This week you might be planning an executive retreat in Scotland; next week a one-day event in New York City; and next month, a city-wide in London. Whether you have 20 events back to back, or one each month, your first step should always be the same - call the local CVB (or Tourism Authority).

What Is It

CVB is the acronym for Convention & Visitors Bureaus (also known as Convention Visitors Authority - CVA). Both are the not-for-profit organizations charged with representing a specific destination and helping the long-term development of communities through a travel and tourism strategy. Many CVBs are funded through a combination of hotel occupancy taxes and membership dues. CVBs are both a hotel and meeting planner's best friend. They book business for hotels without a fee and provide the same service free of charge to planners.

When meeting locations rotate, it's impossible for planners to keep up with what's new in every destination, including the one they reside in. With a growing to-do list and a day that only has so many hours, planners need to make the most of every valuable minute - and that's when a CVB can help by providing current information on meeting hotels and convention centers, as well as what's new to see and do around town. And the good news - the majority of their services are provided at no cost to you!

Where to Start

For planners not sure where to start, a quick Google search of the destination will provide the CVB's or Tourism Authority's Web site.

Internationally, these arms are called Tourism Authority, or some other division of the government. They are set up much the same way as CVBs, and are frequently a division of the government.

Alternatively, planners can look to Destination Marketing Association International (DMAI), the world's largest association of convention and visitors bureaus. DMAI boasts more than 1,500 members from more than 625 destination management organizations in more than 25 countries. Their Web site (destinationmarketing.org) provides planners with invaluable information that includes links and contact information to national and international CVBs.

How It Works

When time and quick communication are the most critical components in planning a meeting (and when aren't they?), after your initial research, submit an RFP to the local CVB. CVBs are a one-stop shop for office professionals and planners. Their job is to keep their fingers on the pulse of the city, and provide you with that information, again primarily free of charge.

When you contact them at the initial research stage followed by an RFP, it's like being given a key to the city. The CVB can identify influences within a certain area and whether a hotel is going though a change or revitalization. The CVB knows the structure of their city including the framework of its educational, family and cultural patterns and economic development.

A Good Partnership

Teaming up with CVBs save valuable time. Each year, dozens (sometimes even hundreds!) of new hotel rooms are added to a destination's inventory. Who has the time to comb through thousands of hotel rooms and sites? The CVB, CVA or Tourism Authority does.

With a planner's RFP, a CVB narrows the possibilities to a few hotels that fit the event's parameters, rather than wasting your time searching through hundreds! Often, the CVB's team can suggest venues you might not have known about or even considered.

Even when planners prefer to stay loyal to a particular hotel brand, the planners still should include the CVB. The CVBs are much more than a hotel resource. They are a branch of the city, state or country government with ties to the city. If your event needs special permits or a mayoral letter or proclamation, with enough lead time, they can be your legs.

When comparing multiple cities, this information is priceless. You can cover a lot of ground in a very short period of time by utilizing the CVB's capabilities. Plus, the CVB makes these contacts anonymously, so you don't have to field dozens of e-mails. Once you narrow your search, then you can make your final decision. The CVB can continue as your partner by offering collateral support, attendance building, registration assistance, community awareness, welcome programs, and onsite staff support - and the majority of their services are complimentary!

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