Promotion Materials

Saratoga Convention Calendar (distributed twice each year)
This publication lists all confirmed meetings and conventions scheduled for Saratoga. It lists the name of the event, date, number of attendees, and the contact info for the Meeting Planner. 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 to see if there is a way you can work together!

The Ultimate Saratoga Map (20,000 copies printed yearly)
These maps are distributed to all convention attendees as they arrive in Saratoga. The maps list the name, phone number and a brief description of most member businesses. Imagine your business name and description on a map that lands in the hands of 20,000 people visiting Saratoga, many for the first time!

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.

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.

Marketing Support

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

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!

Saratoga “Best Bets” Activities Sheet
Meeting planners 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 Vice President, Kathy Denkenberger, staffs the registration table of any conference with an estimated attendance of over 400 to individually answer any visitor questions.

Convention Pre-Promotion
Several times a year our Vice President 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. This is an excellent way to promote your business for the following year.

Online Marketing

Free website listings PLUS email and website link
As part of membership with the Bureau, each member gets their own webpage. On the webpage, the member gets their business name, address, phone, fax, contact person, email address, and web address which is a hot link to their website. They also get a photo/logo, and a 50 word description of the business!

Designation on Google Map
On each member’s webpage, you also get a Google Map listing your location so convention delegates and visitors to the Saratoga area can easily find your business!

Membership Newsletter
The Bureau sends out an electronic newsletter monthly to update members and supporters on Bureau activities and programs. The newsletter is sent to about 500 emails and it is a great (and free) way to let us help promote your upcoming event, product, or business! Send details to Angela@discoversaratoga.org to get your information included in the next newsletter.

Events

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.

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.

Additional Benefits

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 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

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 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.