Putting CVBs to work for Your Meetings Society of Government Meeting Professionals Education Resources Networking A Gilmer Institute of Learning Presentation Original Content Provided by Kelly Roche, CGMP, CTA www.sgmp.org

“I not only use the brains that I have, but all that I can borrow.” President Woodrow Wilson www.sgmp.org

Session Learning Goals Understand how and why CVBs exist Learn how to best utilize the wide range of resources offered by CVBs to make your next meeting or event a success www.sgmp.org

Attendee Survey How many: How many have ever used a CVB before? Meeting Planners 3rd Party/Meeting Management Firms How many have ever used a CVB before? How many haven’t? Why not? www.sgmp.org

Today’s Agenda What is a CVB? Misperceptions and Common Questions CVB Services 3rd Party Firms and CVBs What does a CVB need from you? How Business Is Evaluated Open Forum www.sgmp.org

What is a CVB? IN ENGLISH: Destination Marketing Organization An umbrella organization that sells to and services all types of travelers. An information clearinghouse, convention management consultant and promotional/marketing body for the community. A coordinating entity that brings together the interests of local government, trade and civic associations, and individual travel employment and enhancing the quality of life for its residents. suppliers to build outside visitor traffic to an area. An economic development agent that assists in increasing an area’s income and IN ENGLISH: Destination Marketing Organization www.sgmp.org

The CVB “Brand Promise” We are the visitors’ and meeting professionals’ trusted partner - the heart, soul and energy of our destination. We drive economic success and enhance the quality of life in our communities. Our communities appreciate our contribution: “The better the CVB, the better the experience.” www.sgmp.org

CVB Characteristics Over 60% are independent, 501 (c) 6 organizations 25% are some form of government agency More than 75% cite hotel/motel tax as their primary source of funding Other sources include membership dues, advertising revenues, grants, in-kind services. Note: Not all CVBs are membership organizations. The last bullet item of this slide is an opportunity for each of us to offer some individual perspective on our respective bureaus – talk about how you are structured (both as an organizational charter and your specific organizational focus), whether or not you are membership based, how you deal with leads (blanket? Members only? Client request only?). www.sgmp.org

Typical CVB departments Sales – Conventions and Leisure/Tourism “City Wides” and Other Groups Services Public Relations/Communications Marketing/Advertising Administration Membership Housing www.sgmp.org

Misperceptions about CVBs CVB services cost money. CVBs receive a kickback on meetings booked through them. If you use an NSO, you don’t need a CVB. I have/am a DMC, so I don’t need a CVB. CVBs only help citywide conventions, not one or no hotel meetings. CVBs will send your leads to their entire membership universe. My host hotel/s can provide me with all the information and resources I need. Only big cities have CVBs. What else? www.sgmp.org

Common questions for CVBs How do you send information to hotels when you receive our RFP? Can you help with things for our attendee guests to do? What’s the difference between a CVB and a DMC? How can I learn more about your destination? How can my attendees? www.sgmp.org

More common questions for CVBs Yours is not a very well known destination. What will you do to help me sell this to my boss/board/attendees? I’ve booked a meeting at your hotel. Now what will you do for me? My meeting is over. Why are you still asking questions about it? Any others? www.sgmp.org

CVBs aren’t just for City-Wides Bureau process for a City Wide Sales Service Bureau process for a one-property booking Each of you should plan to walk through the lead process in your organization – how you determine who handles what kind of business and what happens on that rare occasion when the customer calls you first – whether it is for a citywide or a one-property piece of business www.sgmp.org

CVB Services – A Sampling Promotional materials Printing and mailing service Sponsorship assistance Discount coupon program Offsite event locations Speaker assistance Customized attendee websites/mini-sites Customized city maps Pre-registration, name badges, lead retrieval On-site registration staffing Surveys What do you need? In each of these next few slides, be prepared to offer “real world” examples from your bureau – how various customers have used various services, from the most basic to the most unusual. www.sgmp.org

Other CVB Services Housing management Permits for parades, street closings, venue access, etc. Official welcomes, presentations, dignitaries Local educational opportunities Community service events for attendees Volunteer recruitment Local vendor referrals The “meeting planner’s meeting planner”, and the “DMCs DMC” www.sgmp.org

CVB Marketing Resources Brochures and collateral to enhance attendee interest – including digital! Imagery (including slides, digital images, video, logos) to use in your own promotional materials – complimentary! Generate and distribute press releases and photo advisories to encourage attendance or recognize your meetings and events Identify unique story angles to generate awareness either pre- or post-event www.sgmp.org

The CVB next door Build in added value (and possibly added revenue potential) by building in pre- or post-event trips Your CVB partner can work with you and nearby destination CVBs to create dynamic and entertaining pre- or post-trips Examples: Pittsburgh Meeting: pre and post trips to Frank Lloyd Wright’s Falling Water (Laurel Highlands) or Niagara Falls Minneapolis Meeting: pre and post trips to Fargo ND or Minnesota’s North Shore or the Mississippi Valley Irving Meeting: pre and post trips to Dallas or Fort Worth www.sgmp.org

How do 3rd party firms work with CVBs? The same way we work with any client!! CVB respects the client’s wishes in lead distribution, regardless of whether the client is an independent planner, a 3rd party housing firm or a staff planner CVBs can work with National Sales Offices for the benefit of their local properties CVBs will work with “preferred properties” at the client’s request www.sgmp.org

What does a CVB need from you? How RFPs help Why Meeting Histories mean so much How identifying your “flexibility” points can maximize value Alternate dates Pattern options Other “on site” revenue opportunities – F&B, etc. www.sgmp.org

How business is evaluated: Part I Does the business actually “fit” the space? What is the rooms:space ratio? Are there any F&B events on site? Does the business fit a “hole” on the calendar? Does it come at a “need” (valley) time or during a peak? www.sgmp.org

How business is evaluated: Part II Is it flexible – can dates be shifted? Is it short-term or long-term business? Is it one-time only business? Does your company do a lot of business with my company? www.sgmp.org

Open Forum What do you want from the CVBs you work with? What do you wish we understood better about your business? How and who do you want us to be? What do you wish we could do for you? What do you wish we’d stop doing? www.sgmp.org

Conclusion Thank you for attending today’s program! We hope you learned something new! www.sgmp.org