Member Login
Search

RFP for GACVB Annual Conference

 

I. INTRODUCTION

  • About GACVB
    • The Georgia Association of Convention & Visitors Bureaus (GACVB) represents destination marketing organizations across the state and works to strengthen Georgia’s tourism industry through advocacy, education, and collaboration.
  • About the Annual Conference
    • The GACVB Annual Conference is the organization’s premier leadership event, bringing together executive-level professionals from across Georgia’s tourism industry. Attendees include Presidents/CEOs, Executive Directors, senior destination leaders, and key industry partners.
    • The Annual Conference focuses on:
      • Strategic industry discussions
      • Statewide tourism initiatives and advocacy
      • Peer collaboration and leadership development
      • Networking at the highest levels of the industry

The selected host destination plays a critical role in showcasing its community, infrastructure, and hospitality capabilities while delivering a seamless, elevated attendee experience.

  •  Location History

    • 2022 Columbus

    • 2023 Albany

    • 2024 Cartersville

    • 2025 Gwinnett

    • 2026 ATL Airport District

    • 2027 Augusta

II. EVENT OVERVIEW

  • Typical Program Schedule
    • Sunday
      • Early arrivals
      • GACVB Board of Directors excursion and dinner
    • Monday
      • Registration
      • Board meeting
      • General sessions
      • Breakout sessions
      • Refreshment breaks
      • Off-site welcome reception
      • Dine-around experiences
    • Tuesday
      • General sessions
      • Breakout sessions
      • Refreshment breaks
      • Leadership Luncheon
      • Off-site excursions
      • Awards Dinner
    • Wednesday
      • General sessions
      • Business meeting
      • Breakout sessions
      • Refreshment breaks
      • Closing session and departures

 III. SCOPE OF SERVICES

  • Meeting Facilities
    • Preferred: Single host hotel with meeting space under one roof or directly connected
    • Meeting space provided at no cost through partnership with the host destination and/or hotel
    • Required spaces include:
      • General session room (theater or classroom style)
      • Multiple breakout rooms
      • Registration area
      • Sponsor/exhibitor area
      • Silent auction display area
      • Executive/Board lounge
      • Luncheon and banquet space for plated or high-quality service
  • Guest Accommodations
    • First-class hotel accommodations required
    • Room block to accommodate all attendees and early arrivals
    • Minimum:
      • Three (3) complimentary rooms for GACVB staff and President
    • Attendees will reserve rooms directly through a group booking link
  • On-Site Support & Infrastructure
    • Dedicated workroom/storage space
    • Efficient registration area setup
    • Reliable, high-speed Wi-Fi throughout meeting spaces
    • Full audio/visual support for general sessions and breakouts

 IV. HOST DESTINATION RESPONSIBILITIES

The Host Destination Marketing Organization (DMO) will serve as the primary partner in planning and executing the event and is expected to deliver a high-quality, executive-level experience.

  • Event Sponsorship
    • Sponsorship of:
      • Monday evening Welcome Reception (pre dine-around)
      • Tuesday Awards Reception & Dinner
      • Keynote Speaker Honorarium
    • Event Logistics & Planning
      • Coordination and planning of all off-site events and excursions
      • Transportation to and from all off-site venues including off-site excursions
      • Volunteer staffing for registration and event support
    • Experience Design
      • Destination-driven event décor and branding elements
      • Curated off-site experiences that showcase the destination
      • Dine-around coordination with local restaurants
    • Attendee Experience Enhancements
      • Welcome gifts for attendees
      • Gifts for GACVB Board of Directors
      • Optional VIP or executive-level experiences for leadership attendees
    • Technology & Production
      • Audio/visual services for all meeting spaces
      • Wi-Fi for attendees and staff
    • Additional Requirements
      • Full disclosure of any construction or renovations that may impact the attendee experience
      • Complimentary registrations for host destination representatives

VII. PROPOSAL REQUIREMENTS

Proposals should include:

  • Cover Letter
    • Statement of interest and commitment to hosting
  • Executive Summary
    • Overview of the destination and proposed experience
  • Destination Profile
    • Key assets, attractions, and differentiators
    • Overview of proposed hotel(s) and meeting facilities
    • Understanding of Event Objectives
    • Demonstrated understanding of GACVB’s mission and Annual Conference goals
  • Hosting Vision & Experience Plan
    • Proposed attendee experience
    • Off-site event concepts
    • Unique elements that highlight the destination
  • Facilities & Logistics Plan
    • Meeting space details and layouts
    • Guest room block proposal
    • Transportation plan
  • Budget & In-Kind Contributions
    • Summary of financial support, sponsorships, and in-kind services

VIII. SUBMISSION DETAILS

  • Proposal Due Date:
    • November 6, 2026
  • Submission Format:
    • Electronic (PDF preferred)

IX. CLOSING

  • GACVB values strong partnerships with destinations that demonstrate excellence in hospitality, collaboration, and innovation. The Annual Conference is an opportunity to showcase your community to Georgia's top tours leaders and position your destination as a leader in hosting high-level events. 

We look forward to reviewing your proposal. 

Sincerely,

Amanda Dyson-Thornton

President & CEO GACVB

[email protected]