Alaska: a great place for a convention.

• Author: Orr, Vanessa
• Position: A guide for planning a meeting or convention

Planning a meeting in the Last Frontier? Local CVBs make it easier.

Planning a meeting or a convention is always a challenge; for some, the idea of holding an event in Alaska might make it seem even more difficult. According to those who work at the various convention and visitors bureaus across the state, however, nothing could be further from the truth.

"People from the Lower 48 may not know much about Alaska, and for that reason, they may have some preconceived notions about the problems of holding a convention here," explained Sara Chambers, director of convention solutions, Juneau Convention and Visitors Bureau. "It's actually quite easy to hold a meeting in Alaska, and we're here to help them in any way we can, from putting them in touch with vendors who will provide the products and services they need to helping them man their registration desks."

Even in the more rural areas of Alaska, help can be found for those meeting planners who are looking for assistance with accommodations, transportation and activities. "We provide help in finding the best transportation costs, pre- or post-conference entertainment, and whatever else the planners need," said Mya Renken, executive director, Unalaska/Port of Dutch Harbor Convention and Visitors Bureau. "We have most of the amenities you'll find anywhere else, and while some might find it disconcerting at first to visit rural Alaska, they usually find it's a great experience."

How to Get Started

According to Julie Dodds, convention sales manager at the Anchorage Convention and Visitors Bureau, the easiest way to arrange an event is to talk to the ACVB first. "We can save meeting planners a ton of time, because we're a one-stop shop," she explained. "If they'll call us and give us the dates, the amount of people they expect, the types of food and beverages they want, and some other useful information, we'll go to work for them. The more details they can provide, the better."

The ACVB then uses this information to put together a Request for Proposal, which it sends out to its members. Those members who meet the event criteria supply the ACVB with proposals, which are then given to the meeting planner. "At this point, they can start negotiating directly with the hotels they are interested in, instead of having to call each property separately for information," said Dodds.

One of the best things that a meeting planner can do, especially if they have not planned a meeting before, is to request a Meeting Planner's Guide from the CVB. The guide lists the types of questions they might want to ask concerning accommodations, convention center or meeting hall site inspections...