As discussed earlier, the lack of standardization within the convention-travel- visitors promotion industry creates confusion for both buyer and seller.
Founded in 1915, the IACVB is the only CVB-based member organization. The IACVB also belongs to the CLC, referred to throughout this text for the glos- sary terms. In other words, the IACVB helped to standardize the industry def-
initions. Additionally, almost all major U.S. city CVBs are members of the IACVB, which is based in Washington, D.C.
Meeting planners are encouraged to use their vast resources directly for convention and event planning at no charge. The following information is from the IACVB Web site and answers most initial questions planners may have.
IACVB Name Change
The IACVB changed its name to Destination Marketing Association Inter- national (DMAI). According to an article in the August 2005, Meetings West publication, the new name is intended to improve public understanding of the organization’s mission: destination marketing. Additionally, it will be more inclusive and appealing to potential members outside the United States. Please note this is an association in transition. Many convention trade organizations are still using the IACVB name when referring to DMAI. As of the time of publication, the website for DMAI is www.iacvb.org.
Frequently Asked Questions about CVBs
The following are FAQs are from www.IACVB.org:
What is a Convention and Visitors Bureau?
Convention and visitor bureaus are not-for-profit organizations charged with representing a specific destination and helping the long-term develop- ment of communities through a travel and tourism strategy. Convention and visitor bureaus are usually membership organizations bringing together busi- nesses that rely on tourism and meetings for revenue.
For visitors, CVBs are like a key to the city. As an unbiased resource, CVBs can serve as a broker or an official point of contact for convention and meeting planners, tour operators, and visitors. They assist planners with meeting preparation and encourage business travelers and visitors alike to visit local historic, cultural, and recreational sites.
Why Is a Convention and Visitors Bureau Valuable to a Visitor, a Business Traveler, or a Meeting Planner?
■ CVBs offer unbiased information about a destination’s services and facilities.
■ CVBs save visitors time and energy, as they are a one-stop shop for local tourism interests.
Continued
■ CVBs can provide the full range of information about a destination.
■ Most services provided by CVBs cost nothing.
If CVBs Don’t Charge for Their Services, How Do They Make Money?
For most services, convention and visitor bureaus do not charge their clients—the visitor, the business traveler, and the meeting planner. Instead, most CVBs are funded through a combination of hotel occupancy taxes and membership dues.
Why are Meetings and Tourism Important?
Travel and tourism enhances the quality of life for a local community by providing jobs; bringing in tax dollars for improvement of services and infra- structure; and attracting facilities like restaurants, shops, festivals, and cul- tural and sporting venues that cater to both visitors and locals.
Travel and tourism is one of the world’s largest service exports and largest employers. In the United States, for example, travel and tourism is the third biggest retail sales sector. The industry contributes more than $545 billion annually to the nation’s economy and generates $94 billion in tax revenues (2001 figures). Indeed, travel and tourism is an economic engine and CVBs are the key drivers.
How Can You Find Out More about Convention and Visitors Bureaus?
Visit www.iacvb.org, the official Web site of the International Association of Convention and Visitors Bureau (DMAI) for more information on CVBs.
Also, visit www.OfficialTravelGuide.com for a listing of CVBs around the world, along with contacts and hyperlinks to more than 1200 local CVB Web sites.
How Do CVBs Help Meeting Planners?
Convention and visitor bureaus make planning and implementing a meeting less time-consuming and more streamlined. They give meeting planners access to a range of services, packages, and value-added extras.
Before a meeting begins, CVB sales professionals can help locate meeting space, check hotel availability, and arrange for site inspections. CVBs can also link planners with the suppliers, from motorcoach companies and cater- ers to off-site entertainment venues, that can help meet the prerequisites of any event.
No matter the size of the meeting being organized, from 50 to 50,000, all planners are encouraged to use a bureau’s services. In fact, some larger bureaus even have staff members dedicated to small meetings.
Among the advantages of going through a CVB to plan a meeting are:
■ CVBs can assist planners in all areas of meeting preparation and provide planners with detailed reference material.
■ CVBs can establish room blocks at local hotels.
■ CVBs will market the destination to attendees via promotional material, thereby encouraging attendance.
■ CVBs can act as a liaison between the planner and community officials, thus clearing the way for special permits, street closures, and such.
■ CVBs can obtain special letters of welcome from high-ranking govern- ment officials and in some cases, can bring officials to speak at a meeting.
■ CVBs can offer suggestions about ways meeting attendees can maximize free time, along with helping to develop spouse programs and pre- and post-convention tours.
What Are Some of the Specific Services CVBs Can Offer the Meeting Planner?
■ They can assist in the creation of collateral material.
