Mar 11
Ashley SpitzerTips meeting attendance, meeting education, social media, technology, webinar
I’ve participated in a number of webinars lately, and wanted to share some tips that I’ve accumulated from both my positive and negative experiences. Hope you find them helpful – and feel free to share your own thoughts!
-Establish a Twitter hash tag prior to webinar and include hash tag with dial/login instructions. While attendees may converse via the virtual meeting chat platform, if your audience is accustomed to Twitter, this is most likely where they will opt to connect. Be sure to have an organizer monitor comments for feedback, questions and technical assistance.
-Strong preparation should not be overlooked. By the time attendees sign into the platform, technical glitches are worked out and introductions are made, the time for information sharing is short but vital. Practice your speech to ensure you have enough time to present the information. Thorough presentation slides can assist with this.
-Traditional face-to-face presentation best practices still apply. You’re not off the hook just because attendees cannot see your face. Content must be engaging and informative just as much, if not more so than if in person.
-Since presentation slides are the sole visual for the webinar, these must present the information in a clear, concise manner. Remember, presentation slides can be posted as a resource after the event. Attendees will appreciate thorough and entertaining slides that are consistent with the flow of the presentation.
-Familiarize yourself with the webinar software. Utilize the attendee mute button while the presenter is speaking. There’s nothing worse than an attendee placing a call on hold and disrupting the presentation with hold music, or hearing typing or phones ringing in the background!
-Leave adequate time for questions. Whether you choose to answer questions along the way or at the end of a presentation, it’s vital for a successful webinar to include the audience’s comments and questions.
What do you think should be added to this list? Share your own experiences and ideas!
Mar 04
Ashley SpitzerNews economy, Keep America Meeting, meeting industry, travel promotion act
Guest Blog Post – courtesy of Rob Hard
President Obama signed the U.S. Travel Promotion Act into law (March 4, 2010), creating a nonprofit organization (public-private partnership) that will be overseen by the U.S. Commerce Department to promote the U.S. as a business travel and tourism destination – and help explain security and entry policies into the country. Politicians and many in the U.S. hospitality industry proclaim this as a victory.
The national tourism office will be funded with up to US$200 million to create a marketing campaign to international visitors. Sounds great, right? Not so fast. At least half of this money will come from a new tax scheme.
A US$10 fee will be charged to international visitors from 35 countries that participate in the Visa Waiver Program (VWP) to cover up to US$100 million of the budget. The fee would be assessed once every two years, allowing unlimited visits into the U.S. during that time. The legislation also allows the U.S. Department of Homeland Security to charge a separate administrative fee which some say will amount to US$2-3 per transaction to manage the program – costing another US$20-30 million each year. Individuals are likely to incur personal credit card fees as well.
The other US$100 million will be covered by a combination of in-kind and cash investments contributed by third parties in the U.S. tourism industry – most of these organizations already have a financial interest in promoting themselves to international travelers.
While the fees may sound nominal, it’s something that has many people from the impacted countries upset, says Steve Lott, spokesperson for the International Air Transport Association (IATA), Washington, DC.
“Other countries charge their entry/exit fees every time you enter,” a US Travel Association spokesperson explains. “The US$10 fee is far lower than similar fees – ranging from Ireland’s US$14 entry tax to the UK’s whopping US$100 – paid by Americans when they travel abroad. And with a mere 35 countries that would be required to pay the fee, fewer than 30% of foreign travelers will be affected.”
The USTA’s reference to the UK may be appropriate; however, the UK’s Air Passenger Duty (tax) is viewed quite controversially, and some in the UK are concerned that it will negatively impact tourism as the fee continues to increase. The UK introduced a small fee to generate needed revenue in 1993, and the tax has grown significantly since then. And just because someone else charges a fee isn’t enough of a reason for others to follow.
The IATA has taken a position against the U.S. fee, saying that an entry or exit fee charged by other countries is a matter of comparing apples to oranges: none of the 35 countries have a tourism-specific fee.
