As an event planner, you're always looking for ways to make your events more successful while staying within budget. One of the most valuable—yet often overlooked—resources at your disposal is your local Convention and Visitors Bureau (CVB) or Destination Marketing Organization (DMO). These organizations can be game changers for your event planning process, and best of all, many of their services are completely free.

WHAT ARE CVBS AND WHY SHOULD YOU CARE?

Convention and Visitors Bureaus are non-profit organizations funded by local hotel taxes and community investment. Their primary mission is to promote their destination and bring business to their city—which means they're naturally aligned with your goals as an event planner.

KEY SERVICES YOU MIGHT NOT KNOW ABOUT

CVBs provide a range of services that can prove invaluable throughout your event planning process:

Site Selection and Logistics

CVBs possess comprehensive knowledge of local venues and can provide tailored recommendations based on your event specifics. They can do more than just suggest a generic list of hotels or conference halls. They know the hidden gems, the unique spaces, and the venues that perfectly align with your event's theme and atmosphere. Need a historic setting with a modern twist? They've got you. Looking for a cutting-edge space with state-of-the-art technology? They know just the place.  

And it gets better: CVBs can also facilitate organized site visits and hotel tours, taking the stress out of scheduling and logistics. Imagine this: Instead of juggling calls and emails with multiple venues, the CVB arranges a tour, allowing you to experience potential spaces firsthand and envision your event coming to life. They also can point out those crucial details you might miss—loading dock access, ceiling heights, breakout room options—saving you time and potential headaches down the road.

Here's how to make the most of their expertise:

• Provide a detailed event brief: The more information you give them about your needs (capacity, budget, preferred dates, desired ambiance, etc.), the better they can tailor their recommendations.

• Be open to suggestions: CVBs often know about hidden gems or up-and-coming venues that you might not discover on your own.

• Don't hesitate to ask questions: They are local experts, so tap into their knowledge about everything from accessibility to parking availability.

Insider Information

CVBs offer valuable insights into local regulations, upcoming developments, and other relevant information. For example, if you’re planning a large corporate conference, the local CVB can give you a heads up about:

• Major road closures or construction projects that could affect transportation to and from your event venue.

• New hotel openings or renovations that might provide more lodging options or updated amenities for your attendees.

• Upcoming festivals or events happening in the city that could impact traffic, hotel availability, or even provide opportunities for attendee activities.

• Local ordinances or permit requirements related to large gatherings, noise levels, or outdoor events.

• Recent changes in tourism tax rates that could affect your budget.

Negotiation and Procurement

CVBs maintain strong relationships with local vendors and might be able to give you access to preferential rates and services. Think of them as your insider connection to the best the city has to offer. They've spent years building relationships with caterers, florists, photographers, AV technicians, transportation companies, and more. Not only can they connect you with reputable businesses, but their established partnerships often translate to cost savings and exclusive perks for your event.  

In many cases, they can help you secure competitive hotel rates and room blocks for your event attendees, too. Say you need to accommodate a large group, but hotel room rates are through the roof. Your CVB can step in and leverage their influence to negotiate better rates and so your attendees can stay in comfortable accommodations without breaking the bank. They can also help you navigate the complexities of room blocks, attrition clauses, and other contractual details.  

Here's how to maximize your CVB's negotiating power:

• Share your budget and needs upfront: Be transparent about your financial limitations and the specific services you require.

• Don't be afraid to ask for their help: Even if you've already found some vendors, the CVB might be able to secure better rates or added benefits.

• Consider their recommendations: They have firsthand experience with local vendors and can provide valuable insights into their reliability and quality of service.

Marketing and Promotion

CVBs often have a library of high-quality images and videos that can be used for your event promotion. Need stunning visuals to capture the essence of your event and entice potential attendees? Look no further than your CVB! They often have a treasure trove of professional photos and videos showcasing the destination's best features – iconic landmarks, vibrant cityscapes, breathtaking scenery – that you can use to elevate your marketing materials.  

But it doesn't stop there. They can also support your marketing efforts through their own channels and connections with local media. Imagine tapping into their established social media following, getting featured in their newsletters, or even being mentioned in local publications. CVBs have the tools and expertise to amplify your message and reach a wider audience. They can even connect you with local journalists and influencers to generate buzz around your event.  

Here's how to leverage their marketing prowess:

• Explore their media library: Browse their collection of photos and videos to find assets that align with your event's theme and branding.  

• Collaborate on content creation: Work with the CVB to develop engaging content that highlights both your event and the destination's appeal.

• Tap into their network: Ask for introductions to local media outlets or influencers who can help spread the word.

• Utilize their marketing channels: Inquire about opportunities to be featured on their website, social media platforms, or in their newsletters.

OPTIMIZING COLLABORATION WITH YOUR CVB

To maximize the benefits of partnering with a CVB, begin your collaboration as soon as you start your planning process. Early engagement allows the CVB to fully understand event needs and provide optimal support. The sooner your CVB is on board, the better they can contribute their expertise and resources to your event's success. They can offer particularly valuable insights during the initial planning stages, which will help you refine your vision, identify potential challenges, and make informed decisions.

A strong partnership thrives on clear and consistent communication. Keep your CVB updated on any changes to your event plan, new challenges that arise, or any feedback you receive. Taking time to do this keeps everyone on the same page and allows for proactive problem-solving.

Here are some additional tips for a successful partnership:

• Establish a primary point of contact: This streamlines communication and fosters efficient information flow.

• Schedule regular check-in meetings: These meetings provide a platform for updates, brainstorming, and addressing any concerns.

• Share your event's successes: Let your CVB know how their support contributed to your event's achievements.

The Bell Tower on 34th is an elegant event space with valet parking and onsite security serving the Greater Houston area. Our central location is a short drive from the Galleria area and the Houston Heights area.

Learn more about holding a corporate event here.

The Bell Tower on 34th

901 W 34th St, Houston, TX 77018

(713) 868-2355