Submitting RFPs through ConventionPlanit.com can now mean more business for independent meeting professionals.
That’s because ConventionPlanit.com is now offering free listings on its site to independent planners who submit at least three RFPs through ConventionPlanit.com.
“We recognize that association and corporate meeting planners with fewer internal staff resources than they used to have are increasingly turning to independent planners for help,” says ConventionPlanit.com Co-Founder Katherine Markham, CHME.
“So our site now helps these professionals connect. We also know that independent meeting planners have tight budgets, so they are always looking for free exposure opportunities like this.”
Independent meeting planners who submit three RFPs through ConventionPlanit.com will receive a free one-year Ruby level listing. Those who submit 10 RFPs will receive a Sapphire listing, and planners who submit 20 RFPs will get a Diamond listing.
Each higher listing level offers more features to display information on the site.
“Since we implemented our 24-Hour Response Guarantee for RFPs submitted through ConventionPlanit.com, we’ve seen a remarkable increase in the use of our three levels of RFP services,” Markham said. “Using our site for RFPs is quick and easy and removes the burden of follow-up from busy meeting planners. We make sure that connections are made and that planners receive the proposals they need on a timely basis.”
Planners can select meeting sites on ConventionPlanit.com and with a single click distribute an attached RFP to all them. Or they can fill out an RFP form on the site.
Those that want a higher level of service can choose the RFP Valet® program, where ConventionPlanit.com executives will help them narrow their search and provide additional follow-up services.
“All these services are free to the meeting planner and they all feature the 24-Hour Response Guarantee,” Markham explains. “There are no commissions or hidden fees – we simply connect planners and meeting sites and let them negotiate their own deals. Our compensation comes from the listing fees that hotels, resorts, convention centers, CVBs, and other suppliers pay to be part of the site.”
Meeting planners can click here to learn more about the ConventionPlanit.com RFP services.
The earthquake yesterday that was felt over much of the East coast got me thinking…what are the proper safety procedures for earthquakes? Many schools in California teach earthquake safety, but out here this is certainly not the norm.
Here is some information from FEMA to help keep you safe:
Stay as safe as possible during an earthquake. Be aware that some earthquakes are actually foreshocks and a larger earthquake might occur. Minimize your movements to a few steps to a nearby safe place and if you are indoors, stay there until the shaking has stopped and you are sure exiting is safe.
If Indoors:
DROP to the ground; take COVER by getting under a sturdy table or other piece of furniture; and HOLD ON until the shaking stops. If there isn’t a table or desk near you, cover your face and head with your arms and crouch in an inside corner of the building.
Stay away from glass, windows, outside doors and walls, and anything that could fall, such as lighting fixtures or furniture.
Stay in bed if you are there when the earthquake strikes. Hold on and protect your head with a pillow, unless you are under a heavy light fixture that could fall. In that case, move to the nearest safe place.
Use a doorway for shelter only if it is in close proximity to you and if you know it is a strongly supported, loadbearing doorway.
Stay inside until the shaking stops and it is safe to go outside. Research has shown that most injuries occur when people inside buildings attempt to move to a different location inside the building or try to leave.
Be aware that the electricity may go out or the sprinkler systems or fire alarms may turn on.
DO NOT use the elevators.
If Outdoors:
Stay there.
Move away from buildings, streetlights, and utility wires.
Once in the open, stay there until the shaking stops. The greatest danger exists directly outside buildings, at exits and alongside exterior walls. Many of the 120 fatalities from the 1933 Long Beach earthquake occurred when people ran outside of buildings only to be killed by falling debris from collapsing walls. Ground movement during an earthquake is seldom the direct cause of death or injury. Most earthquake-related casualties result from collapsing walls, flying glass, and falling objects.
If in a Moving Vehicle:
Stop as quickly as safety permits and stay in the vehicle. Avoid stopping near or under buildings, trees, overpasses, and utility wires.
Proceed cautiously once the earthquake has stopped. Avoid roads, bridges, or ramps that might have been damaged by the earthquake.
Information courtesy of fema.gov
It is a good idea to become familiar with safety procedures for any situation. To learn more, be sure to check out our previous post on handling crisis situations for your meetings.
Do you remember what the meetings industry was like 25 years ago?
Can you imagine an industry without iPads and virtual meetings?
Let us take you on a journey back to the 1980s with this just-released music video, which pokes fun at some of the challenges of meeting planning before the invention of time-saving tools like online search directories.
At the end of the video, meeting professionals are invited to predict what the meetings industry will look like 25 years from now.
The winner will receive a deluxe three-night stay for two at the Five-Diamond J.W. Marriott Cancun Resort & Spa, including a $400 resort credit to be used during the stay. Continental Airlines will provide roundtrip air for two.
We also want to hear what you have to say about the video – add your comments to our YouTube Channel, or comment on this post below!
Refer your colleagues to use ConventionPlanit.com (which will save them research time and earn them brownie points with the boss), and you are automatically entered for a chance to win the grand prize:
It’s a general consensus that networking is essential in the meetings industry…
…it’s the value-added aspect to a meeting that attracts attendees – and helps them build relationships outside the formal education sessions.
