Author Archives: Ashley Chalmers

About Ashley Chalmers

Hi there! Your blog moderator is Ashley Chalmers, the Director of Operations for ConventionPlanit.com. ConventionPlanit.com is a free search directory, offering property information and allows planners to send RFPs easily (without any hidden fees or commissions). Planners are guaranteed to receive responses to their RFPs within 24 hours! I'd love to hear from the readers of this blog - I encourage comments on posts, post ideas, and conversation. I can be reached at ashley@conventionplanit.com.

Maximize ROI from your RFPs

Meeting planners who have been told “those dates are unavailable” are often surprised to learn that some suppliers may instead simply not be interested in their business.  Suppliers are focused on maximizing revenue within their available timeframes, and if your meeting does not fit the bill, you may be on the receiving end of that dreaded phrase.

If you’re looking to receive competitive proposals from suppliers (and let’s face it, who isn’t?), it all starts with the RFP. Investing a little more time to market your meeting to suppliers is all it takes.

The following guidelines will help make your meeting more desirable to suppliers and help you maximize the return.

Pre-Qualify the Hotel

Narrow your search to a short list. If the hotel is right for your group, the group is likely right for the hotel. Narrow your search to the type of hotel that suits your meeting and can accommodate your space needs.

Avoid Duplication

While suppliers will not take your meeting seriously if the odds of booking your meeting are 30:1, the reaction tends to be similar if they receive your RFP from multiple sources. Be respectful of the suppliers’ time (and your own) and send your RFP to each supplier once.

Friendly Competition

Encourage hotels to compete for your business by letting them know who’s on the short list. No one likes to ‘lose’ the business to their biggest competitor across the street!

History

Present the facts to make your meeting appealing. Include information like the total spend, including previous rates x room nights + F&B and the room pick-up over the last 5 years. Name drop other hotels within a comp-set.

Attendee Profiles

Regardless of what you contract with a hotel, your attendees also have spending habits that may be of interest to the hotel. Will your attendees be doubling up in the rooms or ordering suites?

What are the spending habits of your attendees? Are they on expense accounts taking clients to dinner, or will they frequent the cocktail lounge?

Want more RFP tips? Contact the ConventionPlanit.com RFP Hotline 866-922-8988 for personalized assistance.

Six Trends in Experiential Learning

The National Conference Center – one of the nation’s largest conference centers and the largest on the East Coast – with its partner The Browne Center, has observed Six Trends in Experiential Learning for 2017.

Experiential learning presents a highly unique growth opportunity for participants, and a tool that planners can use to achieve a specific outcome.  Differentiated from the more traditional teambuilding, experiential learning uses a blended approach to learning, integrating activities, exercises, adventure elements, quiet time and ongoing post-event coaching to create powerful programs of leadership development, strategic planning, mentoring and coaching, communication, feedback & observation and enhancement of behavior styles.

Six Trends Observed in Experiential Learning:

  1. Barrier Free Learning … Take away the white classroom tables. Barrier free learning is hands-on training in a lab-like setting verses the traditional meeting room or classroom. For example, The National has created an entire workroom and lab for simulation or scenario training for a top major client to deliver new skills, taking away the barrier of the ‘white table’ with attendees learning in a lab or open space area.
  1. Learning By Choice … Mixing classroom training with outdoor activities. The Challenge Course at The National has high and low rope elements, and increasingly facilitators are using a Challenge-By-Choice approach. Learning Programs are designed to meet the variety of goals unique to each client, whether conferees make use of the elements of the high or low course, or none at all. There is a role for everyone in the training, even if individuals choose not to physically participate.
  2. Learning By Shared Experiences … Creating ‘shared experiences’, such as a building project, where everyone is involved collectively – from C-level executives to assistant managers – taking each participant out of their comfort zone and into a creative problem-solving task to construct the future.
  3. Learning By Silence … Groups are increasingly exploring the power of silence in a high-speed, technically dependent world. Facilitators are allowing more time for conferees’ solo quests, reflection, meditation time, and movements like yoga that can provide powerful reconnection with the natural world, and the true inner self, opening new channels of connection and learning.
  1. Learning By Doing… Learners participate in carefully chosen experiences that are supported by reflection, critical analysis and synthesis. It engages the learners to be in direct experience, to be doing something that connects to an area they hope to improve or develop. The learner is actively engaged in posing questions, investigating, experimenting, being curious, solving problems, assuming responsibility, being creative, and constructing meaning.
  1. Learning Through Application … Historically, debriefing was a structured process facilitated by a skilled professional throughout the process and at the conclusion of a program. This still occurs, but today a post-program debriefing application assists participants over time with how learning translates back at the office. There are a number of strategies that can be arranged to help facilitate this continued learning process. These include, self-directed debrief meetings, professional coaching sessions by phone or in person, or follow up, mini sessions at the one, two or three month intervals. These sessions can be highly productive and fun, assisting the participants in real time learning application issues. They can be on the participants’ work site or scheduled as an offsite.

