There are many reasons to meet and play in the largest city in Northern California. Here are a few:

Unconventionally Great Customer Service
Team San Jose, a new breed of CVBs changing the face of the event services industry, puts the customer first, which is part of the reason why 97 percent of meeting planners say they would return to San Jose for a future meeting. Recently certified by DMAI by a rigorous 22-point service standard, TSJ coordinates everything from housing, event services and customized food and beverage menus to permits, marketing support and technically-savvy special events.

Convention Center Expansion and Renovation
In April 2011, the City of San Jose and Team San Jose announced plans to expand and renovate the San Jose Convention Center, which currently offers 143,000 square feet of column-free exhibit space, a 22,000 sq.-ft. ballroom and up to 31 meeting rooms. The $120 million project will add 125,000 square feet of flexible meeting and ballroom space, increasing San Jose’s convention center space to 550,000 total square feet. The center remains fully operational throughout the project, which will debut in 2013.

Easy, Accessible Airport and Destination
San Jose offers a walkable, clean and safe downtown, conveniently located 10 minutes from the Mineta San Jose International Airport, which now has larger lounges featuring free Wi-Fi and public art installations.

Fun Gateway to the Bay Area and Northern California
After your event is over, attendees will love the San Jose experience. With 300 days of sunshine, they will be eager to get outdoors for a walk downtown, which is packed with tree-lined streets, stylish hotels, diverse restaurants, parks and an abundance of cultural activities, before and after meetings. The Tech Museum, HP Pavilion—home to the NHL’s Sharks—and the San Jose Civic are popular nearby attractions. A short drive puts you smack in the middle of Santa Cruz Mountain wine country, and great beaches and attractions are a day-trip away in the Monterey and San Francisco Bay areas.

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Latest and Greatest

The newest addition to Denver’s burgeoning Cultural Arts District is the Clyfford Still Museum, located adjacent to the Denver Art Museum. The bold, iconoclastic building was designed specifically to display the works of Still, considered one of the most influential artists of the 20th century. Opened in November of last year, the two-story, 28,500-sq.-ft. museum is filled with approximately 2,400 pieces by the abstract expressionist pioneer, the bulk of whose work has been hidden from public view for more than three decades. Created with events in mind, the museum can host receptions for 250 or sit-down dinners for 60 people.

Hang Out, LoHi Style

Denver is a city of neighborhoods with original boutiques, galleries, brewpubs, bookstores, locally owned coffee houses, chef-owned restaurants and music clubs. But none has experienced more growth recently than the LoHi (Lower Highlands) District, located northwest of downtown. Pedal along the Cherry Creek bike path on a shiny red cycle rented through the city’s B-Cycle program and check out the area’s highlights along the way, including Confluence Park and the massive REI flagship store. As the sun sets, hang around and enjoy a bite at one of the district’s eclectic eateries.

Meet Greener Than Green

At the heart of downtown Denver is the two-level, environmentally friendly Colorado Convention Center, featuring 584,000 square feet of exhibit space, two ballrooms (one measuring 50,000 square feet; the other at 35,000), 63 meeting rooms and a 5,000-seat theater. Thanks to the center’s ambitious sustainability program, the state-of-the-art facility received LEED certification for an existing building, making it the largest building in Colorado and one of the largest  convention centers in the U.S. to do so.

Pachyderm Paradise

The din of trumpeting trunks will be a common sound when the Toyota Elephant Passage opens at the Denver Zoo this June. The landmark, $50 million, 10-acre exhibit will become the nation’s largest bull elephant habitat (capable of housing up to 12 males) and will also house a variety of Asian elephants, Indian rhinos and Malayan tapirs. The Denver Zoo has a complete on-site meeting facility able to handle conferences up to 300, banquets for 700 and receptions up to 8,000 people.

Two major highway systems provide fast and easy transport between downtown and other parts of the city, including the Gerald R. Ford International Airport. Meeting spaces abound in the four corners of the city surrounding downtown. Each area offers its own unique personality, from an outdoor adventure-oriented northwest corner to a southeast corner dominated by one of Michigan’s busiest commercial districts.