■ They can assist with on-site logistics and registration.
■ They can provide housing bureau services.
■ They can develop pre- and post-conference activities, spouse tours, and special events.
■ They can assist with site inspections and familiarization tours, as well as site selection.
■ They can provide speakers and local educational opportunities.
■ They can help secure special venues.
■ They can assist in the coordination of local transportation.
What Information Do CVBs Have on Hotels?
Convention and visitors bureaus keep track of room counts, as well as other meetings coming to the area. In this way, they can help planners avoid conflicts with other events. Moreover, as CVBs have first-hand familiarity with the hotels and with meeting space in the area, they can help planners match properties to specific meeting requirements and budgets.
What Services Does DMAI Offer to Meeting Professionals Via its Web Site?
By visiting www.iacvb.org, planners can connect to all IACVB member Web sites worldwide. Additionally, the IACVB site allows planners to submit Requests for Proposals (RFPs) to any CVB worldwide at no charge.
Source: www.iacvb.org
SUMMARY
This chapter has been written as a resource, to both the buyer and the seller, on services available from convention and visitors bureaus (CVB) or destina- tion management organizations (DMO). All related industry trade organiza- tions, Web sites, and some published relevant industry forms have been included either in this chapter or in the addendum. Only the documents that are available at no charge and don’t require a membership to access are included herein. For additional information, please contact each organization directly by going to its respective Web site.
REVIEW QUESTIONS
1. What is the role of destination/tourism marketing organizations, and what characteristics do they have in common with a CVB?
2. List and describe three ways a CVB can assist the meeting planner.
3. Define the term familiarization trip. How can this be a sales tool for a destination marketing organization?
4. Describe the main responsibilities of the CVB sales and marketing departments.
5. List and describe three ways a CVB can assist a hotel’s sales and mar- keting efforts.
REFERENCES
Bohannon, Laura. Personal interview with author.
Gartnell, R. B. (1994) Destination Marketing for Convention & Visitor Bureaus, Dubuque, IA: Kendall Hunt Publishing Company.
Hawaii Convention and Visitor Bureau, (2005) Advertisement.
San Jose Convention and Visitors Bureau. (2004).
ADDITIONAL RESOURCES AND WEB SITES
www.iacvb.org Destination Marketing Association International (DMAI)
www.sjcvb.org San Jose Convention and Visitors Bureau www.OfficialTravelGuide.com Official Travel Guide
GLOSSARY
Congress: 1) The regular coming together of large groups of individuals, gen- erally to discuss a particular subject. A congress will often last several days
and have several simultaneous sessions. The length of time between con- gresses usually is established in advance of the implementation stage, and can be either pluri-annual or annual. Most international or world congresses are of the former type; national congresses more frequently are held annu- ally. 2) Meeting of an association of delegates or representatives from con- stituent organizations. 3) European term for convention.
Convention Center: A facility that combines an exhibition space with a sub- stantial number of smaller event spaces. The purpose of these buildings is to host trade shows, public shows, conventions, large food functions, and other functions related to the convention industry. They may be purposely built or converted, and municipally or privately owned.
Convention Rate: Rates assigned for a particular group. This is usually a dis- counted rate.
Convention and Visitors Bureau (CVB): Convention and visitors bureaus are not-for-profit organizations charged with representing a specific destination and helping the long-term development of communities through a travel and tourism strategy. Convention and visitors bureaus are usually membership organizations bringing together businesses that rely on tourism and events for revenue. For visitors, CVBs are like a key to the city. As an unbiased resource, CVBs can serve as a broker or an official point of contact for con- vention and event planners, tour operators, and visitors. They assist plan- ners with event preparation and encourage business travelers and visitors alike to visit local historic, cultural, and recreational sites.
Destination Management Company (DMC): A professional services company possessing extensive local knowledge, expertise, and resources, specializing in the design and implementation of events, activities, tours, transportation, and program logistics. Depending on the company and the staff specialists in the company, they offer, but are not limited to, the following: creative proposals for special events within the meeting; guest tours; VIP amenities and transportation; shuttle services; staffing within convention centers and hotels; teambuilding, golf outings and other activities; entertainment, including sound and lighting; décor and theme development; ancillary meetings and management professionals; and advance meetings and onsite registration serv- ices and housing.
Destination Manager: Local on-site coordinator.
International Association of Convention and Visitors Bureaus (IACVB): A member of the Convention Industry Council. In 2005 renamed the Desti- nation Marketing Association International.
Inspection Trip: See Familiarization Trip (Fam Trip). See also Site Inspection.
APPENDIX
The following documents are provided as a resource. Reprinted with permission.