Every event planner knows the stress of playing “Google detective” in a new city. Hours spent clicking through maps, reviews, and vendor websites, only to wonder if you’ve missed something important. Is that trendy venue actually reliable? Will attendees find it easy to get there? Are you overlooking hidden gems that could make the experience shine?
This is exactly why Convention and Visitors Bureaus (CVBs) exist. They live and breathe their city, and their job is to help you succeed. From insider knowledge to connections you can’t find online, CVBs give you the confidence that nothing’s been left to chance.
Working with a CVB means less second-guessing and more time focusing on the big picture. Here’s how they help turn the stress of planning into the success of hosting.
What is a CVB?
A Convention and Visitors Bureau, or CVB, is like the city’s welcome committee for event professionals. Their job is to make sure planners, attendees, and visitors get the best possible experience in their destination.
Most CVBs are funded by a mix of hotel room taxes, memberships, and sometimes city support. That means their focus isn’t on selling you a single venue or vendor. They want you to bring business to the city as a whole. The more successful your event, the more people stay in hotels, eat at restaurants, and explore the area. Everybody wins.
But CVBs aren’t there to push an agenda or upsell you. They’re a free resource, built to share local knowledge and make planning in their city easier. Think of them as your behind-the-scenes partners who know the shortcuts, the hidden gems, and the right people to call.
Why CVBs matter for event professionals
Planning an event in an unfamiliar city is full of unknowns. Which venues are the best fit? What areas are easy for attendees to reach? How do you avoid common hiccups that only locals know about? This is where a CVB proves its worth.
A CVB gives you insider knowledge you can’t get from a search engine. They know the neighborhoods, the traffic patterns, the venues with personality, and the vendors who actually deliver. They also have connections that open doors, like introducing you to the right hotels, restaurants, or partners who can make your event stand out.
And let’s not forget cost savings. CVBs flag financial incentives, help with hotel negotiations, and even point out hidden value in places you might not consider.
Top 11 ways CVBs boost event success
1. They give you local know-how
Every city has its quirks. These might be venues that look perfect online but have tricky load-in docks, neighborhoods that buzz during certain times of day, or routes that look short on a map but always jam with traffic. A CVB knows all of this. They’ll quickly tell you which spaces will wow attendees and which ones might leave you with regrets.
This kind of insider knowledge saves you hours of guesswork and prevents mistakes you’d only realize too late. Instead of learning the hard way, you get the benefit of local wisdom upfront, making you look like you’ve been planning in that city for years.
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2. They connect you to the right people
Successful events depend on relationships, and CVBs are wired into the city’s network. They know the venue managers, the trusted AV teams, the restaurant owners who can host private dinners, and even the city officials who can help with permits or security. These are doors you’d never be able to open as an outsider.
By plugging into the CVB’s network, you skip the cold calls and questionable referrals. Instead, you’re introduced to reliable partners who have already proven themselves. That means less risk, stronger support, and a smoother event from start to finish.
3. They help spread the word
Marketing an event doesn’t stop with your own emails and social posts. Many CVBs provide marketing support that expands your reach, from featuring your event on their website to offering city guides and images you can share with attendees. Some even help with media connections or local promotion.
That extra visibility makes your event more appealing and helps attendees see value in traveling to the destination. When you tap into a CVB’s marketing tools, you’re selling the experience of the city.
4. They make venue sourcing easier
Endless spreadsheets, phone calls, and back-and-forth emails makes sourcing feel like a full-time job. CVBs cut through that by helping you match the right venues to your event’s size, goals, and budget. They know the hidden gems as well as the big-name spaces, and they can quickly narrow your options.
Instead of spending weeks comparing sites, you get a shortlist tailored to your needs. That means more time focusing on strategy and less time buried in logistics.
5. They help with hotel blocks
Coordinating room blocks across several properties can get messy, especially if your attendees have different budgets or preferences. CVBs often step in to coordinate hotel blocks, making sure your attendees have options without you having to juggle multiple negotiations.
They also understand seasonal occupancy trends, which means they can help you secure better rates or timing. Your attendees get the convenience they want, and you get fewer headaches managing the details.
6. They smooth out logistics
It’s the small details that can make or break an event. A CVB knows the traffic patterns that might affect shuttles, the seasonal weather that could disrupt outdoor receptions, or even construction projects that might cause delays. They spot these issues early so you can plan around them.
By flagging potential snags before they happen, a CVB helps you create a seamless experience for attendees. Instead of scrambling to adjust on-site, you’ve already accounted for the city’s quirks in your planning.
7. They share attendee perks
CVBs often have partnerships that let them offer discounts on restaurants, cultural attractions, museums, or even public transportation. These perks give attendees more reasons to love the destination beyond your event agenda.
When attendees can explore the city with ease (and at a lower cost) they walk away with a richer experience. That added value reflects well on you as a planner and makes your event more memorable.
8. They bring financial support
Money matters, and some CVBs offer financial incentives for bringing events to their city. This could be in the form of grants, rebates, marketing support, or subsidies that offset costs. For larger events, those incentives can make a real difference to the bottom line.
This kind of support isn’t always advertised, but CVBs know what’s available and how to access it. By asking the right questions, you may uncover funding that stretches your budget further and allows you to create a better experience for attendees.
9. They keep things on track during the event
Even the best-laid plans can hit a snag. Maybe you need more volunteers, or a vendor falls through at the last minute. A CVB can often step in with solutions, connecting you to local resources quickly so the show goes on without attendees noticing a hiccup.
Having that extra layer of support during the event gives you peace of mind that you’re not tackling problems alone. Instead, you’ve got a local partner who knows exactly where to find the backup you need.
10. They help measure success afterward
Once the event is over, many CVBs provide data like economic impact reports or attendee surveys. This information helps you prove ROI, show the value of your event, and make better decisions for future planning.
Getting that kind of post-event insight isn’t always easy on your own. With a CVB’s help, you walk away with hard numbers and clear feedback that back up your success story.
11. They build long-term partnerships
The first time you work with a CVB, they’re helping you navigate the city. The second time, they already know your style, your priorities, and your event goals. That makes planning future events even smoother.
Over time, CVBs become trusted partners you can turn to whenever your events bring you back to their city. It’s the start of a long-term relationship that keeps adding value year after year.
Make CVBs part of your planning team
Planning an event doesn’t have to feel like guesswork in a new city. CVBs are built to give you the inside scoop, smooth out the logistics, and connect you to the right people so your event runs seamlessly. From cost savings to local perks, they bring a level of support you just can’t find anywhere else.
By teaming up with a CVB, you gain a partner who’s invested in your success before, during, and after the event. And when you combine that local expertise with tools like Cvent, you’ve got everything you need to source venues, book hotels, and tap into the resources that make events unforgettable.
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