PLANNING SERVICES

Visit Knoxville’s Convention Services Team has the experience, expertise and resources to make any meeting or event successful. Beyond the excellent meeting facilities and hotels, outstanding service makes Knoxville the right place for your next meeting or event. Our Convention Services team will assist meeting planners in all areas of planning—from generating proposal requests and securing promotional materials to arranging transportation and developing community itineraries. 

Pre-Convention Services

  • Site visits and selection
  • Negotiating contracts for venue services and rates
  • Blocking rooms, managing online reservation system
  • Developing transportation options
  • Planning staffing
  • Obtaining referrals for local service providers
  • Themed tour development
  • Spouse / Family activity development
  • Off-site special event / entertainment assistance
  • Entertainment & attraction information
  • Welcome gifts, VIP gifts, guest gifts (ideas, sourcing, customization)
  • Event merchandise (ideas, sourcing)

Pre-Convention Marketing

  • Event advertising assistance
  • Public relations assistance
  • Welcome letters from public officials
  • Event collateral (consulting, sourcing)
  • Welcome signs
  • VisitKnoxville.com website link
  • Visitor guides, maps, brochures

On-Site Services

  • Pre/post-conference meeting
  • Event equipment
  • Volunteer Assistance
  • Event registration assistance
  • Parking arrangements
  • On-site signage

 

Visit Knoxville Housing System

The Visit Knoxville Housing System (powered by Meetingmax) offers an online reservation technology designed to improve the booking process for meetings and conventions utilizing multiple hotels in Knoxville. The housing system offers a flexible and easy reservation process, along with extensive reporting and tracking capabilities.

Benefits for Meeting Planners:

  • Reservation management and hotel liaison service provided by Visit Knoxville Housing
  • Customized reservation website, branded  specifically for your event, to provide to your attendees
  • Main block and sub-block capability for specific segments within your group
  • System access and real-time reporting
  • Detailed final post-event pick-up reporting, contributing to your event's overall economic impact

Benefits for Attendees:

  • 24/7 website access, allowing guests to book rooms and submit changes whenever convenient
  • Personal customer service from Visit Knoxville Housing during business hours (via phone, email, or online)
  • Hotel search panel with editable filter options (distance, amenities, rate, etc.)
  • Detailed descriptions of all hotel options
  • Map view of event location(s) and hotel options
  • Immediate email acknowledgment of submitted reservation