But networking is mainly for extroverts, right?
Not always.
Plenty of people are introverts (including lots of people in the meetings industry), and can network successfully – with the right strategies.
Vinay Kumar, a self-described introvert and first-generation immigrant from India, has written about the ways he has successfully leveraged networking to get ahead in the association community.
He runs Vinay Kumar Associates, a firm focused on helping small businesses & associations increase profits and productivity.
His mission is to help build healthy businesses and healthy relationships.
“Lacking the gift of the gab, I am poor at making small talk,” Kumar says.
“If you were to look up the words quiet, dull, and boring in Webster’s, you’ll probably find my picture right next to them. Furthermore, being on the quiet side, one of my biggest fears in taking a client out to lunch is what if we have total silence and I don’t know what to say. Yikes! Talk about sending chills up my spine!”
He offers these tips to fellow introverts:
1. Be clear on what’s comforting to you.
If you don’t like hanging out at the bar, then don’t take your clients there. Your discomfort will come through.
Also, I only ask individuals out to lunch with whom I am comfortable. If I do have to take someone out to lunch and I have a strong feeling it’ll be uncomfortable, I’ll ask a colleague to join me, someone whom I feel will get along well with the client.
2. Plan something unique and memorable.
When I discover someone likes Indian food, I’ll often take ‘em to some hole-in-the-wall Indian restaurant that sells tasty Indian cooking, a place a non-Indian would probably never discover or go on their own.
3. Always be on the lookout for your client’s challenges – professional and personal.
Over 15 years ago, one of my clients had adopted a daughter from overseas who was having trouble learning English. Once I understood the challenge, I realized it’s very similar to what my daughter had faced. To help her learn, we had purchased a series of cassettes, which had helped her immensely. As my daughter didn’t need them anymore, I hand delivered them to my client, and they helped her daughter immensely, too.
Today, even after all these years, every time I run into this client, she makes it a point to update me on her daughter’s progress and thanks me for the tapes. She still remembers. I feel happy that I made a difference, and it’s been good business too.
4. Send hand written thank you cards by snail mail.
They are so rare these days, making them even more special. In today’s time where nearly everything seems to quickly become a commodity, standing out from the crowd becomes an increasing challenge. Sending out handwritten cards helps you stand apart and makes you memorable.
5. Send information that will be of interest to your clients.
By snail mail whenever possible and with a short handwritten note saying something like, “Hey Myron, thought this might be of interest to you – Vinay.”
It demonstrates to clients you’re thinking of them, which you are. By the way, this doesn’t have to be just business-oriented. It can be of a personal nature also.
The key is to be authentic and from the heart.
6. Send white papers and articles that you have written.
If you haven’t written any, I urge you to do so.
It’s one of our top-secret weapons to sales success, especially for us introverts. In the end, no matter how much you and the client like each other, the client has to find business value in the relationship.
Of course, many such relationships turn into lifelong friendships. First, however, is providing the business value. By sending out such materials that you have written, you are positioning yourself as the expert in the field, and that’s something we introverts do so well. So leverage it to the max.
“Look, my fellow introverts, we may not be the life of the party,” Kumar says. “We may not be the ones going to games screaming for our teams, and we may not be the ones who can easily ‘wow’ folks at a gathering.
But when people know you can help solve their problems, that they can count on you, that you’ll take the time to truly listen, they’ll be heard, and you take the time understand their challenges and then help them solve them, you’ll be well on your way to making your relationships strong, baseball tickets or not.
The key to success is to continually add value to other’s lives. As you do that, many will do the same for you. That’s the key to success and fulfillment.”
Are you an introvert? What are some of your personal networking strategies?
According to Christine Shimasaki, Managing director of empowerMINT.com, DMAI and Loren Gold, Executive vice President of the Greater Raleigh Convention & Visitors Bureau…it can!
Whether a planner is arranging a meeting for 10 or 10,000 attendees, responsibility for finding the right hotel or venue can be complicated if you are not familiar with the destination. Tapping into the local knowledge of an expert from the CVB can save both time and money. In addition, CVB’s maintain important post-event information which can assist planners in negotiating future meetings.
Highlights of working with CVBs:
Ability to research all options- they are the “eyes and ears” of the planner
Relationships with CVB experts help diffuse potential problems
Obvious substitution for an onsite inspection
One stop shop for rates/dates/space availability
CVB’s are non-profit organizations which are funded through various municipal taxes. Therefore, there is no charge for their services. After determining your key objectives, they can consolidate your specifications and source these RFP’s to the proper service provider.
Another important service (and one that cannot be duplicated elsewhere) would be the Post-Event Reports. The pick-up history of your conference is important information that will aid you in engaging the interest and cooperation of your next destination. The PER will aid in the negotiations by helping that city measure total revenues associated with your business and thus the economic input for the community. And, having information regarding the history of a meeting can help get the planner the best deal possible!