IATA isn’t the only business travel organization against the fee. The National Business Travel Association (NBTA) doesn’t support it either “because it taxes the traveler to pay for an item that doesn’t tangibly benefit the traveler,” says Shane Downey, director of public policy for the NBTA, Alexandria, Virginia.
Nobody is questioning the importance of creating a U.S. tourism office – or a needed marketing campaign.
But it’s important to know that roughly 47 million international business and leisure travel visits were made to the U.S. in 2009 (excludes Mexico) – a decline of about 6%, and the amount they spent dropped by 15% to about US$122 billion (includes Mexico), according to data from the U.S. Office of Travel & Tourism Industries, Washington, DC. In general, overseas travelers spend about US$4,500 per trip to the U.S., according to the USTA.
Given the amount international visitors already contribute to the U.S. economy, why isn’t the cost of the program being covered from existing taxes?
It seems unfortunate that the fees are tied to visitors from VWP countries – a program initially developed to streamline and encourage international tourism to the U.S. It was chosen because the VWP system already exists and can be easily modified to capture a new fee.
The verdict is also out as to whether the U.S. has risked alienating individuals and governments from some of these countries who may opt to visit elsewhere and/or establish retaliatory fees upon U.S. international visitors to their countries. If that happens, this legislation should ultimately be viewed as a new tax on U.S. international travelers.
As for the argument that this is needed because the U.S. isn’t promoting itself internationally, this is simply misleading. Many U.S. cities and states advertise and participate at international travel shows around the world.
It has already been reported that the U.S. plans to promote its tourism to emerging markets, including Brazil, China and India. I, of course, want travelers from these and other countries to know that they are welcome in the U.S. But I’m not sure how business travelers and tourists from Australia, Japan, Spain and other countries may feel as they pay an extra fee to cover the cost of that campaign.
So is it only a matter of time before other countries will be asked to pay a U.S. entry fee for tourism?
Based in Chicago, Rob Hard is a freelance business travel writer and publisher of http://BusinessTravelDestinations.com, business travel views to international destinations, and event planning guide for About.com. He is also founder of RH Communications, Inc., a boutique marketing firm that provides creative and printing solutions. Email him at editor@rhcommunications.com or write to him at PO Box 4405, Chicago, IL USA 60605.
Mar 02
Ashley SpitzerTips for Meeting Planners meeting planner help, meeting planning services, RFP, rfp valet
Researching properties and distributing an RFP is considered easy compared to the most daunting task at hand for a meeting planner – receiving timely responses (or responses, period, for that matter).
As a meeting planner, following up with multiple properties, wondering if your RFP was received, and actually receiving a quote can be an exhausting (and time consuming) game of cat and mouse. But that’s just how the system works, right? A hotel will respond on their schedule, not yours.
All hope is not lost! There is a fast, reliable, way to distribute your meeting requirements through ConventionPlanit.com and receive a guaranteed response within 24 hours!
It’s simple; here’s how:
1. Conduct property research and send RFPs through www.conventionplanit.com as usual (I recommend the fast “add to cart” feature; attach your specs and send to several properties at once).
2. Relax! The hard work is done.
3. Within 24 hours, you’ll rest assured that each property received your proposal, and you’ll know when to expect a response. (The CP RFP Team will send you a detailed summary).
And, best of all, since ConventionPlanit.com is commission-free, meeting planners use these services for free! Visit www.conventionplanit.com to get started, or email ashley@conventionplanit.com for more information.
Feb 24
Ashley SpitzerNews economy, Keep America Meeting, meeting industry, travel promotion act
The long awaited Travel Promotion Act may face a final Senate vote this week.
Why It Matters: it will attract more visitors to our nation, create new jobs, and increase revenue for lodging businesses and local governments, all at no cost to American taxpayers. This is a bill that can help this nation’s economy during a time when job creation is a top action item for Congress.
How YOU Can Help: reach out to your Senators this week and tell them how import the Travel Promotion Act is to the meetings industry industry-and your state.
Thank them for their earlier support of the bill (the Senate passed an earlier version 79-19 in September) and urge them to again help one of the nation’s largest industry sectors during this tough economic period.
