MEETING PLANNER GUIDE WE TURN MEETINGS INTO SUCCESS STORIES. What does it take to create the perfect meeting, reunion, conference or special event? A very special location – and a service team that’s second to none. Chesapeake has all you need – and more. Situated in the heart of Coastal Virginia, Chesapeake’s convenient mid-Atlantic location is within 750 miles of two-thirds of the U.S. population. Getting your group here is easy with nearby Norfolk International Airport (ORF) offering connections by air and interstate highways providing access by automobile. Here, the same blend of urban and rural settings that create an unmatched quality of life for residents – make this one of the most desirable meeting destinations in the nation. Chesapeake’s winning combination of accommodations, meeting venues, attractions and activities provides plenty of options for your agenda. You’ll find a wide range of affordable lodging options – from brand new and newly-renovated to pet-friendly hotels and branded chains. Here, you can tailor your group’s surroundings to every taste and budget. You can host meet- ings on the Chesapeake Conference Center’s high-tech campus, in convenient hotel conference facilities or unique outdoor venues. Want to add networking opportunities or team-building events? Let your imagination run free. Chesapeake offers delightful shopping, an amazing variety of restaurants, lively festivals and more than 112,000 acres of parks and natural areas. You can also include excursions to neighboring cities, where your group can enjoy Virginia Beach’s oceanfront, Norfolk’s downtown scene and Williamsburg’s colonial history. With all of these great elements to choose from, how do you know where to start? You do what heroes have always done. You find a reliable guide who knows the lay of the land. The Chesapeake Convention & Visitors Bureau is that reliable guide – standing by, looking forward to helping in any way we can. 1 THE MEETING PLANNER HANDBOOK The first thing you should know about the Chesapeake CVB: We’re prepared to help you. That’s why we compiled this easy-to-use reference of all the services available to you in Chesapeake. Whether you’re a professional planner, a first-timer or will be happy to make recommendations based on your someone in between, we’re here to help make you shine. event and budget needs. And if you don’t see what you need on these pages, just ask. Remember, we do the work and you get the credit. • Familiarization Tours and Site Inspections Sometimes you just want to see things for yourself. We Pre-Booking Services: encourage you to experience our hospitality first hand When you start the planning process, contact the during site inspections and familiarization visits. Our team Chesapeake Convention & Visitors Bureau and you will be will schedule appointments for you and accompany you connected with a sales professional who specializes in your on site visits to ensure that you have all of the information market or event type. They will help you plan your meeting. needed to make your decisions. • RFP Assistance • Pre-Meeting Brochures and Promotional Collateral Provide us with your RFP requirements and we’ll gather Successful meetings are all about the numbers – especially proposals from the hotels, conference facilities and event attendance. You can rely on us to help promote your venues that interest you. If you’re not exactly sure where event – and our lovely destination – by mailing “save the to begin your search, our Convention Services team date” postcards and visitor guides. 2 Post-Booking Services: releases and media advisories to journalists in advance of Once your event is booked, we really go to work for you. your event. If you need copy and background informa- Your key contact, a.k.a. trusty sidekick, and our entire team tion on Chesapeake and the region for your marketing is here to make sure you have complete access to the full and public relations needs, we’ll help with that too. range of services available to make your event a success and to make you a hero. • Talking Points, Photography, Promotional Assistance Whether you have a marketing team or you’re handling • Local Service Referrals those duties yourself, we’ll help you market your event If you want to serve award-winning, slow-cooked with vivid photography, e-newsletter mastheads, talking barbecue with all the fixings or fresh local oysters and points and other promotional materials. Blue Crab at your special event, we know who to call. Let us use our local knowledge and personal contacts • Support Services to help put you in touch with caterers, photographers, With our deep experience and knowledge of different AV suppliers, florists, entertainment, transportation market segments, you can request our help with a wide companies and more. range of event planning and customized services. A few examples include: • On-site Welcome Desk and Visitor Materials - Obtaining personalized welcome letters from the mayor No one can make your attendees feel welcome to and other high-ranking government