PRESS RELEASE:
WHAT IS SARAWAK CONVENTION BUREAU (SCB)?
WORKING WITH CONVENTION BUREAUS
Ideas and advice for meeting planners and decision makers
What is a Convention Bureau?
A Convention Bureau is a destination’s marketing body, and its main focus or purpose is to increase the number of events, conferences and meetings held in the destination – whether a city, a region or a country..
The Convention Bureau is the natural starting point for anyone who wants to organise a meeting or a congress in a specific destination. It is a ‘one-stop-shop’ for independent information and assistance and will give a planner unbiased and neutral advice on all aspects of hosting and organising conventions and business events within a particular geographical area.
A Convention Bureau offers expert services to corporate, association and independent meeting planners in order to support them in the site selection process as well as in planning and producing successful meetings, incentives, conventions, exhibitions and events.
As an unbiased resource, a Convention Bureau acts as official point of contact for all conference organisers and meeting planners, from general enquiries through to confirmed events
A wide range of information about their destination includes meeting, accommodation and transportation facilities; a list of local suppliers such as PCOs, DMCs, hotels and third party service suppliers such as AV, interpretation services, sightseeing companies; unique venues and tourist resources; stand contractors, administrative information such as visa application, custom rules and regulations and useful contact addresses and links for other industry related associations.
How are Convention Bureaus organised?
The Convention Bureau may be an integrated part of an ‘umbrella’ organisation such as
• national or regional tourist boards
• city marketing and promotion bodies
• national, regional or local governments
• national or local governments
• city councils
• chambers of commerce
- but it may also be a separate, private entity.
The bureau is normally funded by its members - the destination’s travel and meetings industry. If the bureau has no members, it might be funded by local or national government. In most cases, a combination of the two financial sources will be the case.
The services of the Convention Bureau are usually free of charge.
What do Convention Bureaus do?
Promotional Materials
Convention Bureaus produce promotional material for the use of meeting planners and organisers. This wide choice may include Meeting & Incentive Planners Guides, promotional videos, films, CD-ROMs, brochures, posters, maps, copyright free pictures and e-letters.
Familiarisation Trips and Site Inspections
Convention Bureaus organise familiarisation trips and site inspections to introduce their destination to planners. These trips are coordinated by the bureau and the potential buyers are invited to familiarise themselves with the destination and its suppliers.
Web Sites
The web sites of Convention Bureaus bring the planners and the travel industry of the destination together online and provide all the necessary information and guidance the planners and organisers might need. Useful materials such as Meeting and Incentive Planner Guides, videos, photos, films, press kits, releases, and e-news can be downloaded from the web sites.
The online event calendar is also an important service of CVB websites as it contains the list and the full details of upcoming conferences and events with direct link to the events web sites.
Suppliers Information and Quotations
Convention Bureaus act as an intermediary between planners and the meeting industry of the destination. They provide information about suppliers for meetings and incentives and introduce the planners to local suppliers. They also assist in obtaining quotes from suppliers and comprehensive proposals from the professional congress organisers (PCOs)and destination management companies (DMCs).
Most of the Convention Bureaus offer online RFP (request for proposals) on their web sites and online venue finder to help planners and organisers with the suppliers and proposals for their event.
Social Programs, Pre and Post Tours and Incentive Packages
Convention Bureaus offer meeting planners advice on social events and spouse programs by providing information and recommendations on unique venues, tourist attractions, sightseeing programs as well as creative incentive packages. This includes useful tips of the city and pre and post tour alternatives.
Convention Bureaus can also supply planners/organisers with a wide choice of programs gathered from their experienced local PCOs and DMCs.
Help with bids
As the coordination office, Convention Bureaus play a very important role in being the link between planners / organisers and the destination, especially in getting support of local authorities for the events / conventions.
From the very beginning of the candidature process to the hosting of the event, Convention Bureaus deal with local/regional/national authorities in order to provide the city’s official, financial and administrative support which vary among destinations and in different forms such as support letters, permitting the use of city halls and unique venues at no or minimum cost, assisting in the promotion of event with banners and boards around the city and so on. Some cities even sponsor receptions or provide financial compensations.
Assistance with Congress Candidature - Official Bids
Convention Bureaus support the congress candidature process by compiling and submitting the official bid for the city, providing promotional material, assisting with presentations, coordinating the support of local authorities, and coordinating site inspections.
Tentative Bookings of Venues and Hotel Accommodation
Bureaus can make tentative reservations of conference venues and hotel rooms to ensure necessary availability.
Destination Display and Promotion
Convention Bureaus may assist in organising promotional activities during the congresses prior, in order to promote their destination and encourage higher level of attendance.
Information Kits and Welcome Packs for Conference Attendees
Convention Bureaus provide meeting organisers with Delegate Information Kits which include material such as city guides, maps, brochures etc, to be distributed to the congress participants.
City Cards / Passes
Convention Bureaus may offer free or discounted city cards to congress participants which cover the transportation network of the city as well as services such as reduced or free entrance to museums, discounts for restaurants and shops, etc.
Convention Publicity
Convention Bureaus give assistance with convention publicity by offering organisers the free use of posters, films, photos, videos, and other promotional material, creating e-mail campaigns for the promotion of destination, supplying boards and banners around the city during the congress, listing the congress on Online Event Calendar and giving direct link to congress website.
OTHER SERVICES
Depending on the size and the policies of the bureaus, the following services can also be provided :
• Registration Assistance
• Opening Ceremony Sponsorship of every congress in the city
• Hospitality/Information Desk during the conventions
• Assistance in finding financial supports
• Shuttle services
• Housing
• Reservations of guided city tours
• Provide pre-financing and/or guarantee funds to organisers
For more information, please contact:
Sarawak Convention Bureau
Lot 31, Jalan Masjid
93400 Kuching
Sarawak, Malaysia
T: +6082- 242516
F: +6082- 242519
E: info@sarawakcb.com
W:
www.sarawakcb.com