How to Contact Your Senators:
• Call the U.S. Capitol operator at 202-224-3121 and ask for your Senator’s offices, or view this list of Senators and their states.
• Explain you are resident of the Senator’s home state.
• State you are calling to register your strong support for the Travel Promotion Act (S. 1023/H.R. 1299) and urge your Senators to vote “YES” for the bill to support their state’s lodging and travel industries.
If the Senate vote is successful, the bill will then head to President Obama’s desk for his signature into law.
Support the meetings industry and call your Senators!
Feb 22
Ashley SpitzerTrade Shows imex, meeting industry, Trade Shows, upcoming meetings industry events
If you’re a meeting planner, your chances of attending IMEX America for free through a hosted buyer program have just increased 30%!
IMEX America announced today that 2,000 qualified planners will be hosted – the largest number for any US trade show.
The show will take place at the Sands Expo in Las Vegas October 11-13, 2011. Hosted buyer qualification will use the same guidelines IMEX Frankfurt uses.
If you are interested in attending the show with the ConventionPlanit.com hosted buyer group, please email stephanie.kreps@conventionplanit.com!
Feb 19
Ashley SpitzerTips for Meeting Planners, Trade Shows attendee interaction, meeting attendance, meeting ideas
Redefining value has become more important than ever before. What worked last year or the year before may be out the window, especially with a rapidly changing economic landscape and competitors scrambling for market position.
Here are some creative marketing ideas to help build meeting attendance:
Go Viral – Forget the swine flu! We’re talking about viral exposure in the social media. Come up with unusual – even outrageous – ideas for your meeting that will start tongues wagging and tweeters tweeting. Get your executive director to volunteer to sing a song onstage at the Opening General Session if the meeting attendance sets a record (be sure to post a video of him/her singing a few lyrics on YouTube as a sneak preview). Then have your Board members, convention planning committee members, and other leaders start tweeting about this and posting links to the YouTube video and your meeting website.
Talent Search – Everyone has talent, right? (OK, maybe some people are more talented than others.) Have a “Talent and Great Ideas Show” at your next meeting. Use your e-newsletter, online convention promotions, and the social media to recruit members to participate. Each person needs to demonstrate their talent for a minute or so (do a card trick, play a musical instrument, sing, dance, juggle, do an impersonation, etc.) and then deliver one industry-related great idea that attendees can take home and use in their business. Record a couple short videos with willing members to show how it works and post these on YouTube as examples. The show will add fun and value to your next meeting, and create powerful social media marketing leading up to the meeting to promote attendance.
Jeopardy – Think of an important topic in your industry and imagine how that might play out in a Jeopardy-style game. (Remember, answers must be phrased in the form of a question!) Creativity is the bottom line, of course – think about how the game can be built into into a PowerPoint presentation, for example.
What are you waiting for? Step out of your comfort zone, toss ideas around with colleagues, and think about the wow factor!
Feb 11
Ashley SpitzerNews economy, meeting attendance, meeting industry
2010 seems hopeful for meetings and events in Las Vegas, based on numbers released earlier this week by the Las Vegas Convention and Visitors Authority.
Meetings in 2009, overall, suffered a 13% decline from the previous year.
December, however, is the fourth month in a row that year-over-year visitor numbers increased. Even meeting figures saw an increase!
Have your meetings picked up in 2010? Hoteliers, are you booking more business? We have seen a dramatic increase in RFPs from planners using the RFP Valet service. Let’s stay busy and meeting in 2010!
Feb 09
Ashley SpitzerContests, Tips for Meeting Planners, Trade Shows economy, environmental-friendly, food and beverage, meeting ideas
If one of your New Year’s resolutions was to save time and money, meeting planners have a lot of suggestions to cut food and beverage costs.
Each of the planners mentioned below shared their advice in the “Stellar Tips” section of ConventionPlanit.com.
Food and beverage charges are always a major cost center. Customizing menus can allow for greater variety, fresher ingredients, and cut costs.
