A. A good place to start is with your group's leadership. Your president can usually tell you about the procedure, or refer you to the person or committee in charge of selecting the convention site. Your group's bylaws may also address how to go about this. There may be written specifications on what is required to host the convention. Sometimes a formal written bid is required from you, or from the convention bureau, or both.
Q. How much work is involved in hosting a convention?
A. It all depends on the group. Some groups provide
financial and planning assistance to local chapters. Others
may only need an invitation from the local chapter, and
a state-level committee or meeting planner does the rest.
There are some who leave all expenses and planning to
the local members. It is important to find out before
you commit.
Q. What is the role of the Waco Convention & Visitors Bureau in the process?
A. We work as your partner in the bid process. We can block the space at the Waco Convention Center several years in advance for larger groups, quote prices, obtain proposals for blocks of rooms at Waco hotels, and help with any special needs or requirements of the group. We can also accompany you to help present the bid.
Q. What if I do get my group to commit to hold its convention in Waco? What support do you give after a convention is booked?
A. We have a Convention Services Manager, Rhonda
Bailey, who can help guide you as you begin to plan the
convention. She'll make sure you have the right meeting
rooms booked, supply you lists of service providers you'll
need such as caterers and audio-visual suppliers, and
any other assistance you need.
Q. Do you help with other types of events?
A. Yes. There is often a similar bid process for tournaments, races, horse or livestock shows, and other types of events. We can assist with any group that requires Waco hotel rooms.
Q. Do you give any free items to convention groups?
A. For groups using at least 75 hotel rooms for two nights, we supply free nametags, lapel pins, and plastic convention bags. Waco visitors guides and maps are also provided at no charge upon request.
Q. I would like to move ahead and put in a bid. What is the next step?
A. Call us at (800) 321-9226 and ask to speak to
a convention salesperson. Tell us what you know about
your group's process and needs. We will likely ask you
a set of questions, such as the next available set of
dates for the convention, how many hotel rooms are needed
each night, where you have met in the past, what your
special needs are, and so on. We'll discuss together how
best to proceed from there.
Q. How can I get publicity for my event?
A. Click here for a Word document that lists many websites that accept event listings.
