10 TIPS FOR PLANNING A CITYWIDE EVENT

 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 3 or more hotels and/or meeting facilities.

Crystal Morris of the Columbia CVB shares the following  ten tips  to ensure that your city-wide event runs smoothly:

1. Be time-wise. Many cities, especially those smaller in size like Columbia, may fill up quickly since facilities and rooms are more limited than in first-tier destinations. Our CVB recommends beginning to plan your city-wide event 3-5 years in advance to ensure your pick of hotels and meeting facilities.
2. Make the CVB your first call. Many planners start 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 the CVB works with city-wide events on a regular basis, your CVB sales manager will be able to provide you with creative options for your city-wide that a individual hotel or meeting facility cannot. 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 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 past 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.
5. Think about transportation. When dealing with more than two facilities, shuttles or transportation needs may surface. Cities such as Columbia have numerous options for walkable events, with the venues and hotels being just steps from one another. But if your attendees would enjoy a reception and an off-site venue that is not walkable, do not rule that venue out right away! The same rule applies to overflow hotels. You may want to provide a lower-cost hotel option for guests that may need to watch their budget. If a low-priced option is not available in walking distance to your meeting venue, the CVB can help you find a hotel and shuttle that will provide cost-saving opportunities for you as the planner as well as your attendees. Most CVBs, like the Columbia CVB, have a convention services representative whose position is dedicated to making your meeting successful – and that includes finding quotes on shuttle bus or charter bus transportation once your attendees have arrived at the destination.
6. Arm your attendees. With information, that is!Ask your CVB representative about the convention services policy that will apply to your group. Many CVB's, including Columbia, will provide you with enough Visitor Guides, maps, and even plastic tote bags for each attendee. Keep in mind that most CVB's require that you work with them from the beginning to benefit from these generous services, so try to avoid last-minute requests. Also, try to take only what you need. CVB's are non-profit organizations with limited budgets, and brochures and promotional materials are expensive!
7. Spread the word. If you would like a press release on your event, be prepared to share some fun facts and information about your group with your CVB sales manager so she may work with the CVB's PR department in producing an accurate and timely release.If you will require a welcome letter from the head of Tourism Authority or the city's mayor, ask early as these requests are common and often take time to process.
8. Give me a sign. Ask about welcome signage at your hotels, meeting facilities and even in shop and restaurant windows. The CVB can assist you with providing these special touches that make your attendees feel welcome.
9. Power of the Pre-Con. Ask the CVB to help you plan pre-conference meetings periodically prior to your event. The CVB will be happy to call together the hotel and facility representatives as well other key community leaders that will be instrumental in pulling off a successful event.
10. Be on-site savvy. Since the people you work with on-site may be different that those who have helped put the planning wheels in motion, ask the CVB rep for introductions prior to day one of your meeting. You will feel more comfortable and so will the staff who will be assisting you.

Good luck with your city-wide event!