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Partnering For Success
How to work effectively with sports
commissions and convention &
visitors bureaus
Background
• Visitor spending is valuable to the host community
• The money does not go to the sports commission or convention and visitors bureau
• Spending does benefit hotels, restaurants, retailers, etc.
Background (cont’d)
• Visitor spending disperses through the community, and some of it “leaks out” to the home office of the hotel, rental car company, etc.
• Many event owners or managers rely on bid fees, guarantees, hotel rebates, etc. to fund their event(s)
• This cash must be raised by your host, who does not usually see income; or, it comes from your own competitors, teams, their families, etc.
Local Partner Organizations
• Hotels (not recommended)
• Sports commissions
• Convention and visitors bureaus
• Park and recreation departments
• Local sports organizations (i.e. members
of USYS)
Hotels
• Many events book their own rooms, and the event is handled by the local club, etc.
• If you want a hotel to hold rooms at a good rate, sign a contract
• Do not be surprised by “attrition” clauses; these apply to rooms, meeting spaces, food and beverage
• Cut-off dates and team registrations
Hotels (cont’d)
• Cannot bring in your own food, etc. without prior agreement
• Room contribution systems: a tax on your own members
• Staying outside the room block
• Complimentary rooms (officials, etc.)
• Team registration at assigned hotel
• Hotels not able to help with the event
Convention and Visitors Bureaus
(CVBs)
• The time to ask for help is before you book
hotels or do anything else
• Request all properties that are suitable
• You will select; not the CVB
• Request bureau help with negotiations, etc.
• Must disclose need for room rebates at the
outset
CVBs (cont’d)
• Determine if the CVB has event
management capabilities; some do
• CVBs may have difficulty helping find
sponsors; might be able to invest $
• Can provide help with participant
registration, local attraction packages, etc.
• May not be familiar with event requirements
Sports Commissions
• Must be engaged at the beginning
• Will contact the CVB for hotels, local packages, etc.
• Will understand the event
• Will work with the venue
• Can find volunteers
• Might be able to raise money
• Will assist in running the event
Sports Commissions (cont’d)
• Can provide “start to finish” service
• Are usually able to do most anything required, provided it makes sense
• Provide a “go to” person in addition to your local host
• Are adept at mustering community resources
Helpful Hints
• Be careful not to rely on visitor spending as the reason someone should offer financial support…this money does not go to a room down the hall!
• Be very certain you make your venue needs clear; suitability can become an issue
• Level of expertise varies; willingness to please is not enough
Conclusions
• A good host will meet you at least half way
• You are obligated to understand the host
organization’s issues, too.
• A “win-win” is easier to talk about than
achieve
• CVBs want room nights
• Event owners want a successful event
Conclusions (cont’d)
• We assume you want your competitors,
families, officials, etc. to enjoy good
accommodations at the right price
• Room rebates can be seen to run counter to
the above; include in team fee?
• Stays outside the block hurt everyone… even
those who drive 50 miles to save $10
Conclusions (cont’d)
• Use caution when employing the services of a third party hotel booking service
• Some events have adopted a “stay to play” policy; this will grow
• Sports commissions, convention and visitors bureaus can help you, so get with them early!
Questions and Discussion
Don Schumacher
Executive Director
NASC
(513) 281-3888
www.SportsCommissions.org