Saratoga Convention and Tourism Bureau Membership Benefits

Saratoga Convention Calendar (distributed twice each year)

This publication lists all major, definite meetings and conventions scheduled for Saratoga (We have them scheduled out as far as 2010!).  It lists the name of the event, number of people expected to attend, the name of the person to contact regarding the event, their address, phone number, and e-mail address. It is a great opportunity to market your business to the meeting planner or event coordinator. You are welcome to send menus, coupons, brochures or simply a letter introducing yourself and your business. It is a chance for you to reach out to them before they reach Saratoga Springs.

Monthly “Quick Reference” Convention Calendar

A monthly calendar sent to all member Restaurants, Retailers and Attractions, and Spa/Salon members informing them of conventions in town for the current month, indicating the attendance at each, scheduled free time and meal functions.

Welcome Posters

Any groups with an attendance of 400 or more will have a poster printed for the date(s) of their convention which are displayed in downtown windows and lodging properties. These posters are available upon request to any member and are a wonderful way of welcoming guests to Saratoga Springs!

The Ultimate Saratoga Map (25,000 copies printed yearly)

These maps are distributed to all convention attendees and meeting planners. The maps list restaurants, lodging, attractions/entertainment, retail, service providers and our new category spa/salons. We list your business name, address, phone number and you provide us with a 10 word description of your business. This service is only available to convention bureau members. It is a great marketing opportunity! Imagine your business name and description on a map that lands in the hands of 25,000 people visiting Saratoga, many for the first time! Our 2008 edition features a Conventioneer Discount Card, which provides discounts at participating members businesses.  This is a wonderful way to track convention business.

Sales Support

We will put your menus, coupons, brochures or flyers next to our maps at the registration tables for the incoming groups.  Please contact Connie Crudo at connie@discoversaratoga.org for more information.

Free website listings PLUS email and website link

When someone types in “Saratoga” to a search engine, the Bureau web site is among the first to be listed. The person searching the site will pick a category and a list of members from the category will appear. They will choose a business and the page will show the business name, address and phone number, a photo you provide (or we can take one off your website) and a 50-word description. Also, included is a free email and website hot link from our website to yours. This means anyone searching on the Saratoga Convention Tourism Bureau’s website will now be able to locate your business.  At the end of the month, you will receive an email listing how many hits you have had on our website for the month and year to date.

Designation on Interactive Website Map

With our new, online interactive map, Saratoga and its surrounding areas “come to life.”  Members are “geo-coded” and with one click of the mouse, their business description, contact information, plus website and email links are at convention delegates fingertips, before they even arrive!

Chowderfest / Restaurant Week

With your paid membership, you will be invited to participate in these very exciting, well publicized events. Chowderfest and Restaurant Week both bring great exposure and revenue to participating restaurants.    

Group Tour Resource Manual /  Tour Operator Database

You will receive a comprehensive reference guide for group tour planners, featuring: maps, itinerary options and individual profile pages of lodging properties, attractions and restaurants. It is distributed to over 1600 tour operators in North America included in our group tour database, which is continually updated.

Additional Publication Listing

In addition to each member listing on our website, in our Membership Directory & Ultimate Saratoga Map, all members will be listed in the Group Tour Manual index table along with their telephone number. You may also place an individual ad in the Group Tour Manual. This publication is mailed to over 1600 Group Tour Operators.  It’s an excellent marketing tool and works year-round for members.

Direct Business Opportunities

Members have the opportunity to bid on projects or services required by the Bureau.

Membership Newsletter

The Bureau sends out our Destination Saratoga newsletter, in electronic form to update members and supporters on Bureau activities and programs.

Convention Planning Guide

This publication includes detailed descriptions of meeting facilities and member lodging properties.  It is the primary sales tool that is distributed to convention planners interested in Saratoga.

Restaurant Menu Book

This valuable resource is continually updated and contains the latest menus of member restaurants. It is displayed at the registration areas of major conventions held locally.

Membership Events

In March the Bureau holds its Annual Membership Meeting featuring progress reports to the membership, voting on Officers and Directors, and a special guest speaker. Enjoy a day on the course at our Annual Golf Classic. In November we celebrate the Holidays with the Membership Thanksgiving Reception and Home Town Hero Recognition. There are nominal charges for these events.

Saratoga “Best Bets” Activities Sheet

Meeting planers often ask for a quick reference of activities, dining, and shopping available when their conference will be in Saratoga. We have designed a “Best Bets” sheet that is tailored to the needs of each meeting planner. These sheets are usually included in the individual packets for the attendees at the time of their conference.

Visitor Information Table

Visitor Information is delivered to each hotel listed in your Convention Calendar at the time of their conference in Saratoga. In addition, our Convention Services Manager, Kathy Denkenberger, staffs the registration table of any conference with an estimated attendance of over 400 to individually answer any visitor questions.

Personalized Membership Invitation Visits

All members are encouraged to request an on-site membership visit by our Membership and Services Coordinator, Connie Crudo. This is an excellent way to keep informed of current developments and benefits with the Bureau. We pride ourselves on the ability to offer this service to our members.

Convention Pre-Promotion

Several times a year our Convention Services Manager will travel to a city hosting a convention that will be held in Saratoga Springs the following year. Members have the opportunity to donate items for this pre-promotion. Our booth is set up and Kathy Denkenberger is available during the conference hours to answer questions about Saratoga. Members’ donations are drawn randomly throughout the conference to attendees who enter their name in our drawing. This is an excellent way to promote your business for the following year.

Convention Bidding

Many organizations require a “bid” process to decide a “host city” for future conventions. Local members of the organization, along with Bureau staff members and hotel lodging members, represent Saratoga in this bid process. The successful bidding process brings in many convention dollars to the Saratoga County area, thus positively impacting the local economy.

Become an honored member of the Saratoga Convention Tourism Bureau today! Contact us to learn how we can help you become immersed in the culture, the history and the excitement that Saratoga has to offer.