MEEC
Chapter Eleven
Convention and Visitors Bureaus
Role and Functions of CVBs
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A CVB is a not-for-profit organization
supported by transient room tax, government
funds and private membership in order to:
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Encourage groups to hold meetings, conventions
and tradeshows in the city or area it represents;
Assist those groups with meeting preparations
while their meeting is in progress; and
Encourage tourists to visit and enjoy the historic,
cultural and recreational opportunities the
destination offers.
Role and Functions of CVBs
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The Purpose of CVBs:
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Help the long term economic development of
communities through the travel and tourism
business;
Bring together businesses that rely on tourism and
meetings for revenue;
Serve as official contact points between their
destination and meting professionals, tour
operators and individual tourists.
Role and Functions of CVBs
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The Value of CVBs:
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Offer unbiased information about a destination’s
services and facilities;
Act as “one stop shop” for meeting professionals;
Provide full range of information about a
destination;
Do not charge for most of their services
How CVBs are Organized
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Organizational Structure
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63% of CVB’s are independent organizations
24% are some form of government agency
7% are a division of a chamber of commerce
Average CVB has 14 employees and a Board of Directors of
16 voting members with 6 people serving on an Executive
Committee
53% of CVBs are membership organizations averaging 663
members representing
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24%
20%
15%
10%
convention services and suppliers
lodging establishments
restaurants
retail
How CVBs are Funded
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Funding mechanisms include:
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Average tax rates:
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11.6 % hotel room tax – 56% of which goes to the CVB
8.7 % car rental tax
7.1% general sales tax
7.5% restaurant tax
82% of CVBs budgets are funded by hotel room
taxes
18% of the budget comes from membership dues,
advertising, merchandise sales, etc.
CVBs Expenditures
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On average CVBs spend their income as
follows
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27% Convention Sales and Marketing
25% Tourism Marketing
20% Administration
9% Communications
6% Visitor services
4% Membership
3% Convention services/housing
6% Other
Convention Marketing & Sales
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CVB Sales manager assigned to assist in the
process:
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Gathers relevant information about dates, guest
room and meeting requirements, and appropriate
properties and convention center, if needed
Produces sales leads
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Specifications about the particular meeting
Distributed to members of the CVB as appropriate
Convention Marketing & Sales
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CVB Sales manager assigned to assist in the
process:
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Monitors the process
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Sets up site visits
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Assures that client receives information from members
May relate prices but MAY NOT negotiate prices on
behalf of properties
Develop itinerary, establish schedule, set up
appointments
Informs client about local laws, union issues,
taxes, etc.
CVB Services for Meeting
Professionals
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Encourage groups to hold meetings in the city
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Locate and check space availability in hotels, convention
centers and other facilities
Arrange for site visit and familiarization tours
Provide detailed information on all venues
CVB Services for Meeting
Professionals
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Assist groups with meeting preparations
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Give planners access to a range of services from supplier
members
Act as information database and one-stop-shop for facilities
and services
Develop transportation network – shuttle services, ground
transportation, airline information
Assist with on-site logistics and registration
Suggest local speakers and educational opportunities
Help to secure auxiliary services
CVB Services for Meeting
Professionals
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Help to market the destination
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Establish and monitor room blocks
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Provide promotional materials to encourage attendance
Suggest pre-post conference tours
Highlight cultural attractions, events and activities
Provide housing bureau if required
Serve as official point of contact
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Act as liaison between community officials and planners
Arrange for special permits
Provide access to special venues
IACVB Services
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International Association of Convention and Visitors
Bureaus
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Over 1200 professional members representing over 500
CVBs
Purpose: to enhance the professionalism, effectiveness and
image of destination management organizations worldwide
Promotes bureaus worldwide
Links CVBs with consumers and planners
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http://www.officialtravelguide.com/
Conducts a variety of educational programs
IACVB Services
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MINT (Meetings Industry Network)
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RFP Bid Proposal Program
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A database that contains historical meeting data of over
25,000 events and future bookings
Aids the supplier and planner in negotiations and RFP
process
www.MINT.org
Electronic Request for Proposal program is available at
www.iacvb.org
Destinations Showcase
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Annual one-day exhibit of CVBs and their exhibit facilities
Held in Washington DC, New York and Chicago
IACVB Services
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ExPact Study
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Convention Expenditure and Impact Study
Demonstrates the value of of the convention and trade
show industry to the overall economy
IACVB Professional Development
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A variety of educational opportunities for CVBs and their
employees
Certified Destination Management Executive (CDME) a
global recognition for CVB executives
IACVB Services
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IACVB Foundation
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Sponsors research and resources
Compensation and Benefits Survey
CVB Organizational & Financial Profiles
ExPact Study
IACVB Resource Center
Review
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Role and Functions of CVBs
How CVBs are Organized
How CVBs are Funded
CVBs Expenditures
Convention Marketing & Sales
CVB Services for Meeting Professionals
IACVB Services