The CVB Advantage: Why Planners Should Partner with Local Tourism Agencies

Planning an event in a new city is exciting but it can also feel like a shot in the dark. So what if you could call someone who knows the destination inside and out? Someone who’s already done the homework, vetted the vendors, and knows exactly what’s happening in the city the week of your event?

That’s what local tourism agencies are for. Whether they’re called CVBs (Convention and Visitors Bureaus) or DMOs (Destination Marketing Organizations), these teams exist to help planners like you pull off smooth, successful events and they often do it for free.

In this blog, we’ll break down what tourism agencies actually do, how they can save you time and money, and why they should be the first call you make when planning out of town.

What is a local tourism agency?

Think of local tourism agencies as the city’s welcome committee with serious event planning skills. Their job is to bring visitors (and their dollars) into the destination. That includes vacationers but also meetings, conferences, and events like yours.

They’re here to make your life easier. Most offer free support to planners, like help finding the right venue, coordinating hotel blocks, sharing marketing materials, suggesting local activities, and connecting you with trusted vendors.

If you’re planning in a city you don’t know well, they should be your first local call.

What’s the difference between a CVB and a DMO?

You’ll hear both terms tossed around in the meetings and events world: CVB and DMO. They sound different, but in most cases, they’re doing the same work.

A CVB (Convention and Visitors Bureau) is usually a local organization that promotes tourism and supports events. Their focus tends to include both leisure travelers and group business like meetings, conferences, and conventions. CVBs are often funded through a mix of local government dollars and hotel occupancy taxes, so they’re motivated to bring in visitors who fill rooms and support local businesses.

A DMO (Destination Marketing Organization) is a broader term that covers any group responsible for promoting a location as a travel destination. Some DMOs focus more heavily on tourism marketing. Think ads, social media, and branding campaigns while others offer full-on event support, just like a CVB.

Whether it’s called a CVB or a DMO, the goal is the same. They want your event in their city, and they’re ready to help you make it happen. That means free services, local expertise, and a whole network of trusted partners all working to make your planning process smoother.

Why it pays to partner with local tourism agencies

Planning a successful event takes more than just booking a venue and hoping for the best. When you’re heading into a new destination, having the right partner on the ground can make all the difference. Tourism agencies offer insider access, free support, and connections you won’t get from a quick Google search.

Here’s why partnering with a CVB or DMO is one of the smartest moves you can make:

1. Local intel, zero guesswork

There’s only so much you can learn from online reviews and venue websites. Tourism agencies know what’s actually going on in their city. They can point you toward the best-fit venues, let you know which ones just opened or which ones are under construction and share the kinds of details that only locals would know.

They’ll flag citywide events that might clog up traffic, share which neighborhoods are walkable for attendees, and tip you off to the vendors who always deliver. It’s like having a well-connected local friend who wants your event to go off without a hitch.

2. Real cost savings (sometimes actual cash)

One of the best-kept secrets in event planning is that CVBs often offer a ton of free services. We’re talking help with venue sourcing, coordinating hotel room blocks, setting up site visits, and even helping promote your event.

In some destinations, there’s also money on the table. You might qualify for marketing dollars, grants, or event funding especially if your event brings in overnight stays or measurable economic impact.

Tourism agencies help you stretch your budget without cutting corners. And who doesn’t want that?

3. Help with rules, permits, and local logistics

Every city has its quirks and its red tape. If you’re planning an outdoor event, want live music or food trucks, or are trying to host something on public property, you’ll likely need permits. Plus, the process can be confusing (and slow) if you’re going it alone.

Tourism agencies know the rules, the timelines, and the people in charge. They’ll walk you through the process, flag anything you might’ve missed, and help make sure your event doesn’t hit a legal snag days before showtime.

4. Boost attendee experience with curated local flavor

Great events give attendees a reason to remember the destination.

Tourism agencies can help you build in those memorable local touches. Think: neighborhood food tours, wellness experiences, off-the-beaten-path excursions, or cultural add-ons that showcase the city’s personality.