Several “Myths” surrounding CVBs:
Do CVBs send your leads to all hotel members? No, best practices recently instituted for DMAI members ensure that the leads go only to the appropriate facilities.
Are CVBs only interested in large meetings? No, most CVBs even have Small Group Specialists to handle meetings with 100 rooms or less.
CVBs exist solely to direct business to their destinations. They are in business to provide planners with local advice and expertise. Let them simplify your life by simplifying your job!
The above information was adapted from a presentation by Christine Shimasaki, Managing director of empowerMINT.com, DMAI and Loren Gold, Executive vice President of the Greater Raleigh Convention & Visitors Bureauat HSMAI’s Affordable Meetings National.
Simply invite five meeting planners to your office for a breakfast, lunch or a cocktail hour featuring an online demonstration of ConventionPlanit.com. We’ll deliver the presentation and the cuisine.
As a sponsor of the presentation, you’ll receive a $50 American Express Reward Card for your efforts. You can also spread the word about this offer to your guests – they can host their own presentation and take advantage of this great offer.
For more information, please contact Katherine Markham, CHME, at 301-975-9462, or katherinem@conventionplanit.com.
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.
Meeting professionals know that the best ideas often come from their peers, who are usually more than willing to share them with people who show an interest. In 2010, planners are talking about adding value to their meetings to attract attendees.
Maureen Thompson of ASBO International taps the knowledge of the hotel staff by hiring some of them to put in extra hours staffing the meeting registration desk instead of hiring temps to do this. “The person’s knowledge of the venue, location and even access to the ‘behind the scenes’ places of the hotel is invaluable,” she says.
For more great meeting ideas, check out the Stellar Tip Archive, and search through a variety of tips and advice submitted by other meeting professionals.
What are some ideas you will be implementing? Let us know, and share the information with your peers. It’s the most effective way to learn!
Dr. Radde's book Seating Matters offers innovative setups for meeting rooms
Quick, what’s the best way to get the most seats in a meeting room?
Straight across, theater-style, right??
“Think again!,” says Dr. Paul O. Radde of The Thrival Institute, who has authored a new book, Seating Matters.
“The industry mindset is that straight rows maximize a room, but they don’t – they create dead space,” he says.
“Dead space is any excessive or wasted space in a room that could be excellent seating for participants, such as up front around the stage or down the center of the room. For example, the center aisle, the best seating space in the room, is not set for chairs.”
Radde recalls a meeting at a major hotel where he had arranged to have curved rows with all the seats facing the center of the stage. When he arrived for the event, however, he found that the hotel staff had lined up straight rows instead, believing that was the only way to fit 1,800 seats in the ballroom.
That evening, Radde worked with the staff to reset the room with curved rows and showed them how to fit not only the required minimum of 1,800 seats in the room, he easily had room for another 300 seats for a total of 2,100 – even with the fine tuning of widened aisles toward the back of the room to create adequate space for schmoozing.
Straight-row seating is problematic for Radde on several counts:
1.) It requires people seated facing the wall on the outside of front rows to turn in their seats and turn their heads up to 85 degrees to view the stage.
“Unless people are within the three seats closest to the aisle in the center of the room, they report discomfort within 15 minutes,” Radde says, “and this detracts energy and attention from their positive meeting experience.
2.) “You come all the way across country or the world to meet, network, and learn with your peers and colleagues,” Radde explains. “So you don’t want to be slotted into a straight row when with a little imagination you could be in a more interactive setting.”
Angled and curved row innovations allow people who cannot see each other in straight rows, to see and interact with each other across the entire room.
Seating Matters lays down five principles to troubleshoot and design state-of-the-art seating arrangements in any meeting room. These principles not only increase seating capacity but also reduce stress, promote networking, and enhance learning. More than 70 illustrations and photos give the reader accurate descriptions of innovative setups.
Replacing Rounds
Meal functions at rounds present yet another challenge addressed in Seating Matters. Round tables crowd the room, create huge dead space, and make it difficult for people to talk with colleagues seated directly across the table. They raise their voices to cover the distance, but soon give up and chat with the persons next to them. Then too, half the people at a full round are facing away from the speaker. Turning chairs around is a cumbersome option.
Radde suggests using rectangular tables with the short ends aimed at the stage, forming a room-wide “starburst” pattern. Participants sit on the long sides of the table with one person seated at the head of the table facing the stage. This creates a more intimate setting, allowing people to see and talk to each other and to see the stage without turning chairs around. Tables shaped like trapezoids can also be used to create this type of setting.
“Meetings are supposed to bring people together, but even before people arrive, the straight row seating arrangements have limited the potential interaction and dynamic of the meeting.” Radde declares.
“I hope planners and facilities will read my book and see how a little creativity and innovation with seating will vastly improve the meeting experience for their participants. Best of all, it costs nothing to do this, while creating more value for the meeting.”
Independent meeting planners who submit three RFPs through ConventionPlanit.com will receive a free one-year Ruby level listing. Those who submit 10 RFPs will receive a Sapphire listing, and planners who submit 20 RFPs will get a Diamond listing.
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