Meeting Planner Toolkit

  • Assist with conference invitation, bid proposal, presentation
  • Provide information on convention and meeting facilities
  • Coordinate city and facility site inspections
  • Provide Visitors Guide and Director of Services
  • Advice on pre-conference mailings
  • Assistance with off-site catering venues
  • Provide customized or sample itineraries for pre and post tours and recreation for children, spouses and social programs
  • Provide suggestions for speakers and entertainment
  • Supply information packets for delegates
  • Assist with news release and mail to area TV, radio and print media
  • Distribute marquee release to welcome delegates to city-wide conferences and events
  • Supply promotional brochures and materials and materials such as videos, still photography and posters for advance promotion
  • Arrange local dignitaries to welcome delegates
  • Use of visitors’ tent
  • Supply VIP gifts for conference dignitaries
  • Information table set up with area brochure and maps. It will be manned by volunteers to help visitors with questions
  • Transportation (can be arranged for a fee)

Contact our Director of Convention Sales with questions and for more information 423-392-8821

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