Convention Services

General 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 you can request a free Meeting Planners Handbook via email.

Be sure to contact us early to insure we will have an adequate amount of time to help you secure the services you desire.


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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                
  • 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.
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