Sep 01
Ashley ChalmersTips for Meeting Planners green meetings, meeting planning services, overseas meetings
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.
Jun 28
maureen-pickellTrade Shows aibtm, Event Industry Networking, imex, overseas meetings, upcoming meetings industry events
Well, this time your intrepid ConventionPlanit.com blogger didn’t need a passport to travel cross country to attend the festivities in Baltimore for “ America’s Meeting Week.”
First stop was the CIC Hall of Leaders Gala held 6/21 at the Hilton Baltimore. Four inductees representing the industry’s brightest talent were honored at a reception and dinner – among them Fay Beauchine, President of Business Loyalty (a.k.a. Incentives) at Carlson Marketing Group and Cliff Wallace, Managing Director of the Hong Kong Convention & Exhibition Centre. The common thread in their acceptance speeches was an acknowledgement of the passion and commitment that has kept them intrigued and challenged over the years. And that’s what we “lesser talents” call a normal day at the office!
The SITE table with Hall of Leaders inductee Fay Beauchine (4th from left front row) at the CIC Gala
Second on the agenda, on 6/22, was the opening day of the AIBTM exhibition. ConventionPlanit.com supplier members Switzerland Convention & Incentive Bureau, Kuala Lumpur Convention Centre, DMC Network, American and Delta Airlines and World Marketing Group greeted planners who were participating in set appointments. Stephanie Kreps of the CP.com team gave site demos to new planners at our booth.
AIBTM will be followed by IMEX America this coming October – so there will be more opportunities for North American meeting professionals to be educated in planning meetings and incentives abroad. Can’t attend? Come to www.conventionplanit.com to find information and sales contacts for unfamiliar, international destinations and service providers!
May 31
maureen-pickellTrade Shows imex, meeting industry, overseas meetings
Being in Frankfurt last week was a whirlwind experience! Here is a recap of our time over there, in addition to some wrap up thoughts.
The ConventionPlanit.com Hosted Buyer Group survived their appointments and were rewarded with a lovely evening of excellent food and entertainment that only the Swiss can provide. CP.com supplier member, the Switzerland Convention & Incentive Bureau, hosted an event that challenged the group to join teams to compete in the areas of shooting, golf and building a cow (only the Swiss would consider this a competitive sport!) Two of the group were on the winning team – but everyone actually won by the end of the evening having been treated to that special brand of Swiss Hospitality!
The work and the fun continue – another IMEX day began with a delightful breakfast and presentation sponsored by CP.com “new” supplier member – ACC Liverpool. The “Ladies of Liverpool” headed up by Kerrin MacPhie had the group totally focused on the destination as a result of a thorough and entertaining presentation. Evidently, along with being the home of the Beatles, Liverpool is also a great place to hold an event. The arena and conference center announced plans to add a new exhibition and events complex – scheduled to be completed by 2014. London now has some competition!!
Your world traveler blogger Maureen Pickell with ConventionPlanit.com Member Extraordinaire Jane E. Schuldt, CITE, of the Wolrd Marketing Group
As IMEX 2011 closed on a “high”, your traveling Director of Global Accounts and the ConventionPlanit.com hosted buyers collectively managed to avoid “data overload” and instead left Frankfurt excited about all the new information they are taking back to their offices. The exhibition has shown the meetings industry poised to experience an upturn as confidence gradually returns to the sector.
Some highlights we can we can pass along:
- Association Day during IMEX hit a record attendance with more than 320 association executives enjoying the tailored educational and networking program.
- Messe Frankfurt is renowned for its warm welcome to IMEX, exhibitors and buyers alike. The city has a history as a trade fair destination going back over 800 years.
- The Slovenian Convention Bureau has revealed details of their current socially responsible campaign “BeBee.” Through adopting bee colonies as an effort to preserve the meeting and incentive destination of Slovenia, future generations of meeting planners will be able to hold their meetings in an honestly green destination.
When you think you’ve planned the most unique special events:
- Finland offers cool activities in the form of the Icebreaker Sampo – the only passenger icebreaker in the world. It offers your attendees a chance to try something remarkably different. You can even have a swim in the middle of a vast ice field – in a special thermally-insulated suit, of course. You can also enjoy a drink on the rocks-literally – after cracking and breaking through ice more than a meter thick.
- On the island of Tenerife, a renovated banana plantation factory has been operating events for 600 people. Plans are being developed to offer multi-meeting sessions spread across the working banana plantation. Talk about “going bananas!”
Final image of the exhibition – which saw close to 9,000 attendees – was that of Ray Bloom, the show organizer standing in the departure hall personally saying good-bye and thank you to the last exhibitors to leave the show.
I asked him if he would be turning out the lights as well, and he said yes, for the time being. They will go back on this coming October when IMEX America opens in Las Vegas!
May 23
maureen-pickellTrade Shows Event Industry Networking, imex, overseas meetings
What global meetings industry event is in its 9th year in Frankfurt, Germany and can give planners access to information on Mongolia, Montenegro and Latvia along with London, Paris and Rome – all in the same place?
