How do you get 240 meeting planners and suppliers to take time out of busy schedules to attend a luncheon event? Combine the Rocky Mountain Chapters of both MPI and PCMA in Denver to listen to Bruce McMillan and Deborah Sexton discuss the state of the industry and how it affects their membership.
It was hard to be optimistic on a day when the Stock Market plummeted 390 points before lunch – but the panel did their best!
Here are some of the highlights:
Hybrid Meetings – will drive attendance, broaden the brand and encourage global connections.
Advocacy for the Meetings Industry – Value of Face to Face meetings is still not clear, so everyone needs to become a “lobbyist” for the cause.
Technology – replacing old models. Planners need to understand how technology will help take job performance to the next level (i.e. using online search engines as RFP portals)
Staffing Concerns – we all need some time to turn off and avoid burn-out. The increasing pace of the job requires keeping company talent from being overworked.
Publishing – Is print advertising working? Many suppliers are opting for fewer print ads because it is difficult to measure ROI. Digital ads take a lot of guesswork out of the advertising equation.
A la Carte Options for Membership – both MPI and PCMA see the traditional model changing to offer individual options that are relevant to the specific interests of their member demographic.
Design your own Annual Meetings – no longer a fully programmed event; future annual conferences for PCMA/MPI will be developed around interactive participation where the attendees design the content.
Miscellaneous facts cited by the panel:
The Chinese can build a 2.5 million square foot conference center in less than a year and a 15 story hotel in 6 days. We can’t get a Washington D.C. Metro (subway) line repaired in 9 months. The message here – Just get out and do it! There are too many obstacles in the U.S. to getting the job (any job) done.
Extent of the growth of mobile technology: there are more cell phones in the U.S. than toothbrushes. (This could explain people choosing to phone or text rather than meet face-to-face – or breath to breath!)
What are some industry trends you have noticed? Where do you expect the industry to head in 2012?
We first heard about it after a member of the ConventionPlanit.com Meeting Professionals Advisory Council told us that it was one of the hot things for 2011.
It does have a cool name…and it’s free… so we thought we’d give you the lowdown.
But first, we want to clue you in on what a Prezi is NOT:
It’s not what you call your boss or the head of your association who carries the title of “President.”
It’s not a new device like an iPad or a Droid – although you can view a Prezi on a device like that.
It’s not a phrase you utter in anger when something bad happens at your meeting.
Now that we’ve cleared that up, here’s the deal: A Prezi allows you to “create astonishing presentations live and on the web,” according to www.prezi.com. The website also talked about “stunning” presentations, so it got our attention.
Basically, it frees up your creative mind when you’re building a presentation, because it allows more flexibility than traditional PowerPoint presentations, and even has zoom-in and zoom-out features to examine details or view the big picture.
There’s a creative presentation online called “How to create a great Prezi” that offers a quick look at the possibilities. So we encourage you to check it out.
Like anything else in life, a basic version of the Prezi software is free, and it costs money to upgrade the capabilities. But the upgrade cost is reasonable. We’re not even getting a commission for telling you all this.
Have you created or viewed a Prezi? What did you think?
Remember how we asked you to submit your predictions for the future of the meetings industry? Many of you did, and boy are you a creative and forward looking bunch!
View the top 5 predictions for the future of the meetings industry, and then vote for your favorite predictions! Be sure to ask your colleagues to do the same!
What do you think about the predictions? Which do you think will happen in the future?
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!
Want the inside scoop on how our music video came to be? You’re in the right place!
ConventionPlanit.com Co-Founder and Principal Katherine Markham, CHME is the mastermind behind the concept and idea of the video.
She was inspired when she learned about a talented singing group called Buffalo Stance, who are based in her hometown of New York City.
The totally awesome Buffalo Stance
The group is named after the “Buffalo Stance” song from the 1980s…and appropriately, the all female vocal group sings a lot of 80s music!
“We thought it would be fun to rewrite the lyrics to a popular song and sing it in the video,” Markham said. “We chose ‘Flashdance,’ which has a strong, dramatic style that really captured the excitement we wanted to convey.”
She then got to work writing the script for the video and lining up the production team.
Markham asked meetings industry veteran Roman Holton, who runs a video and filmmaking company called Ascension Media, to shoot and produce the video.
“When she called with the idea I said, ‘It may not be as easy as you think,’” Holton recalled. “But she persevered, so we got the crew together that would do the job for her.”
Some familiar faces from the meetings industry were sprinkled into the video. Can you spot them?
Bob Gilbert, President & CEO of the Hospitality Sales & Marketing Association International (HSMAI), offered the association’s offices to shoot the video. Gilbert also appears in several scenes in the video.
