2 minute read
The convention and visitors bureau is your best reunion friend
Acommon 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 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.
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.
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.
