Convention Services

OUR SERVICES

Convention Connections, Inc. (CCI) is a full-service convention, conference, and meeting planning company based in Richmond, Virginia. 
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Convention Connections has always provided our organization with prompt and professional attention. I am confident in their knowledge of the industry and find comfort in knowing they have negotiated well for us."

Paige Peak

Assistant Executive Director & Chief Communications Officer, Virginia Baptist Mission Board of the Baptist General Association of Virginia

Services at No Cost

Hotel Research

(City/Hotels/Convention Facilities). Provide a thorough search of all cities identified by the client for an upcoming convention, conference or meeting.

Venue Research

We will communicate all of the client’s convention, conference or meeting specifications, rate requirements, food and beverage requirements, audiovisual requirements, and any other client specific needs.

Contract Negotiations

To include convention center, hotel, food and beverage, and audiovisual equipment.

CUSTOMIZED TO FIT YOUR CONFERENCE NEEDS

Fee-Based Services

Registration

  • Registration – VIP’s. Coordinate all VIP activities – conference registration, hotel room reservations, and transportation to and from event.
  • Registration – Name Badge Preparation.
  • Registration Brochure/Mailer Development.
  • Registration Coordination. To include all correspondence with attendees, confirm receipt of registration, answer all incoming calls, e-mails, and letters.
  • Registration, Accounting, and Reporting. Collect and deposit all registration fees. Provide client with listing of all registrants and cash receipts journal of conference.
  • Registration – Online Registration Services. Assist client with setting up online registration for their attendees. This includes developing a registration form online, receiving registrations on a secure server, and processing all registrations received online.


Planning

  • Conference Agenda Development. Assist client in developing agenda for meeting to include: suggestions on format of conference and attend planning committee meetings during agenda development.
  • Conference Budget Development. Assist client in development and preparation of the conference budget.
  • Off-Site Events. Research options and provide recommendations for any off-site event that may take place during the conference.
  • Conflict Resolution. Act on behalf of client to resolve any issues that may occur between the client and hotel or conference facility. This is a “catch-all” category which may include such items as: room attrition, food and beverage minimums, and unsatisfactory service provided by hotel or conference facility.
  • Tracking of History. Provide client with history of meetings to include: final hotel sleeping rooms utilized during conference, total volume of food and beverage consumed during conference, and other expenditures incurred by client during the conference.


Coordination

  • Exhibitor Coordination. To include exhibitor mailings, exhibitor confirmations, booth assignments, exhibit hall layout and design, selection of decorating company, and communication with decorating company on exhibitor needs.
  • Speaker Coordination. To include confirmation of speaker participation, coordinate audio visual requirements with property for speakers, coordinate hotel arrangements for speakers, and coordinate speaker ready room with audiovisual needs for all speakers.
  • Meeting and Room Arrangements. Communicate all of the client’s specifications for meeting room setups, audiovisual requirements, and any other client specific needs for the conference. Handle development and review of all banquet event orders.
  • Food and Beverage Arrangements. Communicate all client’s specifications for food and beverage functions to include: menu selection, room setup, room decorations/theme, VIP and general seating.
  • Off-Site Events Coordination.
  •  Coordinate off-site activities that take place during the conference to include: lunches, dinners, golf outings, etc.


FAQs

Frequently Asked Questions

  • Planning conventions, conferences and meetings is the best part of my job. If I use CCI for site selection and contract negotiation, will I have to give up the perks I enjoy from the hotels, including site visits?

    You don’t have to give up anything when you work with CCI, except maybe the headaches! When you work with CCI we take care of the busy work that can prevent you from being productive in your day-to-day responsibilities. We research properties that meet your criteria and provide you focused, detailed information on properties that match your needs. We become the point of contact with the hotels, so you don’t have to field phone calls and faxes. You still perform the site inspection, only we make the arrangements and coordinate your itinerary for you. All the best parts of convention, conference and meeting planning are still in your control. CCI does the legwork for you, so you can focus on the details and specifics that make convention, conference and meeting planning an exciting and rewarding part of your job.

  • How can you do so much work for me and not charge me for it? This sounds too good to be true!

    We perform a service that is not only valuable to you, the client, but to the hotels as well. In the very competitive hospitality industry, third-party service providers like CCI are compensated for their business by hotels and resorts.

  • I am interested in researching many different properties, not just the big chains. Does CCI represent only brand name properties?

    CCI is not affiliated with any hotel chains or resort properties. We represent you, our client. With your direction, we will research all properties that meet your requirements and criteria in the destination cities of your choice. In fact, we can be an excellent source for identifying one-of-a-kind, independent properties.

  • If I use CCI to perform a search, should I also contact hotels?

    In order for our relationship to be the most productive, we ask that you allow us to be responsible for all the research performed for your meeting. This not only frees up your time and eliminates duplicate efforts, but it gives us the most leverage when negotiating a contract on your behalf. Having one point of contact is essential to our success in effectively representing you when communicating with properties and negotiating a favorable agreement for you.

  • I’m so busy, I could really use your help with planning my conventions, conferences or meetings, but we don’t hold any events in Virginia!

    No problem. CCI is a Richmond, Virginia-based Company, serving corporations and associations from all over the United States. We perform searches anywhere you would like to hold a convention, conference or meeting.

  • I’m a convention/conference/meeting planner, why would I use CCI?

    Convention/Conference/Meeting Planners make up some of our most satisfied customers. If anyone understands how involved planning a convention, conference or meeting can be, it is an in-house planner. CCI focuses on the time-consuming process of researching properties based on your specifications. You remain in control of the entire process, directing us where to search and providing us essential feedback so we can negotiate a favorable agreement on your behalf. Having these responsibilities well under control allows you to spend your time focused on meeting content, meal planning, guest speakers, activities, recreation and off-site events — all the important details that make your meetings a success.

  • Will I still collect rewards points for my conventions, conferences and meetings if I work with CCI?

    Absolutely! We will always make sure you are recognized for your business. We keep your account numbers on file and make sure the contract is written so that you are rewarded for the business.

  • I’ve been booking hotels for years. How can CCI get a better deal than I can?

    The answer is simple . . . volume and relationships. Because we do hundreds of conventions, conferences and meetings a year, we have established relationships with national account managers representing hotel chains worldwide. We not only have relationships with these contacts, but more importantly, we have a history with them. We are given priority response to our requests and have negotiating leverage due to the promise of future business. CCI takes pride in negotiating an excellent rate on your behalf, and will negotiate the terms and conditions of your contract, ensuring the final agreement is one that protects your needs and interests.

  • The meetings I plan are for smaller groups of about 20 attendees. I can’t get the attention of the hotels and resorts and have a difficult time in getting a response to my requests. Will CCI represent me even though my group is small?

    We are happy to work with you on smaller, more intimate meetings or retreats. When your group requires 10 or more room nights, we are happy to represent you in the site selection and contract negotiations. In fact, we can provide a great value in dealing with hotels when it comes to smaller gatherings. Because of the volume of business we represent, we are able to position your small meeting among a broader base of business. This translates to better response times, and increased negotiating power when requesting a contract.

Interested in our services? We’re here to help!

We want to know your needs exactly so that we can provide the perfect solution. Let us know what you want and we’ll do our best to help. 
Book an appointment

Hotel/Venue Research

2019 Virginia Meeting Professional of the Year

Diane Malloy, Principal and founder of Convention Connections Inc.


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