Dec 11
Damion RutherfordTips for Meeting Planners, Trade Shows MACE, meeting ideas, meeting industry, MPI, Tips for Meeting Planners
Yesterday I attended the Potomac Chapter of Meeting Professionals International’s (PMPI) Mid-Atlantic Conference & Exposition (MACE!2009). Instead of a traditional trade show, the event organizers introduced a ‘flipped marketplace’.
The flipped marketplace gave each planner and supplier the opportunity to schedule up to 10 one on one 15 minute-long appointments – with the planners seated at booths and the suppliers moving throughout the room.
Like many attendees, I was skeptical of the marketplace before experiencing it, but found it to be an absolutely brilliant concept.
Why PMPI’s Flipped Marketplace worked:
1. Mutual Interest - suppliers requested appointments with planners (suppliers had access to organization names, planner’s role in the decision making process, location of meetings, budget, average peak room night, and next available planning year…but NOT the planner’s name). The planners could approve or decline the appointment request via email, or propose a new meeting time. Giving both planners and suppliers the ability to choose to meet with one another gave value and meaning to the conversations before they actually even occurred.
example: When I arrived for the morning introduction session, I took my cup of coffee and introduced myself to the colleague seated next to me at the table. The planner turned out to be one of my appointments for the marketplace! This realization that we had selected one another for the appointment gave us a connection for the rest of the day when our paths crossed.
2. Length of Meeting Time - With a solid 15 minutes to converse, planners and suppliers were able to build solid connections and relationships with one another. This was a refreshing change from the traditional exhibit hall, in which booths often become crowded, making it difficult to have an in-depth conversation. The halls, in general, are constantly in a flow of motion; it is rare for a planner to spend 15 minutes of their time in the hall at one booth…and who can blame them. The 15 minute appointments allowed both planner and supplier to walk away with knowledge and understanding of one another that will not be forgotten as easily as tossing a business card into a drawing for a give-away while walking past a booth.
3. Supplier Cost - While suppliers did pay to participate in the Flipped Marketplace, the cost compared to that of booth space, decorations, furniture, internet, electric, carpet, popcorn machine, etc. was very reasonable; especially when the quality of interactions with attendees and ROI is factored in.
4. Scheduling - The time period for the marketplace did not coincide with any educational sessions. This allowed for the largest possible number of participants at the marketplace, and eliminated the possibility of distraction.
5. Spotme Devices -Spotme, a networking and data gathering handheld device company, provided every show attendee with a device for the day. These devices are far more valuable than electronic scanners. Spotme electronically transfers business cards by touching the devices to one another – no paper involved. Attendee’s appointment schedules were preloaded onto the devices, as well as a photo. The search component allowed users to search for individuals by company or name, and see the person’s photo. Setting the scan feature for an individual causes the device to vibrate when the individual enters the room. This is extremely helpful in a large conference area. Electronic surveys for sessions appeared on the devices at the end of each session. Maps of the Flipped Marketplace as well as the corridor of the conference center were also loaded onto the devices. The devices, overall, contributed to the ease and flow of the day.
For its first year, I believe the Flipped Marketplace at MACE was a huge success among both planners and suppliers. There are a few kinks that will most likely be ironed out for 2010, and the show organizers were very eager to hear feedback.
Kudos to PMPI for successfully implementing the Flipped Marketplace. The meetings industry should be experimenting and constantly pushing forth new ideas; I believe this concept has done just that!
Aug 04
Ashley SpitzerContests, Tips for Meeting Planners attendee interaction, economy, meeting ideas, meeting planner feedback, Tips for Meeting Planners
A smart way to save on your meeting costs is by cutting back on the breaks.
We worked with a hotel to provide vouchers for breaks instead of serving an expensive break time. Each participant was given vouchers to go to the snack shop located in the hotel lobby.
Each voucher was worth $3. For each item the participant chose, they turned in a voucher. The vouchers were then counted and charged to the master account. This wound up costing considerably less than paying for breaks. Hope this tip helps you in your planning!
…this idea comes from Kathy Craig, Administrative Assistant with Ecumenical Stewardship Center in Indianapolis, Indiana, who just won our July Stellar Tip Contest.
If you have a meeting tip to share, enter the August contest to win a $100 prize!
Apr 27
Ashley SpitzerPlaces to Stay, Tips for Meeting Planners air travel, economy, Fairfax, meeting ideas, Tips for Meeting Planners
Fairfax, Virginia has made planning an affordable meeting so easy that you don’t even have to try.
Fairfax is between Dulles International (IAD) and Reagan National (DCA) airports, so attendees can comparison shop for the cheapest fares.
There’s plenty to do – one-of-a-kind special event venues are within short driving distance, such as Mt. Vernon, the Barns at Wolf Trap and the Tyson’s Corner Shopping Center, not to mention the majestic sights of nearby Washington, DC.
Visit Fairfax has worked out amazing deals with 20 area hotels to lower costs even further with bonuses like:
-complimentary continental breakfasts
-free guest rooms
-discounted audio-visual
-percentage off your master account
Fairfax is a great alternative for your next meeting. Be sure to check it out!
Apr 14
Ashley SpitzerMember News, Tips for Meeting Planners meeting education, meeting industry, Tips for Meeting Planners, travel tips
The latest edition of our e-newsletter went out today -
You can sign up to receive your copy here…
…or catch up on your meeting news through the archive on ConventionPlanit.com.
The e-Alert is published every other week, and is a great source of meeting information, happenings and tips!
Apr 07
Ashley SpitzerMisc Tidbits, News, Tips, Tips for Meeting Planners economy, imex, meeting education, meeting industry, Tips for Meeting Planners
• Are we seeing the green shoots of recovery?
