Meeting planners, we know you've got a lot on your plate and hundreds of potential locations for your event. To save you some time, we've answered the most commonly asked questions about Providence, the sales team's role at the Providence Warwick Convention & Visitors Bureau (PWCVB) and what we can do for your group.
Why should your group come to Providence?
As a top second-tier city, Providence has a lot to offer. Nowhere else can your attendees experience the feel of a quaint New England town and still have the accessibility and amenities of a first-tier city. With a compact, walkable downtown district and a world-class Convention Center surrounded by numerous hotels and restaurants, just about everything you need is within walking distance. I like to say that if you have to walk for more than 20 minutes, you're not in Providence anymore.
What does the PWCVB do?
The PWCVB takes a three-pronged approach to promoting the Greater Providence area. Our Sales & Services team is focused on working with meeting and convention clients who plan large annual, regional or national conventions. The Rhode Island Sports Commission is a division of the PWCVB that works with sports groups to host tournaments and competitions on a statewide level. Last, but definitely not least, the Marketing team functions as an in-house ad agency, handling all the leisure marketing for the city of Providence and working with Sales and Sports on any collateral, branding, advertising and materials.
How does the PWCVB differ from a National Sales Office (NSO) or Global Sales Office (GSO)? How do you collaborate with NSOs and GSOs?
While a GSO or NSO has a team that is dedicated to one brand of hotels, we work with all properties in Providence. We like to tell our clients and our GSO/NSO contacts to consider the PWCVB as an extension of their team. If there is anything we can do to help strengthen a bid, from destination information to assisting in coordinating a site visit or highlighting our complimentary services, we are always happy to work with GSO/NSOs.
What is the most unique service the PWCVB offers?
Our one degree of separation from government officials and other city influencers sets us apart from bigger destinations. In our small city, we usually "know a guy" who can get things done quickly. Because of this, no request is too big or small for our services team.
How have your services changed post-COVID?
Since the pandemic, we have shifted our services to be more than just transportation quotes or offsite venue referrals. While those are still available to our groups, our services have expanded to help planners build meeting attendance and offset costs of running a convention or meeting.
Are there opportunities to present groups with grants or incentives?
For the first time in PWCVB history, we have been fortunate to launch our Pick Your Perk campaign, which is aimed at incentivizing planners to book mid-week programs at one of our participating downtown hotels. We are also offering the PVD Real Deal incentive to groups meeting at the Convention Center and staying in more than one Providence hotel.
How can the PWCVB help groups overcome challenges?
From initial RFP sourcing to post-event follow up, we foster a collaborative environment between the PWCVB, Convention Center and hotel partners. If there is ever an issue, we will bring all parties involved to the table to ensure the best outcome.
What about assistance promoting events to attendees?
Our Services team has a full library of destination images, text and marketing materials to promote Providence for upcoming meetings. We are also more than happy to help gather any additional information to suit a group's needs.
What is the PWCVB's role in hotel negotiations after a group has selected Providence?
When the contracting process begins, the PWCVB will take a "back seat" approach. Once Providence has been selected and contracts have been requested, we will connect the client to their appropriate contacts at the Convention Center and area hotels. Should a challenge arise during the contracting process, we will bring all parties to the table to ensure the best outcome for the client.
What can planners include in their RFP to better detail their overall needs?
We always feel it best to lay out all your expectations in your RFP. Letting us know all your financial and meeting flow needs will help us ensure that we are putting our best bid(s) forward so that they are most in line with your expectations. If there is any flexibility in terms of dates, days of the week and meeting room setups, please include those as well. Lastly, any important decision factors when selecting a destination or property are always helpful (i.e. union property, DEI demographics, airlift, etc.).
Does the PWCVB want to be involved in single property needs or only citywide events?
Big or small, we like them all in Providence! Whether you are planning an event for 10 or 10,000 people you will get the same treatment. From site selection to event execution, the PWCVB team is here every step of the way to assist you in your planning efforts.
How do unique non-convention events impact Providence?
Since we are a smaller city, we can also be affected by non-convention meetings. Whether it be a college graduation, parents' weekend or NCAA March Madness, we can tell planners what dates those events are taking place and work with them to find alternate dates that work best for their program.
Hopefully we've answered most of your initial questions about Providence and the PWCVB. For more information, or to book your meeting in Providence, contact the Sales team today!
