NAICS 561591 · Administrative and Support Services · SBA size standard: $25 million average annual receipts
Convention and visitors bureaus promote destinations, handle visitor inquiries, manage leads for meetings and events, and coordinate with local hotels, venues, restaurants and attractions. For a bureau that fields daily visitor requests and bid opportunities for conferences, the specialists turn inquiries into organized leads, leads into bid packages and site proposals, and proposals into confirmed bookings while tracking inventory of promotional materials and maintaining up-to-date destination content across channels.
Seasonal peaks in visitor inquiries tied to holidays, major events and conference seasons
Lead management for meeting planners with tight RFP deadlines and site selection needs
Coordination with multiple independent suppliers including hotels, venues, caterers and transportation providers
Creation and distribution of bid proposals, welcome packets and customized itineraries
Maintenance of accurate, current destination information on attractions, availability, rates and permits
Tracking of promotional inventory such as brochures, maps, gift bags and branded merchandise
Local tourism taxes, reporting requirements and destination marketing contracts that require owner confirmation
Specialist bots
Inquiry Handler
Capture every visitor and planner inquiry and turn it into a complete, routed lead record.
Works in: Ambitious Tasks, Ambitious Docs, Email Buckets · Workflows: Visitor and planner inquiry intake
Automates
Reads incoming messages and form submissions
Extracts dates, group size, interests and special requests
Creates standardized lead tasks with attachments
Drafts initial acknowledgment messages
Stops for a person
Staff review complex or high-value leads before distribution
A person sends all final replies and handles urgent phone inquiries
Lead Qualifier
Score incoming leads, match them to local suppliers and distribute to partners.
Works in: Ambitious Tasks, Ambitious Sheets, Ambitious Docs · Workflows: Lead qualification and distribution
Automates
Scores leads by size and timeline
Matches requirements against current hotel and venue availability
Compiles supplier response summaries
Routes qualified leads to the correct partner contacts
Stops for a person
Bureau staff confirm scoring thresholds and final routing decisions
Partners must approve any commitments included in shared information
Proposal Builder
Assemble complete RFP responses and destination proposals from current supplier data.
Works in: Ambitious Docs, Contract Analyzer, Ambitious Sheets · Workflows: RFP response and proposal creation
Automates
Pulls latest rates and specifications into templates
Organizes photos, diagrams and narratives
Checks proposal against RFP requirements
Drafts submission-ready documents
Stops for a person
Bureau director reviews and approves every proposal before submission
Each hotel or venue partner signs off on their quoted rates and availability
Itinerary Crafter
Build personalized visitor itineraries and compile corresponding welcome packets.
Works in: Ambitious Tasks, Ambitious Docs, Ambitious Sheets · Workflows: Custom itinerary and welcome packet building
Automates
Assembles activities based on stated interests and group size
Inserts current hours, reservations and transportation details
Compiles digital or print packet contents
Drafts itinerary documents for review
Stops for a person
A staff member verifies all times, reservations and accessibility details
The bureau approves every packet before it is sent or printed
Supplier Coordinator
Maintain current availability and rates from hotels, venues and attractions and update the central database.
Works in: Ambitious Tasks, Ambitious Sheets, Email Buckets · Workflows: Supplier outreach and availability updates
Automates
Sends weekly availability request templates
Updates centralized rate and inventory sheets
Flags expiring contracts and upcoming changes
Notifies the team of critical updates
Stops for a person
Bureau staff confirm all rate changes before they are published
Partners review and correct any automated updates to their information
Destination Content Steward
Keep all destination descriptions, calendars, maps and marketing materials accurate and current.
Works in: Ambitious Docs, Ambitious Sheets, Ambitious Tasks · Workflows: Destination content and collateral updates
Automates
Compares existing content against new supplier updates
Flags outdated event dates or attraction details
Organizes version history of maps and brochures
Drafts revised copy for review
Stops for a person
Bureau marketing staff approve every change to public materials
Local tourism officials confirm regulatory or policy updates
Promotional Inventory Manager
Track stock of brochures, maps, gift items and conference materials and generate reorder lists.
Works in: Ambitious Sheets, Ambitious Tasks, Ambitious Docs · Workflows: Promotional material and merchandise inventory
Automates
Counts current inventory levels across storage locations
Forecasts usage for upcoming conferences and seasons
Creates reorder lists by item and supplier
Allocates materials to specific events and packets
Stops for a person
Bureau staff approve all purchases and printing orders
A person physically verifies counts during monthly audits
Permit and Compliance Clerk
Track permit, licensing and reporting deadlines and prepare required paperwork for owner review.
