Planner’s Timeline

Thank you for choosing Atlanta

Thank you for choosing Atlanta to host your meeting or event. We look forward to welcoming you and your attendees to the capital of the South to experience our famous Southern hospitality. From hotels to convention hallways, and convention services to concierge, Atlanta’s collaborative hospitality community is here to make your meeting run flawlessly from start to finish. Use our Planner’s Timeline and Toolkit as resources to help you fully utilize Atlanta Convention & Visitors Bureau’s (ACVB) services as you prepare for your meeting. You’ll find suggested monthly action items leading up to your event that will set the foundation for increased attendance and facilitate seamless coordination with local hospitality partners.

16–12 months

Announce your meeting

• ePostcards and eNewsletters 
• Atlanta booth display and materials 
• Images and videos  
• Customized Atlanta collateral
• Content for on-site conference materials  

12 months

Plan your meeting

• Site inspections 
• Request for Proposal (RFP) 
• Venue selection 
• Housing services by EventSphere
• ACVB Event Resume
• Customized maps 

10 months

Promote your meeting

• Discover Atlanta App (Destination Information) 
• ePostcards 
• Exhibitor eNewsletter 
• Atlanta banner ads for conference site
• Atlanta copy, images and video 

8-6 months

Prepare for your meeting

• Member services RFPs 
• Integrated destination promotion with housing company 

4 months

Welcome to Atlanta

• Welcome letters 
• Atlanta content for conference materials
• Customized Maps
• Local media contact list
• Social media content

2 months

Personalized assistance

• What’s Hot Calendar 
• Discount programs
• Things-to-do Informational
• Spouse and family itineraries
• Customized destination content inside app

1 month

Arrival

• Downtown Ambassadors
• Event memos
• Pre-convention meetings
• Brochures at meeting site
• Flexible overflow housing services
• Discover Atlanta App