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

Don@SportsCommissions.org

www.SportsCommissions.org