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Convention and Visitors Bureaus have much to offer
by Megan Moyer
As you plan your next reunion, whether it’s in your city or elsewhere, take advantage of the local convention and visitors bureau (CVB). Sometimes known as a convention and visitor center or commission (CVC) or association (CVA), these agencies exist to promote and help you enjoy their city.
Contact CVBs while you are still deciding where to hold your reunion. They can provide information to help make your decision. Then take advantage of the many services CVBs offer. Many reunions benefit from local CVB assistance. Whether you are planning a reunion for the first time or are just running short on time, CVBs can provide extra resources, ideas and, in some cases, extra hands reunion planners need. CVBs offer various services depending on their size and your group’s size. The majority of CVBs will provide these complimentary services.
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assistance gathering proposals for accommodations and venues
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familiarization tours (FAMs) and site inspections
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promotional literature for distribution to members in advance or upon arrival
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help locating services such as transportation, recreation and picnic facilities
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suggested tour itineraries.
Ask what is complimentary and what the bureau charges for. In most cases, if there are charges, they are minimal. Jeff Malan, services coordinator at the Lincoln, Nebraska, CVB notes, "We are a non-profit, non-government agency, funded solely by a two percent lodging tax. Our services are free depending on the number of sleeping rooms a group uses at local lodging. If a group doesn’t use enough sleeping rooms to cover the value of services requested, we charge for the difference." Most CVBs have literature to help you start planning. St. Louis, Missouri, Convention and Visitors Commission offers Reunion Planning Kits. The Buffalo, New York, CVB publishes a 14-page military reunion guide that includes planning and search tips for activity and entertainment suggestions, resources, a checklist and calendar.
Proposal gathering
Use CVBs to do the legwork gathering information to learn about reunion facilities like amenities, airport transportation, meeting space and complimentary services or special deals. Your proposal will need to include expected arrival and departure dates, number of sleeping rooms needed, and any budget limitations. The Montgomery, Maryland, CVB facilitates proposal gathering for accommodations and other venues. Amanda Behrman, group services coordinator at the Greater Woodfield CVB in Illinois, worked with Renee Taylor, the Jackson-Simmons Family Reunion planner two years in a row. Behrman sent proposals to area hotels that could accommodate the group’s needs which saved Renee the time of calling sold out, too small or too expensive properties. Lisa Betley, senior sales manager at Jacksonville CVB faxes bids to hotels meeting reunion specifications and either has proposals sent directly to planners or combines all the bids into one document for the planner’s review.
Promotional literature and freebies
Every CVB provides enough free visitor guides and area attraction maps and literature to share with everyone attending the reunion. Freebies depend on the bureau and your group’s size. The Savannah, Georgia, CVB provided recent military FAM attendees with goodie bags that included disposable cameras. The Louisville and Jefferson County, Kentucky, CVB provides maps and slides for newsletters and offers pins and bags at cost. Kansas City, Missouri, CVB provides maps, visitors guides, brochures, plastic handled bags and printed material to send with your invitations. Alburquerque CVB provides registration help, literature, promotional videos and slides and local media contact. After making reservations, the St. Louis CVC provides a Welcome Packet for each booked room. Renee Eichelberger of the tourism sales department customizes kits so a family or group receives information members are most interested in.
Locating services/securing venues
CVBs can be a reunion planner’s right hand when it comes to finding and securing the right venue. Ann Lansey, Baltimore, Maryland, is hosting 200 members at the Gaines-Lansey Family Reunion in July 2002. With the Baltimore Area CVA’s help, she hopes to secure the Baltimore Zoo as their location. Chosen for its history, beautiful pavilion and many activities and exhibits, Ann is confident it will be fun for all family members. She is also securing a tour guide to lead a customized Afro-centric city tour including Bethel AME Church and the family bank, Ideal Federal Savings Bank.
CVBs are a great resource when searching for services such as local transportation. Jeff Malan, Lincoln/Lancaster County CVB services coordinator, helped the USS Yosemite reunion obtain motor coach transportation the afternoon before the group was scheduled to travel to the Strategic Air Command Museum, 25 miles away. Another bus company charter had fallen through and the planner was near desperation. Malan found a replacement motor coach available at the same departure time.
Suggesting tour itineraries
Most CVBs will suggest tour itineraries for reunions or for spouses. Jeff Malan helped a family reunion hire a tour guide to conduct a customized Lincoln driving tour. He arranged a meeting of the local reunion organizer and prospective guide to devise the tour route and content. Malan also made transportation arrangements for a trip to a remote family cemetery 50 miles away.
