Overview of Planner Services

Durham offers a wide range of convention services to save time and help make each event a success. Most services are complimentary. To request services, call (800) 446-8604 or email the Durham Convention & Visitors Bureau.

The following is a list of services that DCVB provides before the location of a convention/meeting has been determined.

Research and Planning Assistance

  • Evaluating bid materials to assess feasibility of meeting in Durham
  • Gathering historical information about the meeting
  • Assisting in estimating the economic impact of the event
  • Checking for availability on specified dates
  • Checking for conflicts with other planned events
  • Accepting Requests for Proposals online at www.durham-nc.com

Identifying Accommodations and Facilities

  • Gathering quotes and availability for meeting facilities
  • Gathering quotes and availability for accommodations
  • Offering transportation and shuttle suggestions
  • Scheduling appointments and providing escort for site inspections

Presenting a Competitive Bid

  • Preparing a comprehensive proposal summarizing pertinent information
  • Assembling letters of support from key community leaders
  • Making a formal presentation to decision-makers
  • Supplying promotional materials, such as maps, visitors guides, and videos

Once Durham is chosen and meeting facilities are reserved, DCVB can provide additional services to make the job easier.

Special Services

  • Suggestions for pre- and post- convention tours or trips
  • Suggestions for speakers
  • Calendar of local events
  • Official welcome letters
  • Transportation and shuttle assistance
  • "Hot links" on DCVB's website
  • Promotion through DCVB Bull's Eye e-news
  • Americans with Disabilities Act information and info for other special needs or populations
  • Assistance with donating excess convention or meeting food to the community kitchen

Attendance Promotion/Publicity & Printed Materials

  • Maps and promotional materials (see Destination Information)
  • Slides, photographs, and graphics
  • Local media list or labels
  • Bulletins to alert the local visitor sector
  • Fact-checking for programs & materials

Convention Services Directory

  • List of service vendors - from caterers to florists to equipment
     

Meeting Facilities Guide

  • Complete guide to meeting and convention facilities in Durham
     

Spouse/Guest Event Planning Ideas

  • Suggestions for spouse activities
  • Ideas for children's activities

Registration Assistance

  • Four hours of complimentary registration assistance when 400 or more rooms are used; more available at cost.
  • Two hours of complimentary registration assistance when 100-399 rooms are used; more available at cost

Registration & Welcome Information

  • Information/welcome table, set up in meeting facility and stocked with Durham information (see Destination Information)
  • Welcome booth - colorful backdrop for information table, featuring Durham highlights
  • Customized welcome banner complimentary for 400 peak roomnights
  • "Welcome to Durham" banner, hung at meeting facility for groups
  • Welcome letters from community or civic leaders
  • Community or civic leader to personally welcome groups
  • Durham bag for goodies (10 cents each)
     

Housing Services

  • For groups using more than two hotels, the housing service centralizes and coordinates individual reservations and provides tracking reports to the planner. Now available for Internet booking, in addition to toll-free number and mail-in reservations. Arrangements must be made prior to obtaining room rates.
     

Destination Information

  • Mini Visitors Guides - great pre-convention mailer to promote attendance
  • Durham maps (including detailed street map)
  • Durham Civic Center Complex Dining, Nightlife, and Parking Guide
  • Self-Guided Downtown Walking Tour Map
  • Self-Driving Tour Research Triangle Park in Southeast Durham
  • Durham Visual & Performing Arts Map
  • African-American Heritage Map
  • Dining & Shopping Map
  • Promotional Video
  • Official Durham Visitors Guide
  • Durham’s comprehensive website, www.durham-nc.com

Name Badges

  • Durham self-adhering badge
    (10 cents each)
  • Laser-printed, self-adhering badge
    (40 cents each)
  • Durham badge and holder with clip
    (50 cents each)
  • Laser-printed badge and holder with clip
    (1 dollar each)
  • Durham badge and holder with pin
    (35 cents each)
  • Laser-printed badge and holder with pin (70 cents each)
  • Ribbons (at cost)