Windy Christner, CMP, Senior Director, Meetings & Expositions for the American Pharmacists Association, played the role of a “new age” fortuneteller
Association Vision President Al Rickard, CAE, played the office receptionist
Association professional Sallie Hyman appeared as an office visitor and as an office employee
“The whole video conveyed the idea of how much easier it is today for meeting planners than it was 25 years ago, thanks to technology such as ConventionPlanit.com,” Markham explained.
Have you been involved in a video production? What was your favorite part?
The predictions will be put to the vote by your peers, and the grand prize winner will receive a trip for two to Cancun, courtesy of the JW Marriott Cancun and Continental Airlines!
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!
One of the most enlightening breakout sessions during the PCMA Convening Leaders 2011 Conference in January was presented by a panel of global hospitality and events students.
Developed and presented by this year’s PCMA Education Foundation Student Planner of the Year, Jascha Bergmann (a second year events management student at Queen Margaret University, Edinburgh), the program introduced the professional planners and suppliers of tomorrow as they discussed where our industry is headed and how they plan to contribute to its future success.
The students shared some of the beliefs and values that will inevitably shape our industry as they enter the profession:
Due to a distrust of marketers, Gen Ywill not respond to traditional advertising methods, but will go online when they want to conduct business.
Face-to-face meetings are more memorable. Gen Y will interact with attendees; they believe out of sight, out of mind.
Technology will enhance the face-to-face experience by supporting pre and post-event collaboration.
Online education will be used to extend the life of the meeting – not replace it.
Gen Y will be “totally” tuned in to corporate responsibility and sustainability when it comes to planning/attending an event. This is non-negotiable!
The panel was also queried on what kind of event would attract their attention and what factors would impact their decision to attend. Issues discussed were:
What’s in it for me? Who am I going to meet?
Relevance of social activities connected to the event
Security
With regard to my profession, which meeting will give me the best ROI in terms of education and networking opportunities?
Will it be fun and affordable?
For current meeting professionals looking to hire the Gen Y graduates, here is what willmotivate and inspire them as they take their first job:
Appreciation of a workplace where they will be part of a family
Ability to obtain a high level of job satisfaction
Opportunity to work their way up through the organization to reach career goals
Prospect of acquiring work experience by doing different jobs
Oh, and be careful if you are sitting next to a Gen Y attendee during a presentation and are tempted to check your e-mails or text messages.
According to the student panel, personal communication devices should not be used during a meeting as they are considered to be a distraction…unless you are taking notes on the program!
Do you agree or disagree with these views, and how so? Share your comments below!
Greetings from Las Vegas where the PCMA co-location with Virtual Edge Summit began yesterday.
The Joint Plenary was moderated by Michael Doyle of Virtual Edge Institute and discussed how “Virtual and Hybrid Meetings Deliver More Value.”
Rather than jeopardize the integrity of face to face events, it’s been proven that these new concepts enhance them.
Panelist Kara Wilson, VP of Marketing for Unified Communications, Cisco, shared a story about being pulled over while connected to a video conference call (via the laptop in her passenger seat). These new technological concepts really are changing our lives!
This tract will continue today and will cover topics such as virtual technologies, digital events, social media and 3D immersive worlds.
Speaking of new initiatives, one of the most popular ways attendees have been starting their morning has been by visiting the “Learning Lounge”.
This concept is an industry first and provides a unique method of experiencing face-to-face and online education with networking.
Along with the Continental Breakfast stations, there was a “big buffet” of 20 to 30 learning options including peer-to-peer discussions, 6 theaters offering continuous 15-minute TED style presentations, the Social Media Expert Bar, the Supplier Showdown and the PCMA365 Livestreaming Studio. This combination of Bagels and “bite-sized” educational content gets the metabolism started while nourishing the mind!
The PCMA 2012 Kick Off Luncheon was sponsored by ConventionPlanit.com member, the San Diego Convention & Visitors Bureau along with the San Diego Convention Center Corporation.
This marked the official end of PCMA 2011 Convening Leaders while the Virtual Edge Summit continues through today.
ConventionPlanit.com’s Maureen Pickell – blogging from her home State for a change!
We’ve all heard the popular cliché “thinking outside the box” – but Bruce MacMillan, President and CEO of MPI has come up with a new one – “thinking outside the room.”
This was the topic of his talk at the Rocky Mountain MPT Chapter meeting Tuesday in Littleton, CO. (BTW – did you know that the Rocky MT. was the very first MPI chapter? That mountain air inspires creativity!)
Thinking past a room full of meeting attendees is the next shift in professional perspective for the global meetings industry. Embracing technology will move our business from Hospitality to Performance…and the greatest opportunity for attendance growth is engaging the virtual audience.
To prove his point about the importance of portable communication devices – there were no instructions to “turn off your phones.” And wouldn’t you know…no phones rang during his talk.
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