Monthly Archive for February, 2009

10 Reasons To Use A CVB from BostonUSA

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staff
on February 18, 2009
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Boston Duck Tours

Lisa Deveney, Director of Convention Services at the Greater Boston Convention & Visitors Bureau provides 10 reasons why event and meeting planners should use a CVB.

  1. When It’s Right…It’s Right. Think of your local CVB as your meeting matchmaker! We help find the right fit between your meeting and a venue in the city you are considering. Do you need a hotel? Are you considering a conference center? Could an auditorium work for your group?  We will start out broad and narrow down the choices to those properties that best suite your needs.
  2. Let Us Do The Legwork. Don’t feel overwhelmed thinking of all the potential venues you have to contact with your RFP.  Your CVB will contact the venues on your behalf and ask them to send their proposals directly to you.  Or, we can gather up the proposals and send them to you all at once, creating an easy to read summary of all the offers available. Our goal is to make the process as easy for the planner as possible.
  3. We Want You To Look Good. We help you generate responses so you get the best options and thorough proposals – all before your deadline. We will take care of the follow up and make sure you have every option available.  Allow us to use the relationships we have developed in the city to your advantage.
  4. We Know Our Stuff. Consider the CVB staff your city experts. What’s new, who’s renovated, what are the advantages of each neighborhood, suburb, or resort…We’ll give you all in inside information.
  5. Leave The Planning To Us. No more trying to figure the ins and outs of a new city during a site inspection. CVB staff will help you from start to finish, making sure we maximize your time.  By creating a personalized itinerary, we make sure your appointments are geographically located and fit your meeting parameters.
  6. We Just Keep On Giving. You’re not forgotten once you book your meeting.  By using a CVB for your search, you are at the top of the list to get attention from the Convention Services Department.  They do not wait for you to contact them, they will contact you to offer assistance.
  7. No Question Is Too Big. Or, Too Small. Need a destination management company, a venue for a reception, a transportation company or a sightseeing tour?  The CVB can help!  It’s not just about the location, we also help with all the services you need to enhance yours and your attendee’s experience while you are here.
  8. Stress Free Is The Way To Be. Should challenges arise, CVB staff know just who to call to get your issue resolved.  We challenge ourselves to find an answer to your question in two phone calls.  How will the local parade affect the timeliness of my meeting? Patriot’s Day….that’s a holiday? How frequent does the public transportation run during rush hours?  These are the types of questions your local CVB and handle with ease.
  9. Who Said Nothing In Life Is Free? Most CVB’s will offer planning and selection services are free of charge!  Plus, once you’ve booked, we can further assist you with exclusive free promotional materials, such as photos, maps, DVDs, B-Roll and guidebooks, all the materials you need to promote your meeting and the destination.
  10. Great Minds Think Alike. We’re friendly, efficient, and helpful.  Just like you.

Consider Boston for your next event, meeting or convention. Contact Lisa at 617-867-8216 or e-mail ldeveney@bostonusa.com for more information.

Event Planner Profile: Shelley Griffin

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Mary Ellen Tristram
on February 18, 2009
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Shelley Griffin

Shelley Griffin is President and Founder of Griffin Conference Group in Belmont, MA. I had the privilege to talk to Shelley about her career, upcoming events and the relationships she developed with local CVBs.

WTTC:  Shelley, how many years have you been working as an event and meeting planner?

SG: I’ve been a meeting planner for over 20 years. I served as the Conference Manager of the Archaeological Institute of America for 14 years before launching  Griffin Conference Group four years ago.

WTTC: Do you have a professional designation? How has it helped your career so far?

SG: I just earned the CMM designation.  I can’t honestly say that it has helped, yet, but it may in the future. Others in the industry will know what the CMM is. It will be interesting to see whether any of my clients ask about it.

WTTC: What type of events are you planning for 2009-2010?

SG: A number of my clients are local universities. As a result, many of the events I’m currently working on are educational conferences. I enjoy working in the academic community. This has turned into a real advantage as educational conferences are less likely to be cancelled than some other types of programs.

WTTC: What is the one key element of an event program that you just can’t do without?

SG: Badge holders, stock, ribbons, bags, etc. I usually deal with Marco Promotional Products in Harrisburg, PA. They’re great!

WTTC: When would you ask a CVB to assist you?

SG: Whenever I have a program that requires more than one property, I always contact the local CVB right away. Or, when I’m considering booking a location that I’m not familiar with. I find it invaluable to get assistance from the local CVB.

Depending on the size of the program, the bureau will organize site inspections with various properties. When it’s a large program, they usually send a staff member to accompany me while I visit the hotels.

There have been a few times when I’ve sent out an RFP and not heard back from the hotels regarding availability. This occurred mostly when I was trying to place a program during peak periods. When this happened to me in Boston a few years ago, I contacted the CVB and they got the hotels to respond. With the economic downturn, this hasn’t been as much of an issue.

WTTC: What other CVB services do you use?

SG: You can’t beat the photos and promotional materials available from CVBs. I always use the materials in my event program, event Website, and marketing materials.

WTTC: How can a planner better utilize the services of a CVB?

SG: One thing that always surprised me is how infrequently planners work with CVBs, especially those in their home city. In fact, some planners are not aware that they can utilize CVB services.

Mary Ellen’s DMC Tip for February

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staff
on February 18, 2009
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Mary Ellen's DMC Tips

Q: Mary Ellen, I own a DMC in Philadelphia? Should I be thinking about joining the local CVB?

A: I can tell you from experience that being a member of the local CBV can be very valuable for your business. One caveat though. You should join with the intention of being an active member. A good working relationship with your local CVB will give you a step-up at the proposal stage and can get you some important face time with the planner. Your membership gives you access to a great resource for building strong supplier contacts that will be helpful when you secure a convention.  This business is all about partnerships and your local CVB is your partner to developing ones that work.

Mary Ellen Tristram is a DMC expert and partner at WTTC.com.

Do you have a DMC-related question that you’d like answered? Ask Mary Ellen by sending your questions to met@wttc.com.

Kathy Bainbridge East Joins WTTC.com

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on February 18, 2009
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Kathy Bainbridge East has joined WTTC.com as National Sales Manager after a lengthy career in the hotel and hospitality industry, most recently as Account Director with Westin Harbour Castle Hotel.

Kathy will be working closely with Mary Ellen Tristram to support listing partners and expand national sales.

She is a former Chapter President of the Professional Convention Management Association (PCMA) and has been a board member of Canadian Hotel Marketing and Sales Executives and Meeting Association (CHMSE), Meeting Professionals International (MPI).  She also served on the National Affiliates Committee for the Canadian Society of Association Executives.

Kathy is a graduate of the Chamberlain School of Retailing in Boston, MA.

Common Misconceptions about CVBs

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staff
on February 18, 2009
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1. CVBs solely book hotel rooms and convention space.

CVBs represent the gamut of visitor-related businesses, from restaurants and retail to rental cars and racetracks. Therefore, they are responsible for introducing planners to a full range of meeting-related products and services the city has to offer. Basically, they match needs to a city’s resources.

2. CVBs only work with large groups.

More than half of all meetings involve less than 200 people. These meetings are just as important to a CVB as larger ones. In fact, larger bureaus often have staff members specifically dedicated to small meetings.

3. Bureaus own and/or run the convention center.

Only five percent of CVBs run the convention center in their location. Nevertheless, CVBs work closely with local convention centers and can assist planners in getting what they need from convention center staff.

4. Planners have to pay CVBs for their services.

In truth, the services of a CVB are free. Most bureaus are primarily funded through hotel occupancy taxes. Some bureaus also charge membership fees.