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Begin your meeting planning by contacting the local convention and visitor bureau. The staff will work with you to identify the best facility for your needs, check on date availability and generate a proposal.
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Know the history of your function to best identify your needs.
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Consider additional dates for your event, perhaps during a hotel’s “off-season”
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Negotiate a multi year contract at your selected facility.
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Research speakers and entertainers that may be in the area already, reducing travel expenses…or offer multiple bookings at the same event or at another time, but have them all on one contract.
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Request a sliding scale of meeting room rental based on guest room pick-up.
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Work with catering staff to customize meals within your budget.
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Use dessert as a centerpiece!
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Work with the CVB when developing namebadges, publicity, spousal/children’s tours....all complimentary services available to planners.
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Avoid multiple set up fees by using the same room and set up for multiple sessions.
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Discuss AV rentals with the sales department…multiple day use discounts or providing your own.
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