Going above and beyond
CVB staff members’ knowledge of their city, sites and activities is key, but their personalized service is the greatest benefit. Leslie Straughan, tourism sales manager at New Orleans, Louisiana, CVB searches the convention calendar to help family reunions select a date and find the best rates. Once they’ve selected a date or range of dates, Straughn sends the reunion’s information to hotels, restaurants and tours. Companies forward rates, menus and details to the planner. Straughan follows up to answer questions, learn where the reunion is booked and set-up delivery of visitor guides, maps and coupon books. She also provides a detailed, customized New Orleans Family Reunion packet. Amanda Behrman of the Woodfield CVB establishes personal relationships with reunion planners like Renee Turner whose Jackson-Simmons Family Reunion annual attendance ranges from 80 to 100 members. Turner needed Behrman’s help finding a site for their family picnic. She decided on a reception and banquet at the hotel, but also wanted an outdoor picnic near the hotel. Behrman contacted the Schaumburg Park District which has special family reunion picnic packages. Turner arranged a picnic at a nearby park and the Park District provided food, a tent and children’s games. This year, the family wanted something different, so Behrman contacted several businesses to host an indoor dinner and activity. They chose North Beach Entertainment Complex which has sand volleyball, a bowling alley and a full catering menu.
Behrman says, "About two to six months out, I always check with my reunions to find out if they need more information. Once they secure the hotel, transportation and outside functions they think about other details. One service I provided for the Jackson-Simmons Reunion was name badges. A month before the reunion, Renee sent a list of members, and I made the badges. Even with family reunions, this is an important service, because many people in Renee's family had never met. I provided plastic registration bags, area maps, brochures about area attractions, shopping and restaurants, discount cards for the area's most popular attraction (Woodfield Shopping Center) and small giveaways for each member. Many times I’ll give little promotional items like coin purses, pens and decks of cards. It’s a nice way to say thank you for holding your reunion in our area."
Turner, thankful for Behrman’s help, said, "GWCVB was instrumental making the Jackson-Simmons Family Reunion a success. They directed me to the park district for our picnic and we had a great time. Everyone received goodie bags including the coin purses from Amanda. And the maps saved me from having to draw one myself."
The Pittsburgh, Pennsylvania, CVB provides souvenirs, plastic bags and postcards you imprint for advance promotion. In a recent FAM tour for military reunion planners the bureau provided transportation, hotel and meals for the planners and companions. CVB staff member, Bob Imperata, said, "They just had to pay to park their cars." Bob surveys participants after the FAM to ensure the tour met their expectations.
The Jacksonville CVB senior sales manager, Lisa Betley, personally drives groups for site inspections, often allowing people to fly in for the day without staying over. After the reunion is booked, it’s assigned a services manager to assist with arrangements for motorcoach transportation, photographers and entertainment.
Jeff Malan says, "In addition to tour-oriented services, I usually provide reunions with name badges (with insignia and logos), visitors guides, promotional items, a customized banner, assistance arranging welcome speeches and letters from local dignitaries, transportation, lists of speakers and entertainers, and on-site staff to assist with registration." In one case, the reunion organizer was in Hong Kong and arranged a one-day tour of Lincoln with a bus chartering service. The bus company couldn’t supply a guide, so they called Malan. A CVB staff member served as a guide, but there was trouble creating an itinerary. Malan couldn’t reach the planner so he blindly devised an itinerary using the scant information from their first communication. Finally he contacted the planner for final modifications and the tour was a success.
Albuquerque CVB assists military reunions to find a location for memorial services and arrange for Navaho Code Talkers to act as color guard and say a Native American prayer at their memorial. Staff also helps coordinate tours, hotel rooms, and arrange a donated sand painting of the group’s logo. DuPage County, Illinois, CVB offers site selection and inspections, bid package preparation, complete itinerary planning, printed name badges, help to secure transportation and complimentary brochures. They also give the reunion planner a complimentary one-time-use camera and photo album to capture memories created in DuPage County. When the Kissimmee-St. Cloud CVB booked the Marine Corps League-Department of Florida reunion, they secured a proclamation from the Florida Governor and welcome letters from the Board of County Commissioners and mayor. For the national convention, the Bureau will try to arrange media coverage and designate the week "Marine Corps League Week."
Reunions benefit communities
CVB staff are an invaluable resource for reunion planners. The opposite side of the coin, and one you should use to your benefit, is the economic impact your reunion brings to their city. A news release from the Omaha, Nebraska, CVB declared that over 25 military reunions held there in 2000 brought more than 5,000 people increasing the city’s revenue by $3 million. The Philadelphia, Pennsylvania, CVB estimates that three July family reunions generated over $230 per day per member. The Hurley-Jackson-Taylor Family Reunion had 75, as did the Robinson-Clayborn Family Reunion while the Rountree Family Reunion expected 200.
With these positive impacts, selling your reunion to a CVB should be easy, particularly if you demonstrate a financial history.