Grand Rapids has earned international recognition as an arts destination. Every autumn, the city hosts 2,000 artists and 300,000 spectators for ArtPrize, the world’s richest art competition. Frederik Mejier Gardens & Sculpture Park has been named one of the world’s top 30 must-see museums, while downtown is jam-packed with outdoor public art. The city is also adept at the art of dining, thanks to a renowned culinary school and a rich agricultural bounty that ensures fresh, delicious, farm-to-table cuisine.

Other major attractions include Lake Michigan, named one of the world’s top 25 shorelines; Michigan’s Adventure Amusement Park, home to one of the world’s top 10 wooden roller coasters; and John Ball Zoo, a classic urban zoo just five minutes from downtown.

A city with an enduring faith tradition, Grand Rapids is home to such belief-based organizations as Zondervan, Family Christian Stores and  IFCA International. It’s a very comfortable site for religious meeting planners and attendees, as evidenced by the city’s acclaimed hosting of RCMA 2009.

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1. Rhode Island School of Design Museum
A concentration of colleges—Brown University, Johnson and Wales University, Rhode Island College, Providence College, Rhode Island School of Design, (or RISD)—adds to the intellectual and youthful capital of the city. Planners can tap into a variety of top-notch resources from speakers and museums to artists and high-tech meeting centers. You can build in time for attendees to visit the RISD museum where they’ll find a distinguished mix of works from the art and design world, or you can plan an elegant evening in its event space.

2. Federal Hill
Culinary students from Johnson and Wales and other colleges have fanned out around the city, adding new twists to the ethnically influenced neighborhood restaurants that have thrived in the city for generations. Federal Hill is Providence’s Little Italy, and invites walking tours past pastry-filled windows, boutiques and coffee houses. At Trattoria Zooma, you can watch fresh pasta being made in the front window. A chef’s table gives your group a close look at the restaurant’s distinctive take on traditional Italian dishes.

3. Convention Center Rotunda
With its high windows overlooking the city, Rhode Island Convention Center’s rotunda showcases the facility’s flexible space and dramatic good looks. More importantly for planners, the center’s management team prides itself on its in-house catering, work rules and regulations. The 100,000-sq.-ft. convention space is directly connected to the 564-room Westin Providence Hotel; Dunkin Donuts Center, which hosts sporting events, concerts and shows; and Veterans Memorial Auditorium, listed on the National Register of Historic Places. Also on the register is the Renaissance Providence Hotel. While the hotel’s façade reflects its history, its interior is a mix of modern artistic elegance and state-of-the-art technology. The hotel earned R.I. Green Certification.

4. Johnson and Wales Culinary Arts Museums

Food as art, history and fun is on view at this funky little museum. You can rent the entire museum for a seated dinner of up to 160 guests or a reception for up to 350. Or plan a casual event in the 1950s diner which features retro-style tables and chairs, as well as a soda fountain bar.

The outdoor market at Paseo Colorado

Paseo Colorado

Across from the convention center campus, this Mediterranean-themed development’s central design feature is an esplanade that connects a mix of shops, restaurants, a movie theater and other commercial spaces along Colorado Boulevard to the Civic Auditorium, creating outdoor space for large events like concerts.

Pretty in Pink

The Langham Huntington, a landmark since 1907, is for those special guests. The hotel’s rooms, public spaces and service are comfortable and enchanting. Set off by views of the San Gabriel Mountains, the 23-acre property encompasses a conference center with 50,000 square feet of indoor and outdoor event space, including three ballrooms, 15 meeting rooms and three boardrooms. Its 380 guest rooms, including private cottages, are surrounded by lush gardens, a pool and tennis courts. Highlights include the Langham’s afternoon tea, a patio surrounding a fountain that’s perfect for small gatherings day and night, a luxurious spa and the Michelin Star dining room with an outdoor terrace featuring inspiring views.

Sports and Arts

The annual Tournament of Roses draws hundreds of thousands to its famous parade and the Rose Bowl football game. But the city is also know for its cultural attractions, ranging from performances at its legendary regional theater, the Pasadena Playhouse, to its many museums, including the Huntington Library, Art Collections, and Botanical Gardens, as well as its scientific and cultural institutions, including the California Institute of Technology.