Well, if you guessed IMEX 2011, you are correct! Your ConvnteionPlanit.com intrepid traveler, Maureen Pickell, arrived in Frankfurt, with 11 Hosted Buyers to attend the this exciting exhibition.
Thousands of exhibitors from across the globe will be attending along with a large enough number of corporate and association planners to keep them all busy from May 24-27. This should prove once and for all that the meetings, events and incentive travel industry as a whole is healthy and showing excellent signs of innovation and growth!
With over 90 educational seminars and events to choose from, planners will also be given “the opportunity to see in new directions.” New campfires on the show floor will offer informal, fast-track learning – just turn up and tune in!
Our attendees will also be busy with their group and individual exhibitor appointments – and a few ConventionPlanit.com supplier member sponsored events.
More to come…
Apr 01
Ashley ChalmersTips for Meeting Planners meeting planning services, overseas meetings, technology
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!
Oct 08
Ashley ChalmersTips air travel, overseas meetings
What is the best way to keep you (and your attendees) safe if you are holding an upcoming meeting in Europe? With the terror alerts announced earlier this week for Americans traveling to European countries, many of your attendees may have reservations about traveling.
Here is some information to help keep everyone thinking rationally and staying safe:
- Industry experts are not fazed by the alert. Steve Lott, a spokesman for the International Air Transport Association, told MSNBC that this threat is no different than the hightened alert airlines have been operating under for the past ten years.
- Stay vigilant and keep your eyes open: pay closer attention to public areas that do not have a large amount of formal security.
- Beware of unattended packages and loud noises: and move away quickly if anything unusual begins to occur.
- The New York Times points out that “the vagueness of the alert accurately reflected analysts’ uncertainty about the imminence of an attack and the target of any plot.”
- Allow yourself extra time to travel through airport security. Authorities will be taking extra precautions.
What do you think of the threat? Will you change your travel plans? What precautions will you take? Let us know and we’ll add them to this list!
Jul 22
Ashley ChalmersTips for Meeting Planners, Trade Shows advisory council, imex, meeting ideas, overseas meetings
If you were unable to travel to Frankfurt in May for IMEX, it’s not too late to beef up your industry knowledge!
Show organizers have made 53 presentations available for free download on the IMEX website, including all of the German language seminars (organized by the German Convention Bureau).
Several presentations are available via webcast, including:
A Clear Pond Has No Fish – Is Transparency the Enemy of Profit: Roslyn McLeod, Managing Director, arinex pty ltd and Philippe Fournier Vice President of IAPCO and Managing Director of MCI, Paris
The Impact and Implications of the Iceland Volcano Eruption: Martin Sirk CEO of ICCA
Emerging Destinations – How to establish and build a CVB: DMAI
Develop Your Personal Branding: Mary Power, Executive Director of the Human Resource Certification Institute (and a ConventionPlanit.com Advisory Council Member!)
Convention 2020 – The Future of Meetings, Venues and Destinations: Rohit Talwar, CEO of Fast Future Research
Getting Competitive Advantages from Culture in the Meetings Market: Michael Gates, Managing Director of Richard Lewis Communications
Be sure to check these out – before you know it, IMEX 2011 will be here!
Jun 07
Ashley ChalmersTrade Shows Event Industry Networking, overseas meetings, Tips for Meeting Planners, Trade Shows, upcoming meetings industry events
ConventionPlanit.com saleswoman extraordinare Julie Roberts has returned home to Florida after a whirlwind month of travel and sales calls, including attending the Mexico Showcase & Travel Expo. She has shared the below show recap with us:
If you have not had the opportunity to attend this terrific event in the past, do plan to do so for the future. Organized by the Cancun Convention & Visitors Bureau, Mexico Tourism Board and Global Incentive Management Mexico – DMC, the 3 day schedule offers a terrific opportunity to experience Mexico, research venues and evaluate services while reviewing your program details on a one-on-one basis with knowledgeable hospitality professionals.
There was plenty to digest this year, and we’re talking about more than just the wonderful cuisine. A warm welcome greeted guests at every turn. Professionals representing hotels, audio-visual/technology companies, decorators, restaurants, caterers, off-site venues, transportation, eco-tourism, were on hand to enthusiastically share the enjoyment and fun while providing their “know how” for every aspect of hosting a group, special event or congress. Charlie Moore, with Faith Christian Fellowship, has attended Showcase every year and uses it to evaluate and gather new ideas for his clients. He has run 3 successful programs in Cancun and finds “the event does what it says: it ‘showcases’ the tremendous variety available for events and really cements my relationship with hoteliers.”
The tradeshow is organized with an efficient appointment schedule. With the show being in Cancun, the destination was well represented, as were other zones of Mexico, the Caribbean and Central America. Everyone got down to the business of doing business in the atmosphere created by the Cancun Convention Center staff and decorator.
You need never be concerned with the delivery of service for detailed programs. Omega World Travel’s Alonzo Duncan commented, “Mexico Showcase has opened my eyes to some wonderful meeting alternatives in Cancun for my clients. The tradeshow networking appointments were very worthwhile, allowing us planners to focus our attention on specific products, maximizing the time available during the exhibition. I would definitely attend again.”
