Where is that RFP?! And that set of green meeting resources…it was here a minute ago! I know I had that list of money-saving tips for the next convention, but now I can’t find it!
If you’ve ever scrambled to find things in the rush of day-to-day business, you’ll appreciate the many ways ConventionPlanit.com can keep you organized and ensure that what you need is literally a click or two away on the web.
Here’s how:
• ConventionPlanit.com offers three different options for submitting online RFPs, and each one ensures that your RFP is easily accessible if you need to check specs or see where and when it was sent. Best of all, the 24-hour RFP Response Guarantee even ensures that you don’t have to get on the phone to follow up.
• Leading destinations, convention centers, hotels, resorts, and other meeting service providers are always there in the online searchable database, complete with all relevant meeting specs so you can instantly make apples-to-apples comparisons to speed your decision-making.
• The latest “Divine Deals” are listed online, helping you take advantage of the best special offers in the meetings industry.
• “Stellar Tips” has hundreds of excellent meeting tips for saving money and improving your next meeting, searchable by keyword. You’ll never lose this list and you can even win a $50 American Express gift card by submitting your own tip if it gains the most votes from other meeting professionals during the next month.
• Green meeting resources include links to industry organizations focused on green meetings, such as the ASAE Convene Green Alliance, plus many articles and white papers.
• Best practices in the meetings industry, including those created by the Convention Industry Council Accepted Practices Exchange (APEX) and other groups are all listed.
• Dates and locations for future meeting industry conferences are listed in the “Save the Date” section.
• For global meetings, up-to-the-minute currency exchange rates, conversion tables, international telephone country codes, time zone maps, value-added tax information, and weather forecasts are all available from one webpage.
• Past issues of the ConventionPlanit.com e-Alert, including the headline for each issue, can be easily searched and accessed.
Many of these are listed under the “Planning Resources” tab on the ConventionPlanit.com home page. Look for the “Meeting Tools” and “Planning Resources” dropdowns from this tab and you can see most of the resources.
It is no secret that planning an international meeting creates unique challenges – between language barriers and time zone changes, it can be difficult to communicate with a vendor, and don’t even get us started on dealing with that pesky VAT!
We’ve compiled a list of our best advice to help your next international meeting a breeze:
1. Finding Vendors can be difficult if you are heading abroad, but you can keep things simple by following many of the same practices as a state-based meeting.
a. Start with who you know, and do ask for recommendations from colleagues and other suppliers.
b. Work with the destination’s National Tourism Organization – specifically their satellite office or Representation Firm within the U.S. This will eliminate language barriers and time zone differences, which can often restrict phone conversations.
c. Consult with Destination Management Companies who can be your “eyes, ears and boots on the ground” in unfamiliar territory. Services provided (but not limited to) are fulltime support for all aspects of meeting and conference planning – including personal assistance with your destination selection, accommodations, inquiries, sourcing of support information and itinerary planning.
d. Get references (and check them) for vendors you are unfamiliar with. A reputable company will be eager to share these reviews with you.
e. Begin your destination research with ConventionPlanit.com’s wide selection of international destinations (and check out the feature on two of them in today’s newsletter).
2. Understand the Value Added Tax policy (VAT) for the country you are visiting, which varies. VAT is the international version of sales tax in the U.S. and may also be referred to as the IVA or GST, depending on the country.
a. Reference this VAT chart to determine the percentage owed and if it can be reclaimed.
b. Confirm the VAT with the DMC or bureau you are working with – some countries exempt or reduce the cost for meetings.
c. Work with a VAT Reclaim Company to handle reimbursements on expenses such as hotel rooms, food and beverage, venue rental, car hire, A/V services, and certain entertainment, all of which may qualify, depending upon the destination. Reclaim companies are experts at handling this confusing and complicated process.
3. Mastering Conversions no longer requires complicated mathematical equations, thanks to a little help from technology. Take advantage of these various websites and Smart Phone applications for some of the most common conversions:
a. Language Translation
i. Ideally, you or someone on your event staff will be fluent in the language you are visiting.
ii. Establish a language for written and verbal communication early on with the NTO or DMC. You will find that English is the language most commonly used for Contracts.
iii. If needed, Google offers this easy translation program.
b. Currency Exchange
i. Our personal favorite website for currency exchange is x-rates.com. It is incredibly easy to plug information into, and the website even provides current exchange trends.
ii. Smart phone apps for currency exchange are helpful for on-the-go, like XE Currency. Make sure the app can function offline, as you may accrue roaming fees for connecting in another country.
c. Time Zones
i. The World Clock Meeting Planner tool from TimeandDate.com allows users to enter multiple cities to arrange a convenient meeting time. The website also offers a time zone converter (what time is it in Paris if it is 2:30 PM in New York) and an application for your Smart Phone, which can be downloaded here.
ii. World Time Zone Map shows a color-coded map of the world with the current time of day conveniently listed.
d. Metric Conversions
i. Use a website like EscapeArtist.com to ensure the venue can accommodate the amount of space (in square feet!) you require for your meeting.
ii. Google allows users to convert metrics straight from their homepage by entering ‘convert x square feet into meters’.
