Louisville - Do Something Original

Accessibility Navigation

Primary Navigation

Site Search

Louisville Weather

76° FA Few Clouds

Meeting Builder

  • There are currently no items in your Meeting Builder.

    Already have items saved from a previous session? Visit the full Meeting Builder to retrieve your saved itinerary.

Breadcrumb Navigation

Tourism Home > Meeting Planners > Plan > Meeting Planner Checklist > Getting Started

Getting Started

  • Bookmark and Share
  • Print
The Greater Louisville Convention and Visitors Bureau (GLCVB) is a valuable partner when planning a meeting in the Louisville area. Whether this is the first time you have planned a meeting or the tenth, we can offer a variety of assistance. From selecting a hotel or a catering company, to a speaker or entertainment, the GLCVB can offer assistance and experience. Our service-oriented staff along with our informative Meeting Planner Guide and Convention Services Directory will help make planning a meeting in Louisville fun and easy.
   
This guide is designed to assist you in coordinating a successful and memorable event. The section has been strategically designed to serve as a working guide for you. We've tried to make the checklists as complete as possible so you will have all the information you need to plan a successful event - with no surprises!
    

Working with the GLCVB

   
You will be prepared to work with the GLCVB if you know the answers to the following questions:
  1. Are you interested in receiving complete hotel and meeting facility information from various venues?
  2. Do you have specific dates for the event? Are dates flexible?
  3. When do you need all your information? Will the proposals be presented to a committee? How many copies will you need?
  4. Who will make the decision regarding your location? What is the time frame for the decision?
  5. What type of meal functions will your group host, if any?
  6. Will you require meeting space? How much? What day/dates/time?
  7. Approximately how many will attend each meeting, event and/or food and beverage function?
  8. What is your group's arrival and departure pattern (Days of the week)? How many rooms do you need each night? (Do you need guaranteed room rates three days before and after your actual convention?)
  9. What other assistance can the Greater Louisville Convention & Visitors Bureau offer?
  10. If this is an annual meeting or event, know your group's history for hotel room pickup. It is very helpful if you can provide 2 to 5 years of history from previous meetings. If you do not know this information try contacting a previous meeting planner, or contacting the hotels or city convention bureaus where the meeting was held. If you have some old conference programs, try looking through them. The hotel information is usually printed in them. We understand some of this information may be difficult to obtain; however the more you know, the more the GLCVB can help in providing useful information. If you at least know the name of the hotel and the city where the meeting was held that will be a great start.

Complimentary Services

    
The GLCVB is pleased to offer the following complimentary services:
  1. Assistance in getting bids from hotels that meet your group's criteria; such as guest rooms, meeting space, food and beverage function space, rate requirements, audio/visual support and location.
  2. Coordination of your site visit.
  3. Introductions to a variety of local companies and services that can help you stage a successful meeting: airlines, transportation providers, speakers, attractions, special event planners and printed materials.