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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.
How lots of CVBs help reunions
Centrally located Colorado Springs, Colorado, CVB has helped reunions such as the China Marines with nearly 1,000 people to the Snapp family with 39. Robert Konkol, coordinator for the USS Carmick (DD-493) reunion points out that over 50% of military reunions in Colorado Springs are Navy reunions even though there isn't a ship within 1,000 miles. Many of over 50 major attractions are free including the Air Force Academy, Garden of The Gods and the newly renovated Olympic Training Center.
An innovative program of reunion planning created by the Northern Kentucky Convention and Visitors Bureau, has helped them become an increasingly popular military reunion destination. There have been more than 250 military reunions since the "Join Forces With Northern Kentucky" program began in 1992. "Join Forces" provides assistance locating former or lost members, acquiring official greetings from the White House, a military welcome with a color guard, speakers list, media relations support and contact with the US Air Force Museum at Wright Patterson Air Force Base in nearby Dayton, Ohio.
"Military reunion groups are very special to us, and we're more than willing to help repay an old debt to those thousands of men and women who served our country and fought to preserve our freedom," says Tom Caradonio, Northern Kentucky CVB president. Contact 800-447-8489; http://www.staynky.com.
A destination rich in variety and heritage makes Kissimmee-St. Cloud (FL) CVB a one-stop shop for reunions. In addition to being right next door to the Walt Disney World Resort theme parks, Kissimmee-St. Cloud is a stone's throw from Universal Studios Florida, Islands of Adventure, Sea World Orlando, the Kennedy Space Center Visitor Complex and a bevy of unique attractions.
The Kissimmee-St. Cloud CVB team will work with you to develop personalized welcome letters, welcome bags, assistance with meeting and accommodation planning. Each January they invite reunion organizers to a three-day familiarization tour of Kissimmee-St. Cloud which includes seminars, site inspections, and most importantly, fun and games. Complimentary accommodations, meals and transportation during scheduled events are offered for the first reunion group representative. Call Debby Rivera, 800-831-1844, ext 417.
The Greater Des Moines CVB can arrange a complete tour of the city, its public meeting facilities and hotel properties based on your needs. They can compile a formal bid packet or presentation for your board or site selection committee. After you've selected Des Moines they provide assistance in securing speakers, entertainment, suggestions for tours, a list of local media contacts to promote your reunion and letters of welcome from the mayor and governor. They can also help develop a promotional piece to hand out and have a wide array of color slides for your reunion publication. Contact 800-451-2625; http://www.seedesmoines.com.
Minneapolis (MN) Metro North CVB researches attractions and prepares itinerary suggestions based on your reunion's interests. They provide a "welcome packet" of brochures, maps and a door prize. The recent USS Ajax reunion is an example of a very satisfied customer. Contact 800-541-4364.
Valley Forge, Pennsylvania, is a popular destination for family and military reunions. The area's historic significance is particularly appealing for military reunions. Valley Forge National Historical Park symbolizes the soldier's determination and commitment in the face of adversity and is a beautiful setting for military groups. Another nearby site is the new American Helicopter Museum and Education Center.
The area attracts some extraordinary family reunions. There have been gatherings of the descendants of General "Mad Anthony" Wayne, George and Martha Washington, Governor Samuel Pennypacker, Aaron Burr, and John Bartram. These reunions generate excitement by revisiting sites which have both historic and personal significance for families and their ancestors. The Valley Forge CVB develops tours or events around your groups' interests. In the case of historic families that may include arranging special performances by actors who bring the period of history back to life or touring sites connected with their ancestors.
Valley Forge CVB put Washington's descendants in touch with tour operator Sue Habgood of American Heritage Landmark Tours, who arranged visits to Independence Hall, Congress Hall, Hanging Rock and Valley Forge.
When the Pennypacker family celebrated the 300th wedding anniversary of Eve Umstadt and Hendrick Pennebecker, Habgood worked with them on historical research and mapped out a route for a four-hour tour. She assigned two guides both of whom were Pennypackers. "We visited graveyards in Schwenksville areas where ancestors are buried. The Steuben House in Valley Forge Park was the birthplace of Galusha Pennypacker, the youngest general in American History who won the Congressional Medal of Honor for his gallantry during the Civil War," Habgood said. CVB staff helped plan a picnic for 300 at Pennypacker Mills, the turn-of-the-century home of Pennsylvania Governor Samuel Pennypacker, now an historic site owned by Montgomery County.
The Valley Forge CVB offers free planning services to appropriate and affordable housing, transportation, party facilities, caterers and other services. Contact Valley Forge CVB at 610-834-7990; lriley@valleyforge.org.
Hot Springs National Park, Arkansas, and the Hot Springs CVB combine with the rich heritage, scenic beauty, natural thermal waters and exciting activities. CVB-arranged services include Bluecoat Ambassadors, volunteers who welcome you to Hot Springs and help contacting federal, state or local officials to appear on your program. Contact Hot Springs CVB, 134 Convention Blvd, PO Box K, Hot Springs AR 71902; 800-922-6478; http://www.hotsprings.org.
Kingsland, Georgia, CVB works with the Waycross Class Reunion's rotating golf tournament throughout the Southeast. They also regularly assist local high schools. The largest reunion in South Georgia is of the national WWII submarine veterans hosted annually in Kingsland by the St. Mary's Submarine Museum and the Georgia State Commander. They regularly help host family reunions including the Waye Family, a large annual four-day event. The CVB coordinates nightly entertainment and outdoor activities at nearby Crooked River State Park and provide registration bags, assist with catered meal functions and act as your reunion housing bureau.
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