Convention Services

We can provide a variety of services that will help you plan a successful conference or meeting in Hays. This Meeting Planner's Checklist will help you organize a well-attended and exciting event.  Call 1-800-569-4505 or click here to request your FREE Meeting Planners Handbook. Be sure to contact us early to insure we will have an adequate amount of time to help you secure the services you desire.

Pre-Planning Services

• Arrange a site tour and inspection of convention, meeting and
  lodging facilities.
• Solicit bid proposals from facilities in Hays that can accommodate
  your event.
• Request formal letters of invitation from the Mayor or other
  city officials.
• Personal bid presentation by our CVB staff.
• Provide help with pre-convention publicity.

Coordination Services

• Supply maps, brochures and information about Hays and the surrounding area.
• Provide information on room rates and lodging accommodations.
• Assist with custom-planned programs for spouses or guests.
• Provide information on guided tours and local tourist attractions.
• Recommend theme ideas with activities unique to Hays.

Convention Services

• Provide convention registration packets with brochures, a city map and
  other goodies.
• Registration assistance, event hospitality greeters.
• Provide computer generated name badges and badge holders.
• Transportation and shuttle bus service available on our CVB bus.
• Arrange welcome speakers from local government and community leaders.
• Shopping discount coupons

Publicity Services

• Provide local media contacts.
• Provide help with pre-convention publicity.
• Link your event website to our website.
• Help to arrange press and media coverage of the event.
• Insert your promotional material about the event in our tourist visitor packets.

Speaker / Entertainment Referral Services

Our community is fortunate to have many talented entertainers, speakers and musical groups that you may want to consider booking for your event. With the Speakers Bureau available through Fort Hays State University and the variety of polka bands that thrive in our rich Volga German Heritage, there are numerous options available for your specific needs. Contact the CVB office for a current list of local entertainers, speakers, presenters or musical groups available in our area.

Related links

Fort Hays State University Speakers Bureau
bigcat@fhsu.edu/speaker/

Kansas Humanities Council Speakers Bureau
http://www.kansashumanities.org

Five Star Speakers Source Book
www.fivestarspeakers.com

Cody of the Plains
http://codyoftheplains.tripod.com/index.html

Hoffman Talent Agency
http://www.hoffmantalent.com/

Hedlund Consulting & Seminars
www.personaltouchseminars.com