Outdoor dining in Old Pasadena

Eclectic Old Pasadena

The downtown business district is a lively, pedestrian-friendly center with pricey boutiques, ethnic restaurants, outdoor cafes, coffee houses, museums, galleries and music events. There’s easy access to parking and public transportation for those attendees arriving from nearby Los Angeles, who will be pleasantly surprised as they leave the traffic behind.

And maybe it is. The city is home to Churchill Downs, which features the “most exciting two minutes in sports” every May during the Kentucky Derby. Visitors take pictures with the world’s largest baseball bat at the Louisville Slugger Museum and Factory. They can cruise along the Ohio River through downtown aboard the Belle of Louisville, the oldest operating steamboat in the nation. The “Possibility City” is loaded with opportunities to mix and match the area’s traditions and legacies, or stick to a theme and go all out.

Churchill Downs and its world-famous Kentucky Derby can easily be the main event, whether you are in town for the horse race itself or not; the city has year-round attractions dedicated to the “Run for the Roses.” The Kentucky Derby museum, which features more than 20,000 artifacts, reopened this past April after suffering severe damage following a flood in August 2009. New interactive exhibits give an inside look at the celebrities and fashion of the derby, as well as stories about the horses, jockeys and owners. Free historic guided walking tours of Churchill Downs are also available. Some tours include visits to the grave sites of famous past Derby winners, and others go behind the scenes to areas such as the stalls, jockeys’ quarters and press box.

While the official bat of Major League Baseball is certainly the highlight of the Louisville Slugger Museum and Factory, visitors can also step into a batting cage, see all kinds of baseball memorabilia and get the inside scoop from famous players in videos. Custom tours can highlight a favorite team, city or era, and visitors receive a free mini bat. The museum is located on Main Street’s Museum Row along with eight other stop-worthy highlights. Check out yet another sports icon at the Muhammad Ali Center, which celebrates the hometown hero with exhibits, civil rights footage and inspiring stories. The Louisville Science Center lets kids dive into the scientific world around them through permanent and temporary exhibits.

Near all the activity and attractions in downtown Louisville is Kentucky’s largest hotel, Galt House. The property has 1,290 guest rooms, including 650 suites, and a newly renovated 16,000-sq.-ft. ballroom that is part of the hotel’s 124,000 square feet of meeting space. The hotel is connected to the Kentucky International Convention Center by skywalk. Rivue Restaurant and Lounge is the hotel’s rooftop restaurant featuring two rotating dining rooms. It has views of downtown and the waterfront and consistently ranks as one of the city’s best restaurants. If that’s not enough, Galt House has six more restaurants and bars.

Another property option is the 21c Museum Hotel, but it isn’t just a place to stay. The 90-room boutique hotel is also the only museum dedicated solely to 21st-century art. Maybe it’s the 5,000 square feet of art-filled meeting and event space, iconic red penguins or 9,000 square feet of curated exhibit space by a full-time museum director that helped the hotel win a first-place ranking among Condé Nast Traveler readers in 2009. Travel & Leisure also labeled it “one of the most ambitious unions of art and hospitality ever undertaken.”

Kentucky is known for its bourbon. Heaven Hill Bourbon Heritage Center, Maker’s Mark, Jim Beam and Buffalo Trace distilleries offer tours. An Urban Bourbon trail features a different kind of tasting trek with a series of stops at Louisville bars and restaurants overflowing with the nation’s only native spirit. Each stop along the way boasts 50 different labels, bourbon flights, bourbon cocktails and all the expertise you need to complete the experience.

It might be too late. Between the newly renovated Battelle Grand multi-functional room in the Greater Columbus Convention Center and news of the $140 million Hilton Convention Hotel planned for completion by fall of 2012, the Midwestern city is already on the meetings map.

The city’s special touches for groups and meeting attendees come in the form of “experiences.” Experience Columbus, the city’s CVB, has partnered with hand-picked community businesses to package hands-on, interactive activities, which planners can mix and match to satisfy groups of any size, age and interest. They range from hands-on seminars with the Columbus Zoo to culinary delights at the North Market.

