“We’re a good time-saver for meeting planners,” says Desiree Everett, convention sales manager at Travel Portland in Oregon (www.travelportland.com). Contacts at the CVB are “experts in their area,” she says, and know the venues and attractions in the city inside and out, which saves planners from relying on Internet searches, word of mouth and luck. These experts can provide brochures about the city’s attractions that planners can pass out to the group’s members and guests, as well as provide contacts for area attractions, among other services.

One of the first areas planners may start with is booking hotel rooms, which can be one of the most time-consuming duties of a planner. But with help from a CVB, all planners have to do is tell the representative how many people need hotel rooms, and the CVB will contact all the hotels in the area to see which properties have enough room. The CVB will also notify the hotels not chosen “so you don’t have to make all those phone calls to tell hotels ‘No,’” Everett says.

While most CVBs won’t provide specific itineraries for your group, some, such as the Greater Ft. Lauderdale Convention and Visitors Bureau, will point you to their Web site (www.sunny.org), where you can find multiple sample itineraries. Other CVBs will provide information on tours, activities and trips so planners can fill out the group’s itinerary.

“We will provide planners with resources and the names of our partners that provide the services they’re looking for,” Everett says. “We can also provide pre- and post-trip information if attendees want to make a vacation out of it.”

You can’t just pick up the phone a month before your meeting, though; it’s definitely not something to rush through, says Albert Tucker, vice president of multicultural business development for the Greater Ft. Lauderdale Convention and Visitors Bureau. Tucker says he advises groups to leave a minimum of nine months – preferably 12 – for planning.

“I find if you’re trying to do something in three to six months that you will leave a step out because you’re rushing,” he says.

Not only that, but your proposed meeting dates may conflict with another similar group meeting around the same time. With access to community and convention center calendars, CVBs can make sure your group isn’t overshadowed.

Help from the CVB isn’t limited to hotel rooms, restaurants, meeting space and calendars.

“I really try to make it personal,” Tucker shares. “If they have musical requirements, I might tap into a local church’s choir.”

Likewise, Everett says one government group she worked with wanted to play volleyball at a city park. She was able to find exactly what the group wanted.

The Lutheran Education Association asked Minneapolis’ Carr to research fountains in the city because the theme of their meeting was “Fountains of Faith and Knowledge.” The representatives at Meet Minneapolis put together a list of all the fountains with descriptions and a map identifying each location. “They ended up doing a walking tour one morning and included a stop at all the fountains,” Carr reports. “This is a great example of what a CVB can do [for a group] for free.”

Popular Event Destinations

Atlanta – Whether you’re a sports fanatic or a foodie, Atlanta’s diverse attractions have something for everyone – including hundreds of churches, such as Ebenezer Baptist, where members of Martin Luther King Jr.’s family have preached since 1927. Atlanta Convention & Visitors Bureau: 404.521.6600, www.atlanta.net

Orlando – Mickey isn’t the only game in this town. Sports and recreation, shopping, family fun, even luxury vacations can be found in central Florida. Orlando Travel & Visitors Bureau: 407.363.5872, www.orlandoinfo.com

Las Vegas – See world-class shows, relax at a pool, play golf and feast at never-ending buffets in The City of Lights. Las Vegas Convention and Visitors Authority: 702.892.0711, www.visitlasvegas.com

Chicago – Visit the Sears Tower, museums, theaters, nature conservatories and exceptional restaurants. Chicago Convention & Tourism Bureau: 312.567.8500, www.choosechicago.com

New York –There’s no limit to what you can do in The City That Never Sleeps. NYC & Co.: 212.484.1200, http://nycvisit.com/ (click on the “Meeting Planners” tab)

New Orleans – Steamboats, jazz, shopping, festivals, sports and recreation will keep you busy here. New Orleans Convention & Visitors Bureau: 800.672.6124, www.neworleanscvb.com

Dallas – Romance, family activities, sports and the arts are all part of the Dallas experience. Dallas Convention & Visitors Bureau: 800.232.5527, www.dallascvb.com

San Francisco – See historic neighborhoods, visit Alcatraz and the Golden Gate Bridge, walk through an aquarium or relax at a spa. San Francisco Convention & Visitors Bureau: 415.391.2000, www.onlyinsanfrancisco.com

Anaheim, Calif. – Family is in the spotlight with a number of theme parks and family-oriented activities. Don’t forget the arts, shopping and, of course, beaches. Anaheim/Orange County Visitor & Convention Bureau: 714.765.8888, www.anaheimoc.org