You have been tasked with tracking down the coolest spot for your organization’s next meeting or convention and have no idea where to begin. Don’t worry! This is where the staff of a Destination Marketing Organization (DMO) like Visit The Woodlands comes in.
The main role of a DMO is to help make your life easier and to assist you in the detailed process of planning your convention or meeting.
Here are 5 ways a DMO can help with your next meeting:
1) RFP Distribution
To start, you’ll need to track down hotel properties and meeting venues that are able to host your event. There are many factors that go into finding the best spot for your meeting, including space requirements and hotel room rate. Instead of spending countless hours reaching out to properties that may not be the best fit for your event, send your RFP (Request for Proposal) to the Visit The Woodlands sales team and let them distribute the RFP on your behalf. The team can narrow down the search to locations that fit your meeting requirements and follow up with you once responses are received. This will save hours of your time so you can focus on the additional aspects of planning your meeting.
2) Site Visits
The next step is actually experiencing the location. It may look great on the Internet, but you will want experience the culture and vibe of the destination for yourself to ensure it’s the best fit for your meeting. Before making your final meeting venue selection, The Woodlands sales team can arrange a site visit for each hotel property or meeting venue that responded to your RFP.
3) Meeting Planning Assistance
After you have officially decided The Woodlands is the place for you, it’s time to start organizing the details of your meeting such as food, entertainment and more. Visit The Woodlands is here to make that process as easy as possible for you. If you’re halfway across the country and attempting to plan from afar, the team is here to help. Having a local expert to answer questions and coordinate vendors for your event can be invaluable during the planning process.
4) Local Insight
At this point, you’re on your way and your entire group will be checking in soon. Visit The Woodlands can put together personalized content for your group. This can include shopping and dining recommendations, transportation options and post-meeting activities or events. The Woodlands team can compile all of this on a dedicated webpage for your group to access via their mobile phones, making it easy for your attendees to show up and experience everything our destination has to offer.
5) Welcoming Committee
In addition to helping with conference registration, Visit The Woodlands can make sure your attendees feel welcome with swag bags full of great area information and other goodies.
Visit The Woodlands is here to help you. Our team wants you to feel welcome in The Woodlands and ensure your best conference experience for you and your attendees. For help planning your next meeting, visit www.visitthewoodlands.com/meetings-and-groups.