Meeting Facilities:

Battelle Grand

• Greater Columbus Convention Center: 410,000 square feet of exhibit space, three ballrooms and 65 meeting rooms

• Nationwide Arena: 18,000-seat arena

• Ohio Expo Center: 1 million square feet, 360-acre multi-use complex

• Veterans Memorial: 110,000 square feet of exhibit space

celebrates an inspiring recovery. |By Regina McGee

Less than nine months after Hurricane Ike swept through Galveston causing some $3 billion in damages, this Texas resort celebrated its remarkable recovery with Re-Birth Day festivities in the downtown area in May. Weekend activities included tours of the newly re-opened Tremont House. The return of the historic hotel, a Galveston icon, was the latest in a series of recovery milestones.

Over Memorial Day weekend, thousands of visitors enjoyed the island’s famous beaches, restored after a $10 million effort. Hundreds of shops and restaurants in the downtown area are now open for business, though recovery is still underway in parts of the Strand, famous for its beautiful Victorian architecture.

Thanks to the city’s seawall, much of the island’s tourism infrastructure was left in tact following Hurricane Ike. This includes the Galveston Island Convention Center, located at the San Luis Resort, overlooking the Gulf of Mexico. The center’s resort-like ambience is complemented with state-of-the-art facilities, including a 43,100-sq.-ft. exhibition hall. Parking at the center and anywhere on the island is complimentary – as is the shuttle to and from contracted hotels. With 700 hotel rooms adjacent to the center and another 1,400 within two miles, the island accommodates citywide events averaging 1,200 people.

Recently, Galveston was voted the top Texas tourist destination for out-of-state leisure travelers in a survey conducted by the state’s Office of the Governor, Economic Development and Tourism. Indeed, this 32-mile-long island continues to offer a an amazing diversity of attractions.

Moody Gardens boasts everything from a world-class aquarium and a Discovery Museum to a spectacular hotel, spa and convention center. With its huge array of aquatic attractions, the Schlitterbahn Waterpark is a mecca for families. The island’s many treasured historic attractions include the Grand 1984 Opera House, a jewel of Victorian-era theater, and Bishop’s Palace, a castle-like home now one of the island’s most visited museums.

“The pace of recovery is a testament to the resiliency of the people of Galveston,” remarks Meg Winchester, CMP, director of sales, Galveston Island CVB. Galveston continues to be an excellent choice for religious conferences, she says. “Our whole philosophy is that groups have the best experience possible.”

The Columbus Zoo and Aquarium is considering adding an onsite hotel or resort due to a boost in attendance. Big draws such as baby elephant Beco and waterpark Zoombezi Bay attracted more than 1.9 million visitors in 2008 and turned the zoo into a two-day attraction.

Zoo officials drafted Hotel & Leisure Advisors of Cleveland to conduct a study that will help the zoo decide whether to pursue the project in May. The study will recommend the number of rooms the proposed treetop lodge should offer, as well as whether a restaurant or meeting space should be included.

The zoo’s attendance data is an important piece of the hotel study, along with analysis of the performance and occupancy of existing hotels in the northern Columbus market.

By Christine Born

1. Know who you are.

A comprehensive Request for Proposal should provide an overall evaluation of your meeting, says Donn Oswald, associate director of sales for the Greater Phoenix Convention and Visitors Bureau. “Think of a resume, which offers job experience, references, history, etc.”
What are you using the space for? Be specific and thorough, advises Rachel Swartzendruber Miller, associate director of convention planning, Mennonite Church USA. “Remember the old real estate axiom—location, location, location? Well, think instead: communication, communication, communication.”

The more information you collect and provide for the venue or destination, the more options you’ll discover. Do you use volunteers? What do you use them for? What are the demographics of your group? Are they largely men who are looking for sports activities? Or women who want shopping?

What are their values and makeup? Are they financially conservative? If so, they’ll be more likely to go out for ice cream than steak dinners. If you have lots of high school students, a catering package might be more filling. Are you bringing in kids, or are you bringing
in bishops?

2. Communicate what you need.

Reach out and don’t be afraid to go after the city you want. You don’t have to wait for a FAM trip. “But keep your cards close and do your shopping first,” advises Stephen Hahn, director, Western Region Market Sales, Marriott International. “Don’t declare your top choices right away.”

