Meeting Planners Guide
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Request for Proposal
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Complete List of Services
The list below is a complete list of Event Services in alphabetical order.
- Brochure, Video and Slide Distribution
A variety of brochures, videos, slides and electronic files for individuals and groups are available upon request to event planners. These brochures contain information on hotels, attractions, cultural organizations, restaurants and activities in the Chicago Southland area.
- Brochure Shells
Brochure shells (8-1/2" x 14", folds to 3-1/2" x 8-1/2") are available to plannersfor the promotion of your event. The brochure shell is a four-panel self-mailer printed in full color on a glossy paper stock. One side contains a Chicago Southland map,information and photos, along with room for your event's name, date and location. The other side is blank and can be used for additional information about your event.
- Convention Suppliers
The Bureau has a list of members representing every facet of the hospitality industry including: audio/visual, transportation, decorators, florists, tour companies, specialty items, etc. Let us introduce you to the local suppliers who can help make your event a success.
- Electronic Newsletter
The Bureau can send out an e-news blast to your participants. Information and e-mail addresses (in Excel format) need to be submitted at least two weeks prior to senidng date.
- Event Listing
If your event is open to the public, it can be listed in the Chicago Southland Festivals & Events Brochure (if deadline is met). It can also be listed on the Bureau’s website, on our weekly calendar faxed to hotels and on our event hotline.
- Familiarization Tours
Familiarization tours for planners and conducted to promote the Chicago Southland area.
- Itinerary Planning
We can help plan your group's itinerary from start to finish. Services include: meal planning, cultural/recreational activities, ground transportation and step-on guides.
- Group Tour Goodie Bags
Goodie bags will be provided to motorcoach groups booked through the Chicago Southland Convention & Visitors Bureau that have at least 25 total room nights.
- Language Services
The Bureau can put you in touch with the appropriate linguistic service resources.
We will provide you with complimentary copies of our printed materials.
- Visitors Guide
- Coupon Book
- Festivals & Events Guide
- Map Grid
The Bureau will customize a map of the Chicago Southland region by designating your event's hotels/facilities and provide a grid of area hotels and their amenities.
- Media Kit
Upon request, we can provide you with a media mailing list, area background stories and electronic photos.
- Meeting Planner Basket
A basket of Chicago Southland regional items can be presented to the meeting planner. At least 50 room nights are required.
Clients that book a minimum of 50 room nights will be eligible for a custom microsite. Each microsite will have its own URL and contain information on hotels, attractions, events taking place during their stay, restaurants, a link to the group's website and weather. There will be a group button on the Bureau's website homepage for each microsite. The Bureau requires a minimum of 60 days to accommodate this request.
- Name Badges
The Bureau can provide customized name badges with the Chicago Southland logo. The option of sticky or hanging name badges will be complimentary to all groups booked through the Chicago Southland Convention & Visitors Bureau. However, there must be a minimum of 50 room nights booked for the Bureau to print attendees' names on the badges. The Bureau requires a minimum of 14 days to accommodate this request. Names need to be submitted in an Excel format.
- Official Greeting
We can arrange for a welcome letter and/or a welcome by a local dignitary. The Bureau requires a minimum of 30 days to accommodate this request.
- Online Reservation Link
If your group requires two or more hotels/motels in the Chicago Southland area, the Bureau can provide a custom URL for online reservations.
Depending on previous event's location, the Bureau can provide someone to attend and set up an area to help promote the Chicago Southland region as the future event site. Restrictions apply.
- Press Releases
We can assist in the promotion of your event by sending out news releases or supplying you with our media list. The Bureau requires a minimum of 14 days to accommodate this request. Also, we can provide you with information on how to write a press release of your own.
- Recycle, Reduce, Reuse
The Bureau can coordinate a donation drop off for your event (i.e. eyeglasses, canned food, ink cartridges, cell phones, clothes, etc.)
- Registration Assistance
The Bureau can provide a registration list for groups. The Bureau also can provide registration assistance to all groups booked through the Chicago Southland Convention & Visitors Bureau. This service is based on staff availability. The Bureau required a minimum of 100 rooms nights booked and 30 days advanced notice for this service. There will be a four-hour limit per 100 rooms booked.
- Plastic Bags
The Bureau has available plastic bags (12" x 14") for registration packets or information distribution.
- Post Event Questionnaire
The Bureau can provide a questionnaire template that can be given to your attendees for feedback. This service is available for groups booking a minimum of 50 room nights.
- Profile Sheets
Customized profile sheets will be provided to your group upon request. These profile sheets provide important area information such as nearby pharmacies, grocery stores, dry cleaners, Laundromats, etc. A profile sheet .PDF can also be provided.
- Save The Date Postcards
Save the Date postcards are available to assist in the promotion of your upcoming Chicago Southland event. They are limited to groups with 100-500 people that have booked through the Bureau with a minimum of 50 room nights booked. These postcards are also available electronically.
- Site Inspection
The Chicago Southland Convention & Visitors Bureau can provide you with a personal site inspection of hotels, convention center, expo centers, meeting/event facilities and attractions. Once your needs have been determined, we can set up a tour to showcase the facilities that can easily and efficiently accommodate your group.
- Specialty Items
A specialty item can be provided to meetings/conventions with 100-500 attendees that have booked through the Chicago Southland Convention & Visitors Bureau with a minimum of 50 room nights.
- Table Tent Cards
Customized table tent cards (8-1/2" x 11" single-fold) are available. The Bureau requires a minimum of 14 days to accommodate this request.
We can assist you in securing dynamic speakers and planning theme parties, spouse programs and tours for all ages.
If you or your group needs transportation services, we will be happy to refer you to a local transportation company.
- Unique Meeting Places
If it is an unconventional meeting place you are looking for, we have a list of facilities to accommodate your group. Such facilities include:
- Comedy Clubs
- Family Entertainment Centers
- Forest Preserves
- Golf Courses/Country Clubs
- Welcome Signage
The Bureau can provide you with a customized welcome banner (8' x 3') or signboard (2' x 3') for display at your event with the Chicago Southland Convention & Visitors Bureau logo. Clients can receive either ONE free banner or ONE free signboard if the group has booked a minimum of 50 total room nights. The Bureau requires a minimum of 14 days to accommodate this request.
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