CVB ABCs Michelle Kaiser, Director of Marketing at the Fargo Moorhead CVB representing cities in North Dakota and Minnesota believes that people don't realize all the things CVBs can do and much, if not all of it, is complimentary. Kaiser offers these comprehensive CVB ABCs!
The CVB at your selected destination can be your consultant, Kaiser suggests, to make your reunion successful with much less stress. Follow the ABCs for ways the CVB can serve you:
A Advance Planning, CVBs are used to working years in advance
B Budget, discuss room rates and meal budgets
C Complimentary Proposals prepared by the CVB with available rooms, rates, menus, etc.
D Details, make for a better proposal and no surprises
E Entertainment and speakers are on file at the CVB
F Flexibility with your reunion dates and type of property can $ave
G Guides/Tours can be arranged for local attractions by the CVB
H Hospitality Services like banners and signs are often free or at a nominal cost
I Information brochures, maps, coupon offers and guides are available for pre- reunion mailings or can be displayed during your reunion
J Just ask about special needs like handicap access, dietary requirements
K Keep records from previous reunions as to room counts, attendance, location
L Live body, your own CVB salesperson is available by phone, fax or e-mail
M Maps are available to make getting there and getting around easy
N Name Badges are often complimentary
O Overhead Projector and other audio visual equipment requirements can be arranged in your proposal, sometimes complimentary from the hotel
P Promotional ideas and themes make your reunion more fun
Q Qualify possible sites by using checklists available in Reunions Workbook
R Registration support is available from some CVBs for larger groups free or at a nominal charge
S Site inspections of possible locations can be arranged by the CVB
T Transportation and shuttle bus arrangements can be made by the CVB
U Unique Attractions and Venues for meetings and fun can be suggested
V Videos and Visitors Guides are available before you visit
W Web Site is another way to visit and enter a RFP (Request for Proposal) to CVBs from any part of the
US. Go to http://www.iacvb.org and use their online RFP form
X Extra Services like florists, photographers, etc. can be suggested by the CVB
Z Zoos for a fun multigenerational outing, often have meeting/party spaces
Conventional Wisdom--use convention and visitors bureaus to your advantage! For those who've taken advantage, Convention and Visitors Bureaus (CVB) get high marks as great reunion resources. They are in the business of destination management. CVBs know their city better than anyone; all the ins and outs of the location, hotel room quality, availability, accessibility and the right people to deal with. Local knowledge is a big advantage for CVBs. The purpose of CVBs is to provide reunion organizers local knowledge and efficient management as a benefit of coming to their city. Most CVB services are low- or no-cost to reunions. You are looking for more value and CVBs are looking to expand their market. You win. We learned in the August 1999 issue of Successful Meetings that many CVBs are going after 50-member meetings (helping find hotel rooms, activities, transportation options). "They've become much more alert to small pieces of business," the article declared. This is excellent news for reunions. Reunion organizers recognize that the value you get in a smaller community could be greater than in a larger city - affordable housing, food and beverages, as well as the ability to customize and create meetings outside the box. Parking in smaller cities is often free, unlike in large cities where a night of parking may add from $7 to $20 per vehicle. Bureaus in many smaller budget cities work with the community, its academic centers and local attractions to develop a special niche. The recent Burney Family Reunion in Junction City, Kansas, where the Geary County CVB provided mailings, maps, brochures, printed name tags and a local tour with transportation. Fort Wayne, Indiana, CVB offers a "Discover Your Roots" package for individuals with special packages for groups. Spend afternoons doing research at the Genealogical Library in the Allen County Public Library. They have over 500,000 documents including census reports, military papers, and Ellis Island logs, resources on CD-ROM and network links to other genealogical libraries across the country.
Before calling a CVB
Estimate the value of your reunion by answering these questions. How many people need rooms? How many nights will they need rooms? What kind of rooms? How many suites? Handicapped rooms? How many meals will your members eat in the hotel? Will you have a banquet? How many drinks will your members purchase?
By providing facts in advance, CVBs know the value of your reunion. They create a fact sheet and send it to hotels. They can arrange site inspections of selected hotels.
An advantage to reunions is that many CVBs have designated at least one sales person to small meetings. What this means is that reunions do not need to share the time of a sales person who is also responsible for a meeting of 5,000 people. It doesn't take a rocket scientist to know that if a sales person is working on a meeting for thousands, a smaller meeting is going to take a back seat ... waaaay back.
If your CVB contact concentrates on smaller meetings, he/she also knows all the services and facilities that best accommodate reunions. Take advantage of the special expertise that a reunion or small meeting specialist can provide. Most can help get rates, availability and even some special deals and other services to make your planning much easier.
Ask the CVB if they can provide maps; name badges, discount tickets; reduced admission; referrals to photographers, disk jockeys, speakers or an honor guard.
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