4. Crisis Prevention is important for any meeting, and the same checklists still apply – with a few additions.
a. Stay abreast of current travel warnings issued by the U.S. Department of State when selecting a destination and again before departing for your meeting.
b. Register with the U.S. State Department. It allows you to record your trip information so the government can help you and your family in case of an emergency.
c. Ensure all attendees are aware of passport, visa and medical requirements for the destination.
d. Consult our detailed list of international travel safety tips for more ways to keep you and your attendees’ safe while in a foreign country.
5. For more in depth information on all things international, head to the Global Meetings section of ConventionPlanit.com!
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!
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.
Frustrated by slow response time to your meeting RFPs? Wish you didn’t have to keep calling to find out whether a property is going to respond?
It’s not that hotels don’t want your business – they do! They want to make sure they respond quickly to potential buyers, but they are often inundated with incomplete RFPs that need to be qualified, or RFPs get buried in their systems.
Meeting professionals can help themselves by following these 10 tips to increase RFP response time:
1. Do some homework and narrow your search to a short list of qualified properties.
2. Include a reasonable range of preferred dates and be clear about which dates are the first, second, or third choices.
3. Provide complete information about the number of rooms, number of attendees, overall meeting requirements, etc.
4. Send a verified room block history so the property can see a strong track record for the meeting.
5. Create a deadline for the response and a realistic time frame for the decision.
6. RFPs are taken more seriously if you avoid looking as if you’re fishing around for rates.
7. Provide rate thresholds for rooms and information on how the rooms will be fulfilled and paid.
8. Indicate how the decision will be made, including the steps properties can anticipate in the process.
9. Call the hotel sales department to ask about the status. Properties interested in landing business should have procedures in place to respond quickly to phone requests, especially if a planner is following up on a previous communication.
10. Consider using an online search directory to distribute the RFP and ensure that properties respond. ConventionPlanit.com offers an RFP Valet® service and guarantees that properties will respond within 24 hours to say whether they will send a proposal and when the proposal can be expected.
ConventionPlanit.com Principals and Co-Founders Katherine Markham, CHME, and David Markham also authored a column on this issue entitled “RFP Response Malfunction” that appears on MeetingsNet at http://meetingsnet.com/technology/hotels-respond-request-0810/. The column also appears in the August 2010 issue of Association Meetings, to be available onsite at the ASAE Annual Meeting in Los Angeles, California, August 21-24, 2010.
ConventionPlanit.com will also be available at the ASAE Annual Meeting in Booth #941 to provide more information and answer questions about the RFP Valet® service and other RFP distribution options.
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.
Seven years ago, ConventionPlanit.com was formed, with the hopes of making the lives of meeting planners easier. An Advisory Council of respected meeting planners from a variety of fields was formed to help make this possible.
Now, the Council is going strong, and their input is valued more than ever!
Yesterday, the Washington Hilton hosted a meeting and reception for our Advisory Council, in the brand new Heights Executive Meeting Center. (The hotel is undergoing a $140 million dollar renovation – more on this plus photos to come). The Council members came ready to work!
They were full of suggestions and ways to improve ConventionPlanit.com, and spoke candidly about some of the industry issues affecting them.
The Council provided group input during a tour of the website’s features, and offered insight on specific areas of the website in break out sessions.
Look for some improvements to pop up on ConventionPlanit.com in the near future, as we work to implement some of the Council’s fantastic ideas!
Some of the CP Staff & Advisory Council Members
Courtesy of Larry Glatt Photography
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.
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?
-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
For a meeting planner, researching and booking a meeting is more complicated than selecting the number of rooms and date availability. The planning process is involved, tedious, and often frustrating.
With the rise of hotel and venue directories geared specifically for meeting planners, the process, no doubt has the potential to become far easier…if you can choose a website to use, that is.
The choices can be overwhelming, and many search directories are even adding hidden fees into costs for the planners, or requiring hotels to pay fees for each RFP they receive.
For a planner looking for an honest and free website to research and plan their meetings, check out ConventionPlanit.com.
What sets it apart? The RFP Assistance Service. Planners submit meeting specs, and ConventionPlanit.com’s team of experts research properties that meet the criteria – and send out the RFP to properties approved by the planner.
The properties respond directly to the planner, and ConventionPlanit.com steps in only if the planner asks for help receiving responses. The decision-making process remains entirely in the planner’s hands…and the service is entirely free.
Now, planners can even receive a $50 American Express-branded Reward card for using the service!
To get started, email your meeting specs to info@conventionplanit.com.
If you’ve ever scrambled to find things in the rush of day-to-day business, you’ll appreciate the many ways ConventionPlanit.com can keep you organized and ensure that what you need is literally a click or two away on the web.
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