3. Think like a venue.

Understand how a property values your business and be ready to explain how you’re helping the bottom line. “There is no Magic 8 ball or behind the black curtain stuff here,” says Frank Kuhns, sales manger for the Sheraton Phoenix Downtown Hotel. Flexibility and pattern are key words. Be aware of an area’s seasons: What are the peaks and shoulders?

If a property can squeeze you between two events, there’s more room to negotiate on price. What is your arrival need? Can you come in on Tuesday rather than Sunday? Can you fit your meeting into two days rather than three when the meeting needs to be scheduled  during a peak period?

Be sure to base your meeting space needs on move-in and move-out days rather than show days. What is your set-up time? Will you need to take up a ballroom on a day when you have booked no room nights? That will make a difference to the facility.

4. Know your room block percentage.

Having a low-risk group (97 percent pick-up rate over three to five events) could be a huge negotiating tool. “Be realistic,” Miller cautions. “If anything, be conservative.” How many double-doubles, kings, etc., do you need? How many room keys? Again, be very
specific.

5. What is the event’s F&B contribution?

Catering expenditure per room night can make the difference between good business for a hotel versus just average.

6. What other ancillary revenue does your meeting bring?

Does your group have heavy audio-visual requirements? Does it have bar sales?

7. Know your credit history.

CVBs share detailed reports on reportable meetings held in their cities, using a database called MINT (Meeting Information Network). A meeting is reportable if the following criteria are met: the event uses 50 or more rooms on peak; it rotates between at least two cities or states; and it is held on a regularly scheduled basis. “When you leave an event, make sure to ask the bureau for a copy or your credit history and check it for accuracy,” Oswald advises.

8. What’s your total dollar value?

This measurement is more important to a city than room nights. The cost per delegate (activities, dining, etc.) reflects the total economic impact of your conference.

9. Who’s the boss?

The venue will also want to know about your decision process. How long does it take to make a decision? Who are the decision makers? Being able to make a fast decision can be a leverage tool.

10. What other space considerations do you have?

What kind of breakouts—from classroom to half-moon set-ups? Are you willing to use outside meeting space? If a hotel has limited space, challenge them to help you find options.

Some extra tips:

• If it’s a new meeting, it is important to understand the risks involved for a property. There is always room for new meetings, but you’ll need to work with venues to find the best space and fit.

• Planners have to be flexible to find the best deal. What are the terms and conditions you can operate under?

• Build your relationships. The more relationships you have with suppliers, the better prepared you’ll be to deal. In a tight market, relationships and having choices are king.

What Constitutes Value Now?

It’s a buyer’s market, at least that’s the word on the street. Popular destinations, cruise lines, and even luxury hotels that wouldn’t have looked at some meetings in the past are promoting deals to lure groups and put heads in beds. But before you jump into a sweet-sounding offer, make sure it fits the demographics of your group and the needs of your meeting.

Traditional second- and third-tier cities may still be the best bet for faith-based conferences, which accrue the biggest value from being the only game in town. The impact of large meetings in mid-size and smaller cities is greater than in first-tier cities, meaning you’re in a position to negotiate better rates.

Maybe as important, visitor bureaus, convention centers, and hotels will bend over backwards to make sure your attendees have a great experience and will want to return again. Usually, everyone from hotel staff to retailers and wait staff will know you’re in town and will offer a warm and personal welcome. (Be sure to inquire about special offers and discounts for your group.) You also won’t have to worry about a conflicting or potentially incompatible group running into your attendees in the hotel lobby.

Overall, the cost of living in second- and third-tier cities is lower than in first-tier destinations, translating into savings for your group. Accommodations, restaurants, shopping, and attractions are often nearby, which can mean lower transportation costs. Local professionals (from universities, churches, or industries) can be good, inexpensive resources for presentations. The same holds true for entertainers. The city’s daily or weekly newspaper might be interested in covering your meeting.

Planners should contact the local CVB as early as possible to find out what incentives might be available for convention groups. Some cities offer grants specifically for faith-based and other nonprofit groups to help offset meeting costs. Then, work closely with the convention bureau, identifying local services and opportunities that can help reduce expenses.

Religious groups can enlist volunteers from area churches, as well as offering attendees the opportunity to give back by working on a community project. The CVB can help with these options.