These folks are at the top of their game.
The Q & A game (Oh, the fun of “were you paying attention!”) at Saturday’s luncheon only added to the program touting Re-Evaluate, Re-Invent, Re-Investment and Re-Silient for updating planners, agents and brokers on the MICE business climate of Mexico today. Mexico is experiencing media sensationalism, just as any number of global destinations. Adding the economic climate and other challenges from the past few years, representatives did not shy away from acknowledging tough issues and then demonstrated how your price-points will get great value with flexible or no attrition clauses, expanded emergency management, additional airline service and competitive rates. Some surcharges are even disappearing! The luncheon panel gave an excellent “walk through” of master account management in regards to the VAT tax refund as well.
Another program presentation covered the ease with which larger groups can bring in exhibits, materials etc. through customs by working with local freight carriers at a most reasonable cost. The National Onion Association’s Wayne Mininger commented that he has done programs on both the Caribbean and Pacific sides of Mexico and what he finds most impressive is the “service, service, service” with a “can do” attitude of everyone involved (including the story of a gardener building an easel for him!) “The most extraordinary things are done just to make sure things work and run smoothly by this industry in Mexico,” says Mininger.
In planning for the future, Andy Ortiz with Global Incentive Management reflects on how 9 years ago a small ‘Showcase’ was organized solely for Cancun. Now, all of Mexico provides support.
“The wonderful participation and support of Mexico Showcase comes from a group of professionals who understand what this business is about and they want people to know we can deliver. They know having professional planners and organizers coming to actually experience our service, is what has produced the twenty million in revenue directly attributable to this show for our country,” Ortiz said.
Yes, Mexico is fun and always will be, given the warmth of its citizens, but know that the country plays on a global stage when it comes to group business, whether it’s a wedding party or an international congress.
You can learn for yourself at next year’s 10th Anniversary, April 28 – May 2, 2011!
Jun 02
maureen-pickellTrade Shows imex, meeting industry, overseas meetings, upcoming meetings industry events
Greetings from the U.S.A.!
IMEX 2010 came to a close at Messe Frankfurt on Thursday, May 27 and the intrepid ConventionPlanit.com Hosted Buyer Group enjoyed a busy last day.
We had presentations by the Mexico Tourism Board and the Dubai Convention Bureau and enjoyed learning about “what’s new” in the MICE arena for each country.
The award-winning show once again set new records for hosted buyer numbers and countries represented. A record number of well over 3,800 hosted buyers from more than 60 markets attended this year’s show, among a visitor total of nearly 9,000!
The mood amongst buyers and exhibitors was also positive and optimistic, with many reporting increases in levels of business and appointment numbers.
Individual and group appointments rose by 14% this year, which represents a total of 57,000 business appointments made between buyers and exhibitors before and during the show.
“The past couple of years have challenged our industry on many fronts, not least economically, but I am delighted that both buyers and exhibitors have voted with their feet and turned up in greater numbers than ever to do business at IMEX this year,” said Ray Bloom, IMEX Group Chairman.
Padraic Gilligan, Managing Director of Ovation Global DMC, described the most recent turmoil quite succinctly when he stated,
“This year I have learned how resilient we are and everyone has learned to expect the unexpected. Just when “green shoots” were beginning to appear for the European meetings industry, they were covered by the thick veil of grey volcanic ash. Next year I predict we’ll have a plague of locusts but we’ll deal with that too.”
This traveler is ready to look ahead for IMEX America in Las Vegas this fall, and IMEX 2011, of course!
Jun 02
maureen-pickellNews, Trade Shows imex, meeting education, meeting experiences, meeting industry, overseas meetings
I have successfully returned from Frankfurt, but before jetting off to my next destination, I had to share some experiences from the remainder of IMEX from last week!
The Berlin Convention Bureau hosted the ConventionPlanit.com group with a breakfast and presentation. Fresh from being named the 4th most popular association meeting destination by ICCA, Heike Mahmoud took us on a slide and video tour of this exciting city. And the breakfast buffet stoked the group for a day of appointments! Vielin Dank to Berlin!!
The IMEX Daily newspaper featured an article entitled “Response time guarantee ends planners call backs” highlighting the ConventionPlanit.com 24 Hour Guarantee for RFP’s submitted to Caribbean and North American properties. And IMEX attendees actually read this Show Daily!
The first day on the trade show floor started off with the Ovation Global team giving the ConventionPlanit.com group a geography lesson based on the locations of their DMC portfolio members, and it ended with a clever game of Concentration in which the Switzerland Convention Bureau challenging our group members with matching tiles highlighting Swiss venues and events. In between we were educated by Malaysia and feted by Singapore – Singapore Slings being their traditional way to end a hectic day!
Speaking of which, Atout France (French Government Tourist Office) helped to revive our intrepid planners with their famous wine, cheese, pate and some German beer thrown in for good measure at their annual first night event. A sudden shower refused to dampen spirits at the outdoor gathering and all the French partners are to be commended for spreading around their special brand of joie de vivre!
IMEX Wrap-Up to come…
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