The National Conference Center installed a state-of-the-art challenge course last year to provide additional training and learning opportunities for their clients. The National Challenge Course consists of five low elements plus many portable options, which are weight bearing problem solving activities that can accommodate 15 or more people at any one time. Also six high elements can be done with two or more solo, or with many other climbers simultaneously. All high elements are dynamic relays where participants hold the rope for one another.

For more information on the Six Trends in Experiential Learning for 2017, contact Denise Benoit at 703-919-1589.  For information on meetings at The National Conference Center, call Sales at 800-640-2684.

About The National Conference Center

Located in Northern Virginia 12 miles from Dulles International Airport and 35 miles from Washington, D.C., The National Conference Center is one of the largest and most comprehensive conference centers in the nation. With 917 guest rooms and over 265,000 square feet of meeting and group function space, including the West Belmont Place catering complex with its 16,552 square foot ballroom, The National has become the nation’s headquarters for productive meetings and West Belmont Place the hub for Loudoun County and surrounding area social functions.

West Belmont Place was named 2013 Best Venue by the International Special Events Society. The National Conference Center is also on the GSA schedule. The National is owned by NCC PS Enterprises LLC, a venture between PCCP, LLC and Stoneleigh Capital, LLC., which retained LaKota Hotels & Resorts to oversee all aspects of the day-to-day operations. For information call 800-640-2684 or visit www.conferencecenter.com and www.westbelmontplace.com.

Hyatt Regency Maui Resort & Spa

hyatt regency maui resort and spa

Surrounded by 40 stunning oceanfront acres of Ka’anapali Beach, the Hyatt Regency Maui Resort and Spa’s outstanding meeting facilities offer exactly what is needed for any successful gathering. Discover the premier site for your Maui event, with 100,000 square feet of indoor-outdoor event space, experienced meeting planners on staff, extensive onsite recreation, award-winning restaurants and unique Hawaiian cultural activities, including Maui’s most exciting lu’au.

Hyatt Regency Maui Resort and Spa recently unveiled all newly renovated meeting and event space. Plan one of the first events on the new breathtaking Halona Kai event lawn, situated above the stunning free-form resort pool with panoramic views of the Pacific Ocean and palm-fringed Ka’anapali coast, and accommodating up to 500 people.

Host your event in the brand new Monarchy Ballroom, offering over 18,000 square feet of flexible function space, a clean and upscale design, new connecting outdoor terrace, and floor to ceiling windows inviting in natural lighting and landscaping to capture the essence of Hawaii. Guests will also enjoy the new state-of-the-art Regency Club with patio seating and ocean views.

Meeting planners searching for meeting space and exceptional group value in Maui need look no further than the Hyatt Regency Maui Resort and Spa.

Planner Praise

“I’ve worked with ConventionPlanit on a few occasions over the last year and I’m most impressed with their services. The best part is that their site is truly transparent with no hidden fees or mark-ups like other RFP portals.

I highly recommend this free time-saving resource to other planners.”

Cecilia Ferrara, Director, NCBFAA Educational Institute

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Other meeting planners agree – it’s time to give ConventionP’anit’s RFP services a try!

Five Essentials Often Missing from RFPs

Incomplete RFPs lead to delays and less than perfect bids, which can put a planner at a disadvantage in the current seller’s market.