Top Value Cities

Most travel websites agree that the country’s top value cities for the past few years have been Phoenix, Dallas–Fort Worth, Orlando, Denver, Atlanta, Los Angeles, Washington (D.C.), Kansas City, Miami, and Milwaukee, based on wide-ranging interests, affordability, and a plethora of accommodations and activities for travelers. This year, you’ll find even more special offers in most of them.

There also are many cities surrounding these metropolitan areas and in other regions with convention centers, new hotels, first-class amenities, compelling attractions, and often a distinctive cultural flavor that offer added value to planners.

Some cities are loaded with freebies that every person in your diverse group can enjoy—from chocoholic to history buff. There are free museums and museums that have at least one free day during the week. There are interesting tours of historic sites, churches, and local manufacturing facilities. The convention and visitors bureau will know which ones offer samples to groups, too. So, in these days of belt-tightening, go local and go free.

The Springfield, Missouri, CVB site has extensive “Free to See” listings that include the Assemblies of God National Headquarters, the Battle of Springfield Driving Tour, the Civil War Library at Wilson’s Creek National Battlefield, the Railroad Historical Museum, the Candy House Gourmet Chocolates (tasting tours), the Bass Pro Shops Outdoor World, and tours of the Grizzly Industrial Showroom.
Outdoor activities can add value to meetings in Springfield and Joplin, Missouri—both cities have major lakes, numerous clear-water streams, and plenty of opportunities for outdoor adventure.

Joplin combines  the area’s natural beauty with city vitality. Once a mining center, Joplin has been hosting meetings since 1839 when the first settlers came to the area and gathered for small church and religious meetings. Today, the city’s convention center and adjacent Holiday Inn offer 40,000 square feet of meeting space and can accommodate up 2,500 delegates. The CVB offers services that can save planners money, including free goodie bags for all conference attendees.

Another affordable, yet exciting and hospitable meeting destination in the middle of the country is Topeka. Kansas’ capital city has first-class convention facilities, including the Kansas Expocentre with 116,000 square feet of meeting space. Free tours include the State Capitol building, where visitors can learn the state’s history in its dramatic murals and visit the House and Senate chambers. Another big attraction is Old Prairie Town, a 5.5-acre  pioneer village on the Oregon Trail.

If you’re looking at a more northern location, Lansing, Michigan, boasts Midwestern hospitality and a proud history. The Lansing Center, situated within view of the Capitol building along the Grand River, is thoroughly modern from its architectural design to the wireless Internet service throughout the facility. The   center has more than 120,000 square feet of flexible meeting and event space. Moreover, attendees can walk through history and get a sense of a simpler past at the nearby Lansing City Market.

For planners considering the West Coast, San Jose, California, has been popular with conference groups for years. Besides the favorable climate, an abundance of facilities, and a convenient light rail system, the area’s historic missions add to its potential for faith-based groups.

Rapid City, South Dakota, may not come to mind immediately but the city is equidistant from both coasts and is serviced with direct flights from Minneapolis, Chicago, Denver, Salt Lake City, and Las Vegas. Surrounded by the Black Hills and a two-million-acre ponderosa forest, the city has thousands of hotel rooms, large meeting facilities, fine dining, and plenty of shopping. Activities range from a buffalo safari to tours of monuments. Mount Rushmore, of course, and the Crazy Horse Memorial are favorite family adventures.

San Antonio and Fort Worth, Texas, both are compact cities, with hotels and attractions within walking distance. The Alamo and River Walk in the center of San Antonio offer enough activities to keep your group busy for days. Fort Worth, with plenty of shopping centers and museums to attract visitors, offers excellent meeting space and is close to most Dallas landmarks and attractions as well.
Historic sites and natural attractions, including Dixie and Lurie Caverns, are popular destinations in Virginia’s Roanoke Valley, which has more than 6,000 first-class guestrooms, two civic centers, and an IACC-approved conference center.

If you’re looking for beaches and want to give your landlubbing group some adventure, head to North Carolina’s Cape Fear Coast. Citywide events can be accommodated in a headquarters hotel and nearby properties. Tours range from a World War II battleship to a pirate tour through historic Downtown Wilmington.

Photos: Greater Lansing Michigan CVB; VisitTopeka.travel