- What do you do if you don't have chemistry with the CVB representative?
In the rare instances when I don’t have chemistry with the representative from the CVB who has been assigned to me, I request that I work with a different person. My request has never been denied. It’s all about business and should not be taken personally. The objective is to develop a good trusting relationship that is mutually beneficial.
- How does working with tourist offices differ from working with CVBs?
Tourist offices represent countries outside of the USA whereas CVBs represent locations within the country. Tourist offices don’t charge for services and I recommend taking advantage of destination management companies that are independently owned and are not funded by the government. Tourist offices can guide you regarding visas, custom brokers, local customs and regulations. In planning meetings or events outside the U.S., remember to check with U.S. authorities on regulations guiding non-American citizens returning to this country.
- We recently booked a large event in Chicago in October 2013. Can CVBs still provide services to help us after we are contracted with a hotel or can they only assist before any contracts are signed?
CVBs can assist you after your contracts are signed but the scope of services provided are much less extensive. Check with the Chicago CVB to determine how they can help you. It never hurts to ask.
- Will CVBs assist with large meetings/trade shows that are local and no sleeping rooms required?
CVBs differ in services that they offer. Check with a representative to inquire about how they are funded and what services they can provide. The major objective of the CVB is to put heads in beds and bring revenue into the city.
- Getting the RFP to the CVB at the beginning of the process is so important as we (CVB) do our budget the year before and have to budget accordingly, otherwise we can't provide all the services. Sometimes would-be clients have already booked directly with the hotel and then come to us later. What do other CVBs do in this situation in offering their complete list of services, especially the costly ones like bus transportation for citywide meetings, welcome baskets, signage or even air travel for follow up pre-con meetings? Do they limit it to Visitor Guides and other promotional collateral only?
The best resource to respond to this question is to contact DMAI. They have an annual conference and it would be beneficial to network with your colleagues.
- What is usually included in a risk management plan?
It is critical to form a task force to brainstorm about ALL of the possible risks that your meeting might face and then develop a strategy for each of the risks that are identified. I recently presented a three-hour Boot Camp on Risk Management. I suggest that you participate in a webinar presented by Meetings Focus or attend a workshop at one of the professional association conferences.
- As a planner, do you appreciate receiving information from CVBs letting you know what they have available, what's new in the area, etc.? What is the most effective way that CVBs can share information with planners?
One of the most effective CVB representatives is Barry Hoehn of the Birmingham CVB. He called me to discuss whether I am planning a meeting or event there and he checks in with me every six months. Most planners prefer NOT receiving mailings. Save the planet, your time and money. It’s important to ask how planners want to be communicated with. Not all planners are alike. I develop most of my relations on online discussion groups and through industry organizations.
- Can you comment on CVBs assisting with finding restaurants?
CVBs can definitely assist planners with restaurant recommendations by type and price. Provide the objective for the dining experience, the profile of the attendee, budget and history to assist them in making recommendations to you.
- Can you tell me again how CVBs generate revenue other than some through room taxes?
Some CVBs are funded by the municipalities. One size does NOT fit all. Ask how the CVBs are funded. Memberships CVBs receive dues from their members and the first obligation is to direct business to their members.
- Would it be appropriate to ask the CVB to intervene if I have a problem with communications with the hotel directly?
I would contact the CVB for recommendations on how to manage a situation rather than intervention.
- Have you seen any CVB services that you feel are cutting-edge?
I think the partnering of CVBs in different sections of the country is a brilliant way to share leads and costs at industry functions and in marketing their destinations. Check out the websites of CVBs to compare the services that are being offered. Some CVBs are using social media very effectively.
- How do you figure out what the name of the CVB in the city you're looking into information for now that they all go by different names and not just CVB anymore?
I am a heavy user of Google which can guide you in locating the CVBs. Also, take advantage of DMAI, which represents most of the majors CVBs and they can guide you in locating the appropriate contact. Check out the guides provided by Meetings Focus in their publications.
- Can you elaborate on how CVBs do not conflict with communicating with your national sales contacts? It seems if I contact both, there might be unnecessary overlap. If that is the case, who should I contact first?
I would always contact the person with whom I have an established relationship first. The national sales office may not have an appropriate property in the city that you are considering. If you DON’T have a solid relationship with the national sales office, I’d check with the CVB first. If you DO have a great relationship with your sales rep, contact them first and then approach representatives of the cities that you are considering.
- I use National Sales to site hotels. How do CVBs and National Sales work together? Do CVBs help with contract terms or issues that arise during the planning phase?
CVBs do NOT help you with your contracts; however, your contact might mention experiences other planners have had. Listening to their clues is critical to learning ideas that you might not have thought of.
- Would it be wise to negotiate with hotels directly to avoid the tax the CVB makes on the rooms?
The tax is NOT based upon the service that the CVB provides to you. It is based upon laws that are passed by governmental bodies. The only way to avoid the taxes is if you are a nonprofit organization with a local chapter in the area where the meeting is being held and that is determined by laws in place.
- Can you give me more information on what citywides are and do they happen around the same time each year?
The CVBs can provide you with information on citywide conferences. Some citywide conferences at the same time each year whereas others don’t. It varies.
- Do monetary incentives only come for city wide conferences?
No, ask and you MAY receive.
Bonus Questions!