Works in: Ambitious Tasks, Ambitious Docs, Ambitious Sheets · Workflows: Permit, licensing and compliance paperwork
Automates
Generates checklists of required permits and reports
Tracks expiration dates for contracts, licenses and insurance
Compiles data for tourism tax reports
Drafts renewal forms and flags upcoming deadlines
Stops for a person
Bureau leadership confirms which local rules apply and approves all filings
People review and sign every report and application before submission
The bot never certifies compliance
Workflows
Visitor and planner inquiry intake
Starts when: An inquiry arrives by phone, email, website form or social message
Capture requester type, dates, group size, interests and special requirements
Match request against current destination availability and supplier calendars
Create a standardized lead record with all details and attachments
Draft initial response with relevant destination highlights
Route the lead to the appropriate specialist queue
Watch for: Visitor questions must reference the latest hours, closures and seasonal offerings; Corporate and association leads require precise room block and meeting space data
Lead qualification and distribution
Starts when: New lead is created or updated
Score the lead by group size, spend potential and decision timeline
Match lead requirements to available hotels, venues and attractions
Distribute qualified leads to partner suppliers with contact details
Log all supplier responses and compile into a single summary
Flag leads needing site visits or additional research
Watch for: Many leads involve multiple competing destinations and short response windows; Supplier availability changes daily and must be verified before sharing
RFP response and proposal creation
Starts when: A formal RFP or bid request is received
Extract all requirements, deadlines, room blocks and meeting specifications
Assemble current rates, floor plans, photos and supplier contracts
Draft a complete proposal document with destination narrative and options
Route proposal for internal review and partner sign-off
Submit final proposal before deadline and log confirmation
Watch for: Proposals must incorporate the latest negotiated rates and updated venue diagrams; Each destination partner must approve any rates or commitments shown
Custom itinerary and welcome packet building
Starts when: A confirmed visitor group or planner requests materials
Pull group details, interests and dietary or accessibility needs
Assemble maps, attraction tickets, restaurant lists and transportation options
Draft personalized itinerary with timed activities and contact information
Compile welcome packets or digital folders with current brochures and coupons
Send draft for final approval before production or distribution
Watch for: Materials must reflect current seasonal events and any last-minute closures; Physical packets require accurate counts of brochures and maps
Supplier outreach and availability updates
Starts when: Weekly and before each major RFP deadline
Request current rates, availability and new offerings from hotels and venues
Update centralized destination database with latest information
Identify new attractions or experiences for marketing
Maintain contact list and contract expiration dates
Flag any changes that affect active leads or proposals
Watch for: Hotel and venue inventory fluctuates with their own bookings and renovations; Contracts and commission agreements must be tracked for renewal
Destination content and collateral updates
Starts when: Monthly and after any major change
Review and refresh descriptions, photos and videos of attractions and dining
Update event calendars, festival dates and seasonal highlights
Revise printed and digital maps with new routes or closures
Check that all materials match the latest tourism board guidelines
Archive outdated versions and notify partners of changes
Watch for: All public-facing content must be accurate to avoid visitor complaints or liability; Printed collateral has long lead times and limited reprint budgets
Promotional material and merchandise inventory
Starts when: Weekly and before large visitor groups arrive
Count current stock of brochures, maps, gift bags and branded items
Forecast usage based on upcoming conferences and seasonal traffic
Draft reorder list for printing and supplier purchases
Allocate materials to upcoming welcome packets and trade shows
Log distribution and track waste or returns
Watch for: Inventory must cover both walk-in visitors and large conference welcome bags; Seasonal items have expiration or relevance windows
Permit, licensing and compliance paperwork
Starts when: On receipt of new supplier contracts, before major events and on renewal dates
Generate checklist of required local permits, business licenses and insurance certificates for each event or partner
Track expiration dates for destination marketing contracts, vendor licenses and tourism tax filings
Compile required reports on visitor statistics and tax collections for the tourism board
Draft renewal applications and flag any changes in local regulations
Maintain digital archive of all signed agreements and inspection records
Watch for: Local rules for tourism taxes, event permits and vendor licensing differ by city and county; All filings and reports require owner confirmation before submission
