Planning any meeting can be a task in itself, but city-wide events take a little more planning and are best scheduled years in advance. The Columbia Metropolitan Convention & Visitors Bureau considers a city-wide event to be those using three or more hotels and/or meeting facilities. Executive sales manager, Crystal Morris, shares 10 tips to ensure that your city-wide event runs smoothly:
1. Be time-wise. Many cities, especially second-tier destinations, may fill up quickly since facilities and rooms are more limited than first-tier destinations. Our CVB recommends beginning to plan your city-wide event 3-5 years in advance to ensure a broad selection of hotels and meeting facilities.
2. Make the CVB your first call. Many planners begin calling around to individual hotels and facilities, only to find out that they will need to secure more than one venue, especially in second-tier or third-tier cities. Since CVBs work with city-wide events on a regular basis, your sales manager will be able to provide you with creative options that individual hotels or meeting facilities may not. Even if you think a city may be too small to accommodate your largest meeting, you may be surprised with the options a CVB can create for you with just a little time and attention to detail.
3. Have your meeting history handy. Since citywide events require generous amounts of space, hotels and facilities will be more likely to provide you with the best possible rate if you can provide backup on your room block and pickup as well as your budget for meeting space and catering needs. If you do not have your meeting history available, be sure to let your CVB representative know which hotels and facilities you used during your most recent event. We may be able to track down that information for you.
4. Communicate your needs. If you have special stipulations, such as an inability to pay for function space or the need for a hotel room rebate, be sure to tell your CVB representative up-front so that they can build your proposal around those important factors and develop creative budgeting solutions.
5. Think about transportation. Many CVBs will provide options for shuttles or ground transportation from multiple host hotels to your meeting headquarter, and may even offer incentives or discounts. Once you book your transportation, don’t forget the details. Be sure to know the shuttle routes and departure and pick up times in advance. Have a cell phone number for the drivers to stay in constant communication in the case of a delay or the need to make adjustments based on the flow of attendees. Work with the CVB or local airport to ensure cabs and shuttles are prepared and familiar with your group during heavy arrival and departure times.
6. Know what convention services are available based on your group’s size and room block. CVBs offer a wide variety of services that vary in each destination and they may be willing to assist with unconventional services if you ask. Convention services available for free or at a minimal cost may include assistance with the RFP (request for proposal) and bid process, site inspections, publicity and promotion, information tables, brochures and materials, custom meeting microsites, off-site tours and reception locations, and much more. One of the greatest time savers in the process is working with a CVB during the RFP process to save you from repeating your information to several facilities and to bridge the gap when working with multiple facilities to develop the best options for your meeting.
7. See it with your own eyes. Whether you are familiar with a destination or it’s your first time holding an event in a particular city, schedule a visit to check out the facilities and map out your meeting in person. Inquire about upcoming meeting planner FAM (familiarization) tours or site inspection assistance. This type of in-person experience will help you identify the best solutions for your meeting and help you avoid and plan for potential pitfalls prior to your event. Organize a meeting with everyone involved in your meeting, including the CVB, facility representatives, hoteliers, transportation providers, caterers, and everyone else involved in the successful execution of your meeting. This will help you identify overlaps or gaps in communication and delegate responsibilities more effectively.
8. Inquire about entertainment and off-site activities. These are are key to any successful meeting or event. Alternative and unique facilities for receptions or tours, such as college campuses, attractions, or scenic locations that are off the beaten path, will ensure a memorable experience for your attendees.
9. Plan for parking. When collecting registration information, it’s a good idea to find out how many attendees are flying vs. driving in. If you have a lot of drive market attendees, know how much parking is available at or near the meeting facility and communicate that information in advance. If there is insufficient parking, work with the CVB to determine what special accommodations are available for transporting attendees to and from overflow lots.
10. Do your research. Talk to your peers or ask the CVB for testimonials and contact information for planners who have held similar sized events in that destination. They may be able to offer you advice on options you may not have considered or things you should address in the planning stages.
It’s never too early to start planning your city-wide event. Contact one of our sales managers to inquire about availability for your next meeting in Columbia, SC or submit your RFP online today.
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