Go
Go

Convention Services

The Oklahoma City Convention & Visitors Bureau wants your meeting to be a success! From the beginning basics of the planning process, until the last detail is complete, our dedicated team of Services Managers will be your partners in coordinating your meeting or event. The Oklahoma City Convention & Visitors Bureau can assist you in the following ways.

For all of our groups, we will:

  • Serve as a liaison between meeting planner, meeting facility staff and hotel staff
  • Set up and facilitate planning site inspections
  • Provide contact information for various suppliers, such as: tour companies, entertainment, speakers, decorators, caterers, rental companies, audio-visual companies, etc.
  • Provide destination information, including our Visitors Guide, Pad Map, OKC Premium Rack Brochure, Stay & Save Coupon Booklet and Bricktown Map (pending inventory)
  • Provide press release guidance, local media contact list and/or access to a Welcome Letter from our CVB president
  • Provide registrar staff/volunteers for onsite information table or welcome desk (nominal fee)
  • Provide attendance builders such as OKC photos, social media content and local suggestions

In addition, please select the tier that best represents your event:

1-300 Rooms on Peak Night – 1-2 Hotel(s)

  • Provide plastic OKC bags for registration materials (pending inventory)
  • Provide (5) VIP welcome gifts for board members, speakers or special guests
  • 250+ on Peak - Provide a customized flyer for our Discover OKC Discount Program. This program provides discounts for your attendees to local restaurants and businesses in the downtown area

301-600 Rooms on Peak Night – 3-4 Hotels

  • Provide plastic OKC bags for registration materials (pending inventory)
  • Provide (5-10) VIP welcome gifts for board members, speakers or special guests
  • Produce (1) welcome signage at headquarter hotel for event
  • Produce digital airport signage for group with high regional, national, international impact at airport
  • Provide a customized flyer for our Discover OKC Discount Program. This program provides discounts for your attendees to local restaurants and businesses in the downtown area
  • Provide an online housing system, Meetingmax, with real time feed between the system and hotels to track reservations, room pickup, etc. (Ask about our in-house specialist!)
  • Assist in providing information about transportation, including Downtown Discovery route information, airline schedules and private shuttle service contacts
  • Send out convention alerts to our industry partners before your event

600-1,000 Rooms on Peak Night – 5+ Hotels

  • Provide plastic OKC bags for registration materials (pending inventory)
  • Provide (10-12) VIP welcome gifts for board members, speakers or special guests
  • Produce (1) welcome signage at headquarter hotel for event
  • Produce digital Bricktown welcome signage (pending downtown accommodations)
  • Produce digital airport signage for groups with high regional, national and/or international impact at airport
  • Provide a customized flyer for our Discover OKC Discount Program. This program provides discounts for your attendees to local restaurants and businesses in the downtown area
  • Provide an online housing system, Meetingmax, with real time feed between the system and hotels to track reservations, room pickup, etc. (Ask about our in-house specialist!)
  • Assist in providing information about transportation, including Downtown Discovery route information, airline schedules and private shuttle service contacts
  • Send out convention alerts to our industry partners before your event
  • Provide a special “OKC Welcome” at your Opening Session to include a staff member welcome with visitors’ information/brochures for attendees

1,000+ Rooms on Peak Night – City-Wide Hotels

  • Provide plastic OKC bags for registration materials (pending inventory)
  • Provide (up to 15) VIP welcome gifts for board members, speakers or special guests
  • Produce (1) welcome signage at headquarter hotel for event
  • Produce digital Bricktown welcome signage (pending downtown accommodations)
  • Produce digital airport signage for groups with high regional, national and/or international impact at airport
  • Provide a customized flyer for our Discover OKC Discount Program. This program provides discounts for your attendees to local restaurants and businesses in the downtown area
  • Provide an online housing system, Meetingmax, with real time feed between the system and hotels to track reservations, room pickup, etc. (Ask about our in-house specialist!)
  • Assist with transportation, including Downtown Discovery route information, airline schedules and private shuttle service contacts
  • Send out convention alerts to our industry partners before your event
  • Provide a special “OKC Welcome” at your Opening Session to include a staff member welcome with visitors’ information/brochures for attendees
  • Assist in or attend pre-promotional conference in advance of event (Please see our Pre-Promote Menu)
  • Setup and customize a micro-website tailored to your specific event

Sports Groups

  • Provide OKC bags for registration materials for athletes or coaches (pending inventory)
  • Provide (10-12) VIP welcome gifts for board members, referees or special guests
  • Produce on-site welcome signage
  • Produce (1) welcome signage at headquarter hotel for event
  • Produce digital Bricktown welcome signage (pending downtown accommodations)
  • Produce digital airport signage for groups with high regional, national and/or international impact at airport
  • For events with 250 rooms on Peak - Provide a customized flyer for our Discover OKC Discount Program. This program provides discounts for your attendees to local restaurants and businesses in the downtown area
  • For events with (2+ hotels) - Provide an online housing system, Meetingmax, with real time feed between the system and hotels to track reservations, room pickup, etc. (Ask about our in-house specialist!)
  • Send out convention alerts to our industry partners before your event
  • Assist in promoting your event – provide your Service Manager with your event’s social media tags and let @OKC_Sports on Twitter share the fun (registration, general awareness, etc.)

Meet the Convention Services Team