• Where will growth develop?
• Which market segments will be most resilient?
• When will activity pick up?
If you want the answers to these questions, register for IMEX’s free webinar:
Wednesday, April 22, 12:00 PM EST
At the recent G20 Summit in London, world leaders claimed that the global economy would soon start to see the ‘green shoots of recovery’.
But where will these shoots bud in the meetings industry and where is growth most likely to develop?
Leading corporate meetings experts – Christine Duffy, President & CEO of Maritz Travel; Luca Favetta , Director Global Events EMEA & Asia Pacific for SAP, Andrew Latta, Head of Corporate Events – Aviva, and David Kliman, President of The Kliman Group will explore the issues driving the debate.
This hour-long webinar will look beyond the immediate crisis and negative PR stories to focus on where growth is going to come from, how companies are revising their live events strategies, which market segments are likely to be most resilient, and when activity is likely to start showing significant increases.
Mar 27
Ashley SpitzerMisc Tidbits, News, Trade Shows economy, hsmai affordable meeting, meeting ideas, meeting industry, Tips for Meeting Planners
With so much news surrounding the meetings industry lately, how are we supposed to keep up?
Here are a few highlights for you to stay in the loop –
1. HSMAI’s Affordable Meetings Mid-America show is next week…April 1-2 in Chicago. It’s not to late to register!
2. Sign the Petition to Keep Meeting…if you haven’t done this yet, it only takes a moment. Be sure to pass the link along to friends and family; do your part to help the industry!
3. There is a fantastic volunteer event in the DC area for hoteliers. Spread the word, register to help, or donate to the cause.
Mar 26
Ashley SpitzerMember News, Places to Stay, RFP, Tips for Meeting Planners economy, hotel reviews, Tips for Meeting Planners
If you’re one of the lucky still planning a meeting, there are deals ‘a plenty!
An Associated Press article reports the following meeting deals —
_ OMNI HOTELS: For meetings of up to 150 rooms booked by June 30 and held by Dec. 31, it’s waiving fees of $10,000 or more that are levied when an event draws fewer guests than promised.
Omni is booking 20 percent fewer events this year so far than in 2008, said Tom Faust, the vice president of sales. But after cancellations spiked fivefold in December from the same month in 2007, they’re now stabilizing to earlier levels.
Omni operates 43 hotels in the U.S., Canada and Mexico.
_ MARRIOTT INTERNATIONAL INC.: For events involving 100 rooms or more, Marriott is offering 2 percent discounts, doubling reward points and easing penalties for individual no-shows.
The company, which has about 3,100 hotels around the world, expects revenue from large events to fall 12 percent in 2009 from last year because of cancellations, changed plans and fewer bookings for new events.
_ HYATT HOTELS & RESORTS: For events involving at least 10 guest rooms, Hyatt offers a 10 percent discount at its 19 resorts and a 6 percent discount at its 101 hotels in North America. There are more than 360 Hyatt hotels and resorts around the world.
_ STARWOOD HOTELS & RESORTS WORLDWIDE INC.: Starwood offers a 3 percent discount on the total room bill and 10 percent discount on food and drink. Starwood’s 940 hotels worldwide include the St. Regis, Sheraton and Westin chains.
_ FAIRMONT HOTELS & RESORTS: For events involving at least 10 rooms, it’s offering 10 percent off total room bill. Fairmont has 56 hotels around the globe.
_ WYNDHAM HOTELS AND RESORTS: For events involving at least 76 rooms, planners can choose three benefits from a list including free rooms, suite upgrades and a 10 percent discount on food and drink. The promotion applies at all 82 Wyndham locations, predominantly in the U.S., Mexico and Caribbean. Wyndham’s parent company also franchises Ramada, Days Inn and other hotel brands and operates a timeshare concern.
_ OTHER COMPANIES: The Kessler Collection, which has 11 hotels in Colorado, New Mexico, North Carolina, Georgia and Florida, is waiving all no-show fees and eliminating penalties for rescheduling events. Palace Resorts, which operates 11 hotels in Mexico and the Dominican Republic, is waiving no-show and rescheduling fees.
Mar 11
Ashley SpitzerContests, Misc Tidbits, Places to Stay, RFP, Tips, Tips for Meeting Planners meeting ideas, meeting planner help, meeting planning services, RFP, rfp valet, Tips for Meeting Planners
Did you know ConventionPlanit.com can help you craft the perfect RFP, for FREE?
We’ll even give you a $50 American Express Rewards Card — as a thank you!
Call 866-922-8988 or click here for free RFP assistance
Feb 26
Ashley SpitzerMisc Tidbits meeting education, meeting ideas, Meeting Negotiations, meeting planner help, Tips for Meeting Planners
Meeting professionals negotiate all the time – it’s an essential element of the job! The ability to negotiate successfully is crucial for survival in today’s changing business world.
Negotiation is fun if you know what you’re doing. So for all you busy planners, here are Ed Brodow’s Ten Tips for Successful Negotiating…
Ed Brodow is a keynote speaker and negotiation guru who has appeared on PBS, ABC News, Fox News, and Inside Edition. He is the author of Negotiation Boot Camp: How to Resolve Conflict, Satisfy Customers, and Make Better Deals (Doubleday).
Feb 13
Ashley SpitzerMember News, Misc Tidbits, News, RFP, Tips, Tips for Meeting Planners, Trade Shows economy, meeting industry, Tips for Meeting Planners, travel, travel tips
Industry organization leaders have issued guidelines for acceptable business travel practices…
…for companies receiving emergency government funds.
Read the guidelines and get more information here.
Meetings and events make up 15% of all travel-related spending — and generate more than one million jobs.
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