Free Meeting Planning Services

Pre-Planning Assistance:

  • Qualify hotel/meeting venue options and services based on meetings' needs
  • Check rates and availability at local hotels and meeting venues and gather quotes for you
  • Customize a bid packet with all hotel/meeting venue proposals
  • Coordinate site visits, schedule appointments and escort you to venues and attractions
  • Provide information to support presentations to selection committees
  • Check for conflicts with other town events
  • Assist with presentations to aid planners when presenting information to board or selection committees
  • Secure letters of invitation from key officials

After you have selected our destination for your meeting:

  • Provide you with complimentary Visitors Guides and Maps for attendees
  • Dine-around/tour coordination assistance
  • Suggestions for spouse and family itineraries
  • Provide Group transportation options/ collect bids
  • Planning assistance for off-site receptions, team building events, and group volunteering
  • Your “one stop resource”  in locating local resources such as; speakers, entertainers, caterers, florists, photographers, office equipment, promotional materials, souvenir ideas, security personnel and more
  • Provide calendar of local events and local happenings
  • Welcome Letter from community leaders
  • Coordinate community leaders to greet and welcome attendees

Attendance Promotion:

  • Use our video footage and images to help draw attendees and promote your meeting
  • Provide destination promotional text
  • Provide local targeted media contact list
  • Distribution of press releases



Submit a Request for Proposal

Please complete this RFP form or click above to send a document via email