Sometimes we get so caught up in the early stages of planning our meetings – finding the perfect destination, choosing the best hotel match, negotiating the contracts – that plans for handling the on-site logistics get pushed to the back burner. You and your staff can handle the details later, right?
Here’s the ideal sequence of events. You started off by researching various locations on empowerMINT.com. Then your CVB sales professionals gave you valuable destination education and provided you with their unique insight about various venues. Next, the CVB distributed your request for proposal (RFP) to the hotels and facilities that you wanted to hear from, and assisted in getting timely, detailed responses to you. When it was time for the all-important site inspection, your CVB partner made all the arrangements for your visit and escorted you to your appointments. Finally, the knowledge you gathered from the CVB helped you get the best deal in contract negotiations. Throughout the process, the CVB advocated on your behalf.
But the CVB’s role in helping you produce a successful meeting doesn’t end there. This is where CVB services kick in to help with the logistics of meeting production. It’s like someone giving you an experienced, skilled staff person – for free!
The variety and extent of services that the CVB provides after the RFP process are countless, but we group them into five general categories:
Event and Off- Site Selection Support: Your CVB partner combines the insight they’ve gained about your group with their specialized destination knowledge to recommend off-site venues and support service vendors that you might not have discovered on your own.
Attendance Promotion: It’s not always true that “if you book it, they will come.” Sometimes potential attendees need a little encouragement, and the CVB is there to help by providing complimentary maps and general destination information, logos, destination videos, and photo albums which you can use to build awareness and create excitement about your meeting’s location. Additional attendance promotion services may include a customized landing page or link on the destination website, small logoed promotional items, and destination materials to hand out at the prior year’s meeting.
Political and Community Liaison: The CVB can provide invaluable introductions to the local political community and business industry, and suggest appropriate local charities, green practices, or social responsibility projects to incorporate into your meeting.
Public Relations Services: Good press is invaluable! Your CVB partners can provide the local media lists and connections to get your message out there.
On-Site Services: You know how good you feel when you step off the plane and there are welcome signs and banners recognizing the arrival of your group? Ask your CVB professional what they can do onsite to make your attendees feel special and valued. Consider using CVB registration personnel to lighten your staff’s load. If you have unscheduled evenings, and your attendees tend to be foodies, perhaps a restaurant information booth can be arranged. The list of available on-site services varies by destination, and there may be a charge or meeting size requirement.
One last reminder: always make the CVB your first point of contact when you begin planning a new meeting. Your partnership with CVB destination experts guarantees that you’ll receive all of the follow-up services you deserve!