convention & visitors bureaus
The convention and visitors bureau is your best reunion friend
A
common mistake reunion planners make is not reaching out to the CVB early in the planning process. As soon as you learn you’ll be responsible for the next reunion, contact the CVB in the city where your reunion will be held. Call far enough in advance to take full advantage of everything the CVB has to offer. Convention and visitor bureaus go to great lengths to attract reunions and ensure your success. Destinations that cater to the BEFORE CALLING A CVB If you provide facts in advance, the CVB will know the value of your reunion. Answer these questions to estimate the value of your reunion. ___ 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? The CVB creates a Request for Proposal (RFP) and sends it to hotels. They can also arrange site inspections of selected hotels.
needs of reunions experience significant positive impact on their local economy. Destinations that lead in reunion travel are generally easily reachable locations, and have an abundance of family-friendly attractions and family-friendly hotels. Reunion-friendly hotels are rate-conscious, affordable and include valuable amenities like free breakfast. Some provide free welcome reception area or hospitality room.
WHAT TO EXPECT FROM THE CVB 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 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. By concentrating on smaller meetings, the salesperson also is familiar with 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. Many can provide maps, name badges, group rates, discount tickets and/or coupons, and reduced admissions; they also can give you referrals to tour guides, photographers, caterers, local transportation, disk jockeys, speakers or an honor guard. Many CVBs offer reunion planning workshops which will boost your skills and knowledge. Most are free to persons planning reunions in their area but require advance registration. We always include a list in the Reunion School section of these magazines and, more importantly, there is a constantly updated list on reunionsmag. com. Take advantage of these fun events where you will meet, interact with and share ideas with other planners.
What is your CVB experience? Who have you worked with? Who do you recommend? How did the CVB help you plan your reunion? Share your experiences. Send to editor@reunionsmag.com. PARKER-HUGHES FAMILY REUNION Cynthia Mims, Rosharon, Texas, wrote this post-reunion praise for the help she received from the Pearland (Texas) Convention and Visitors Bureau. I appreciated all the assistance I received from the Pearland Convention and Visitors Bureau. You were a tremendous help during the planning and execution stages of our Parker-
Lillie Parker (90+) with son Rev. Sam Parker and daughter-in-law Joyce.
32 REUNIONS v reunionsmag.com
Hughes Family Reunion. Pearland was an ideal location with a variety of shopping and entertainment venues. We stayed at the Hilton Garden Inn, had an indoor “picnic” at the Westside Event Center (BBQ catered by Big Horn Barbecue), church service at Word of Restoration International Church in Rosharon, Texas, and finished with lunch at Islamorada Fish Company (Bass Pro Shop).”
Family member James Howard Smith, Jr (2nd from left) and his band “Le Delegation” provided entertainment.
