Contact the CVB.

• Author: Fowler, Marilee
• Position: Meetings & Conventions - Contacting the convention and visitors bureau when planning a meeting - Brief Article

Planning an annual meeting for 40 or 4,000 is challenging, exciting and, unfortunately, sometimes frustrating. Where to hold it, what to schedule during down time, and how to please so many people are a few of the objectives facing the organizer.

For most planners, convenience is the key. They are looking for a convention-quality hotel with enough rooms for the entire group and adequate meeting space for conferences and banquets. Once you determine your expectations, you can begin making a list of available facilities within your allowable traveling distance. From this point, you should contact a facilitator in the cities of interest and allow them to assist you. Most convention and visitors bureaus, convention centers and large hotels have sales and service divisions whose primary responsibilities include meeting and event planning.

Our office receives numerous requests from groups seeking information. After listening to the needs of the planner, we encourage their group to schedule a site visit. Site visits provide the planner with crucial information about the venues and attractions in the area. The planner will experience first-hand the quality of service the facilities offer. How eagerly the facility embraces your visit will provide you with a wealth of information as to what to expect when your group arrives for its stay. Their specialty in catering, scheduling, and the quality of services they will offer your group should be demonstrated and discussed during your visit.

If you wish to visit entertainment venues during your visit, request a tour of different attractions. If you require special transportation to evening events or day trips, ask your salesperson to provide the information to you along with fee structures. In Evansville, for example, we have been successful in shuttling conventioneers on our city transit system via trolley cars. This quaint and comfortable mode of transportation is both affordable and fun.

In determining what type of space you need, you will want to be specific with the facilitator or salesperson as to how many people you expect and for what...