They know what’s authentic (and what’s just for tourists), and they often have a list of tried-and-true vendors to make it happen so you’re not wasting time chasing flaky partners.

5. Build relationships that pay off long-term

Tourism agencies love repeat business. When you bring events to their city, they remember you and they’re even more helpful the next time around.

You might get early access to local updates, priority on booking requests, or insider heads-ups on venue openings, big events, or infrastructure changes. You’ll also have a go-to contact who already knows your preferences, your audience, and your goals.

6. They know their way around the Cvent Supplier Network

Most CVBs and DMOs use the Cvent Supplier Network daily. They know how to find the right venues fast, they know who’s active on the platform, and they can help you narrow your RFPs down to top matches based on your needs.

This means you’re not just sending blind RFPs into the void. With a CVB’s help, your request is more likely to land in the right inbox, get the right attention, and come back faster with better-fit responses.

Plus, some CVBs even manage destination-wide profiles or partnerships within the CSN, which means they can connect you with multiple hotels, venues, and service providers in one go. If you’re already planning in Cvent, partnering with a CVB makes the whole process quicker, cleaner, and way more targeted.

For an example, check out the London Convention Bureau’s CSN page.

Best practices when working with CVBs and DMOs

Tourism agencies are one of the most underrated resources in your planning toolkit. But like any good partnership, it helps to know how to work with them. If you want to get the most value out of a CVB or DMO, keep these best practices in mind:

1. Loop them in early

The sooner you bring them into the planning process, the more helpful they can be. Reach out during the research or RFP stage, not after you’ve locked in a venue and built your schedule.

They may be able to recommend better-fit spaces, share upcoming citywide events that could affect hotel availability or traffic, and offer support that shapes your event from the ground up.

2. Be clear about your goals

Tourism agencies aren’t mind readers. The more upfront you are, the better the support you’ll get. Tell them what kind of event you’re planning, what your attendees care about, what your budget looks like, and any key needs you’re working around.

They’ll tailor their recommendations based on your specific goals; whether that’s maximizing walkability, stretching a small budget, or creating a wow-worthy experience.

3. Ask about perks (even the unofficial ones)

Not every deal or incentive is listed online. Some tourism agencies have access to marketing dollars, promotional support, or hotel discounts but you have to ask.

A quick “What kind of support is available for events like mine?” can unlock extras you didn’t even know existed. That could mean co-branded materials, hosted site visits, or help promoting your event to local audiences.

4. Share your attendee profile

Is your audience mostly C-suite? Medical professionals? Techies? Students? Tourism agencies can connect you with experiences and vendors that actually resonate with your crowd.

They know their city’s vibe and they know how to match it to different audiences. Give them a clear picture of who’s attending, and they’ll help you curate everything from group activities to local swag.

5. Ask for vendor referrals

Tourism agencies work with planners all the time. They know which vendors are reliable, responsive, and easy to work with and which ones you should avoid.

If you need AV support, entertainment, décor, catering, or transportation, ask for their shortlist. It can save you hours of research (and a few potential headaches).

6. Keep them in the loop

Once you’ve made key decisions (like your venue, date, and rough schedule) circle back and let your CVB or DMO contact know. They may spot new ways to support your event, or update you on anything happening locally that could impact logistics.

Treat them like a true planning partner, not a one-time info desk.

7. Follow up after the event

A quick thank-you goes a long way. Share what went well, what you loved, and even photos or attendee feedback if you can. If you’re planning to return, let them know. They’ll likely be even more supportive the second time around.

Relationships with tourism agencies open doors long-term, and a little post-event follow-up helps keep the connection strong.

Your local tourism agency is your not-so-secret weapon

Planning in a new city doesn’t have to feel overwhelming. With a CVB or DMO on your side, you’re starting with a team that already knows the lay of the land and wants your event to succeed.

From saving time and money to unlocking local flavor and streamlining logistics, these partnerships are a strategic advantage. And the best part is that most of the support they offer is completely free.

So next time you're planning out of town, don’t just book a venue and hope for the best. Reach out to the tourism pros. They’re in your corner and they’re ready to help you plan smarter.