important to be specific about your needs and wants to get the best level of service. Though most don’t negotiate contracts directly, they often act as intermediaries between facilities and buyers.
- Rely on bureaus to organize and implement site inspections. Most will coordinate elements of site inspections, including facility visits and transportation to the destination, often on a complimentary basis.
- Fulfillment of special requests. Need to close a street for a parade or VIP arrival? Or maybe you’d like to procure some sponsorships to lift the bottom line. Ask the CVB to help. They have the right contacts to make the difficult and even the impossible happen.