“When working with a limited budget for a full day of meals, I provide my total dollar amount to the chef or catering manager and request that they customize menus for me, keeping in mind any specific requirements I have for each event,” says Kathleen Zwart of Blue Cross Blue Shield of Florida.
“This allows them to use seasonal or local specials, piggyback onto other events being held that day, take advantage of specials offered by their food suppliers, and offer smaller, healthier portions. I stay within my budget, my attendees are offered healthier options, and the chef is able to use some creativity instead of the same old banquet menus. It’s a win-win for all.”
Even simple changes in how food is presented at meal functions can save money.
“If you’re having a reception, pass/butler the more expensive items,” says Debbie DeJacques of GMA Washington.
“You’ll be able to make them last longer and save money. Don’t set plates on the display table – use only napkins (this will ensure your attendees get to sample all the offerings but won’t walk away from the display station with a mound of food) and stick with beer and wine at the bar.”
Laura Johnson of Market*Access International recommends asking the caterer to slice bagels, croissants and muffins in half. Attendees will take smaller portions – leaving more food to go around and wasting less while stretching your breakfast budget.
Stacey Petersen with MHA Ventures, Inc., eliminates canned soda:
“I have found that canned soda costs a lot of money to provide at our conventions. To save on money, and save on the waste of half cans of soda being thrown away and people taking two or three cans ‘for the road,’ two years ago I moved to using a self-service soda fountain station. These stations are conveniently placed near break areas, and are serve-yourself.
All the venue has to worry about is ice, 6-ounce disposable cups, and replacing the canisters once a day (instead of counting and recounting soda cans). It’s a win-win situation – it’s saved me on my budget, members are happy, the hotel staff is happy to not have to count cans anymore, and the waste is significantly decreased!”
Claire Modarelli of Moffitt Cancer Center, replaces bottles of water with water coolers and pitchers. It saved her $1,000 last year!
Stray from a traditional break time – offer variety and cut costs with a voucher program.
“We worked with a hotel to provide vouchers for breaks instead of serving an expensive break time. Each participant was given vouchers to go to the snack shop located in the hotel lobby.
Each voucher was worth $3. For each item the participant chose, they turned in a voucher. The vouchers were then counted and charged to the master account. This wound up costing considerably less than paying for breaks,” shares Kathy Craig of the Ecumenical Stewardship Center in Indianapolis, Indiana.
Closely monitoring a beverage manager can also pay off, as Stacy Wald of Orthopaedic Associates explains,
“When I do my banquet event orders I let the manager know at that time that I would like to be with the beverage manager when they tally the bars and empties. Liquor is counted by tenths of a bottle and then billed accordingly.
If I disagree with a count and the measurement is changed it could be the equivalent to 10-12 drinks. It also keeps the beverage manager on his toes! I have saved hundreds of dollars just by checking the bars before the totals are finalized.”
What is your cost saving tip? Share your ideas by commenting on this post!
Feb 01
Ashley SpitzerContests, Tips for Meeting Planners meeting planning services, Peppermill Reno, refer a meeting professional, Reno Tahoe
Just announced moments ago…
…the new Refer a Meeting Professional Contest, sponsored by The Peppermill Reno Casino Resort Spa!
If you’re a frequent user of ConventionPlanit.com, you know what great meeting resources are offered. Why not share the tip and help your meeting planner friends and colleagues save some valuable time?
Just for referring fellow meeting professionals to the website, you’re entered to win a trip for two to the all new Peppermill Reno Caisno Resort Spa!
Prize Package Includes:
-Two nights in the all-new Tuscan Tower suite, complete with European soaking tub
-Round trip air for two valued at $500 each on Southwest Airlines
-Limo transportation to and from Reno-Tahoe airport
-Couples massage for two…or spoil just yourself with a massage and a facial
-Dinner at Bimini Steakhouse valued at $150
Contest runs until May – but you can enter today!
Jan 25
Ashley SpitzerTrade Shows ASAE & the Center, imex, meeting industry
Today is the first day in the Washington DC area the temperature has hit 60 degrees since winter kicked in, and we’re already excited for spring!
Be sure to mark your calendars for these spring industry events:
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