officials Chesapeake like our Convention Services team. Prior - Arranging for local dignitaries to give welcome addresses to arrival, we’ll pique your group’s interest with visitor and during opening sessions dining guides, brochures and area maps. As they enter - Providing welcome signage, name badges and welcome their meeting site in Chesapeake, our team members will bags be there to greet them at information tables in the registra- - Suggesting activity-filled itineraries that can be tion area to answer questions and offer recommendations integrated into your event or offered when attendees from a local’s perspective. Need more support? We’ll have free time provide you with welcome packets brimming with sug- - Developing spousal programs, arranging special tours gestions and things to do. and coordinating other special off-site events • Publicity • “Peake Perks” Coupon Book Who knows the region’s media better than a local? You Provide your attendees with special deals at Chesapeake’s can rely on our media relations team to distribute news best restaurants, accommodations and attractions. Learn more about complimentary and personalized support services available to you and your group in Chesapeake by going to VisitChesapeake.com/meetings or calling 888.889.5551. 3 TEAM-BUILDING & RECREATIONAL ACTIVITIES 4 Chesapeake offers unique meeting venues, a variety of off-site networking events and popular team-building workshops. And if you need more options – especially for your post-adjournment agenda – the city’s delightful array of shopping, dining venues and cultural activities blends seamlessly with historic sites, scenic water views and natural wonders. A Diverse Selection of Shopping Chesapeake boasts a diverse selection of shops, services and eateries. From big box retailers and familiar department stores to cool, new boutiques, there is something for everyone. Greenbrier Mall is a popular destination as well as the funky shops in Great Bridge. An Impressive Assortment of Restaurants When your group’s itinerary calls for dining on their own, they’ll discover a number of delicious choices. Chesapeake’s culinary options range from local favorites to familiar names, as well as nationally renowned restaurants that have been featured on Food Network and in Southern Living magazine. Nearly 20,000 Yards of Golf Courses If golf is on your agenda, we’ll help you arrange tee times and tournament services at two courses in the city. Chesapeake Golf Club and Battlefield Golf Club both offer convenience, affordability and a peaceful diversion for visiting groups. Outstanding Outdoor Recreational Opportunities Exploring the woodland wonders of the Chesapeake Arboretum. Paddling kayaks across secluded waterways. Discovering amazing history and observing wildlife while hiking in the Great Dismal Swamp National Wildlife Refuge. With 22 miles of waterways and acres of forested wetland and wilderness, Chesapeake is a natural choice for team building activities that extend beyond the boardroom. 5 GREEN MEETINGS IN CHESAPEAKE. Chesapeake is proud to be a participant in the Virginia Green Certification program, a statewide initiative that strives to reduce the environmental impacts of Virginia’s tourism industry. Dozens of hotels and attractions in the city participating in the program have implemented environmentally responsible practices that include energy and water conservation, as well as robust recycling of glass, plastic and paper products. For a complete listing, visit our Virginia Green section at VisitChesapeake.com. 6 WHAT MAKES CHESAPEAKE AN IDEAL MEETINGS DESTINATION? Simply said, we’ve got a catalog of benefits that will warm any planner’s heart; Chesapeake is located in the heart of Coastal Virginia, which is within 750 miles of two-thirds of the U.S. population; and flying in or driving in, Chesapeake is easily accessible. Groups have long enjoyed Chesapeake’s pleasant town and country setting. Nearly limitless dining and shopping options offer something for every taste and budget, while Chesapeake’s central location is convenient to the region’s outstanding cultural attractions and popular events. Miles of shoreline and lush natural beauty create the perfect setting for relaxing outdoor activities. There are few places in the country with such a robust mix of offerings – and it’s all waiting for you. 7 The Chesapeake Conference Center is a premier, full-service banquet, confer- ence, and meeting center. We are located in Coastal Virginia, the Southeastern area of Virginia’s Hampton Roads metropolitan region in the Greenbrier corridor of Chesapeake. With our versatile floor plans, award-winning in-house banquet facilities, and friendly and experienced staff, we can handle any event from a casual gathering to a black-tie affair. Whether you are a seasoned event planner or this is your first function, we’ve got you covered! Our sales and service specialists will help you design, coordinate, and execute an event that will make you truly proud and provide lasting memories for all who attend.