Here are five fundamentals to include in your RFP. By including this information up front, suppliers can respond promptly and offer you the best possible quotes.

1. Date Flexibility: 

Meeting dates should be listed in order of preference, including alternate weeks, dates or patterns you will consider. This eliminates the need for back and forth date consideration, and suppliers can reply just once with availability.

2. Room Rate Threshold:

Pre-qualify the hotel according to the maximum rate your attendees can afford to pay.  Indicating your rate thresholds will allow suppliers to quickly submit a quote or decline to bid.

3. Incomplete History:

Include detailed history for your room consumption and rates paid in the last three years. Include your F&B and other charges. Suppliers will assess your business based on the ‘total spend.’ The more ammo you provide, the better!

4. Concessions:

If concessions are requested, prioritize them in order of importance.

5. Decision Process:

Explain the timetable for the decision, who else may be involved in the process and any criteria affecting the selection process.

Want more RFP tips? Contact the RFP Hotline 866-922-8988 for personalized assistance.

Planners Helping Planners: Your Questions Answered

Welcome to a new series on the blog where your meeting planning questions and dilemmas are answered by experts – other meeting planners! Comment below with your own questions. 

Q: What should I know about name badges?

A: The back of the name tag should be the same info as the front.

Why? Because most of the time, when you wear the badge, it somehow faces backwards, and all you see is a blank badge. Printing the same info on back and front avoids this problem!

Submitted by: Abe Korn, Meeting Planner, with Worldwide Meeting & Event Services

New Survey Finds Non-Dues Revenue a Hidden Topic in Many Associations

The Association Research Board has released the findings of a nationwide survey of association executives.

The data reveals most associations lack a sense of urgency and direction in seeking new sources of non-dues revenue.

Digging into the data provides interesting insights:

  • A quarter of the executives never discuss the need for additional revenue with their boards.
  • New non-dues Revenue generation is only a concern of about one-third of the respondents.
  • Among associations that attempt to increase revenue, only half call their programs a success.

A copy of the Association Research Board report can be found here.

Wynn Las Vegas and Encore – Where Business Feels Like Pleasure

Wynn Las Vegas

When is the last time your colleagues told you they couldn’t wait for an upcoming conference?

Get ready for that to be the popular sentiment when you plan meetings at Wynn Las Vegas and Encore.

Start with 260,000 square feet of sophisticated, versatile meeting spaces, each offering the latest in audio, video and Wi-Fi technology. And then, just steps away, a bounty of luxurious choices: award-winning restaurants; a pair of spas that combine lush treatments with a tranquil vibe; boutiques from the world’s most renowned designer labels; and an array of unforgettable entertainment experiences.

Wynn and Encore excel at combining work and play.

Learn more.

Jane Schuldt of World Marketing Group – Loss of an Industry Icon

The ConventionPlanit.com staff, along with the entire meeting and incentive travel community, is saddened by the passing of Jane Schuldt, Founder and President of World Marketing Group and icon of our industry.

The WMG portfolio of Destination Management Companies around the world was our first DMC supplier member and continues to provide contacts in far flung locations for our event planners.

Maureen Pickell, Director of Global Accounts for CP.com, had the privilege of calling Jane a dear friend as well as esteemed colleague.

In her words, “Being respected by Jane was a badge of honor in an industry held to high standards. She will be remembered for her elegance of spirit as well as her resolute work ethic and will be missed for the warmth and loyalty shown towards her friends and close associates.”

Planners Love RFP Organization!

What are your peers saying about RFP OrganizationSM?

“I learned about ConventionPlanit.com earlier this year and sourced RFPs for both our 2017 & 2018 Annual Meetings through their website. We typically obtain quotes from several destinations, and by using their RFP OrganizationSM tool, I was able to obtain quotes and concessions which were compiled on a streamlined chart.

Their tool made it easy for me to narrow down my search and saved me many hours researching hotels appropriate to host our programs. Best of all, there were no hidden fees or commissions.”

Cheryl L. Jamison, Executive Director
Association for Conflict Resolution
Columbus, GA 

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Have you used RFP OrganizationSM ? What did you think? Comment below and let us know!