Located 25 minutes from George Bush Intercontinental Airport, The Woodlands, Texas, offers meeting planners the opportunity to treat their attendees to an escape from the everyday. Set within a natural forest landscape, The Woodlands features a wide variety of hotels, shopping, dining, and entertainment — everything you need to host an event your guests won’t soon forget.
But it’s not just the diverse selection of conference settings and after-hours activities that meeting planners — and their guests — love. Visit The Woodlands exceeds your expectations to make your job as easy and stress-free as possible. From your first site visit to the moment your guests leave, our team is here to deliver on every desire.
Here are three ways our team offers added value to your meeting planning process:
1. CUSTOMIZED SITE VISITS
Finding the perfect place to host your meeting, incentive trip, conference or event takes time. There are hundreds of hotel reviews and a seemingly endless list of restaurants and activities to research. Let us do the hard work for you. We offer personalized site visits all year long. Our team takes care of every detail of your tour, from coordinating site visits to confirming appointments to introducing you to the skilled hospitality teams at premier locations like The Woodlands Resort and The Waterway Marriott Hotel & Convention Center. If you’d like, we’re also more than happy to accompany you on your site inspections and keep track of each day’s schedule to ensure you see everything on your list without feeling overwhelmed.
These aren’t one-size-fits-all site tours. Our site visits are tailored to your goals and your attendees’ unique needs. Whether you’re coordinating a large-scale convention or looking for the best place to host an intimate meeting, our team will customize the site tour to help you plan the perfect event. Let us introduce you to the hotels, facilities, restaurants and attractions that can help bring your vision to life.
2. SIDE BY SIDE
Arranging tours and site visits are just the beginning. Once we receive your RFP, our CVB team is on your side, acting as an extension of your team. We’ll take the time to understand your organization’s mission, goals and budget to develop a roadmap for obtaining proposals from potential suppliers. Let us save you time by serving as your liaison throughout the process. We’ll contact hotels as well as unique venues like the Glade Cultural Center & Gallery and the globally-recognized Cynthia Woods Mitchell Pavilion, and other suppliers on your behalf and ensure they have all the information they need to prepare a quote.
When it’s time to put the event together, our team will help you develop customized itineraries that will ensure your event is a huge success. Our CVB staff is composed of community experts who always think of new and exciting ways to elevate your guests’ experiences. Want to host a team building event they’ll never forget? Take full advantage of The Woodlands’ natural surroundings by climbing high above the forest floor at our new Texas TreeVentures aerial adventure course. Or invite your guests to experience the thrill of indoor skydiving at iFly. We can also help arrange activities like group kayaking, hiking, and biking excursions in and around Lake Woodlands and George Mitchell Nature Preserve.
Our team’s strong relationships with local restaurants, caterers and chefs also help ensure your guests enjoy delicious meals, snacks and coffee breaks from award-winning local restaurants and chefs at Jasper’s Gourmet Backyard Cuisine and Robard’s Steakhouse. And because we know planning the event is only one of the many items on your to-do list, we are also available to help with the activities that accompany hosting a successful meeting or convention. Need help convincing your board of directors that The Woodlands is the perfect place for your event? Our CVB staff is happy to help with bid presentations. We also want you to exceed your attendance goals. That’s why we assist with everything from developing customized landing pages, spreading the word on social media and via e-blasts and sending press releases on your behalf.
Once it’s time for the big day — or days — our team’s job isn’t over. We’re on call for any last-minute questions or issues that come up along the way. It’s not just our job to support you during the event. We also want to make your guests feel at home in The Woodlands. To help them maximize their time in between meetings, meals and networking events, our team can develop customized welcome bags containing brochures, visitor guides and other helpful information. We can even set up a concierge booth at your event to greet your guests and answer any questions they have about the conference or the community.
3. AT YOUR SERVICE, FOR FREE
Meeting planners love working with Visit The Woodlands. It’s not just the customized attention, dedicated service and obsession with hosting an unforgettable event that gets planners talking. It’s the value. Our CVB services are absolutely free. Yes, you read that right. Because Visit The Woodlands is funded by hotel occupancy tax, our services are available at no charge to meeting planners whose events bring in a hotel block.
If you’re ready to host a meeting that gets people talking, one they want to return to year after year, contact our team today to learn why The Woodlands is the perfect place for your next meeting, incentive trip, conference or event. This place is casually sophisticated; lively yet serene — a hub of modern culture surrounded by natural beauty. We can’t wait to show you everything our community has to offer.
Contact Josie Lewis, Director of Sales to get the conversation started or download our Meeting Planner Guide for more information!