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Find ideas and tips from your peers for your meetings and events in the Stellar Tip Archive. Submit your own idea and you could win a $100 gift certificate!
Meeting planners vote on the best tips each month.
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Have a quick scavenger hunt during meeting breaks that forces people to walk around a certain area. Put attendees in teams of three or four so they can meet new people in the process. Give away some small prizes for completing it. Then set up a table with prizes displayed for those who complete the hunt and a big sign that says “Free Prizes.” Prizes can be small gift certificates for local shops, local trinkets, hotel certificates for a free massage at the spa, or a free breakfast.
Submitted by: Al Rickard,
with Association Vision Chantilly, Virginia
I wanted to toss out a site that's been launched to provide a resource for both speakers looking to get feedback on their presentations and the attendees of the conferences to give their feedback - Joind.in (http://joind.in).
Joind.in takes a more social networking approach to providing feedback and allows everyone to see the comments and rankings others have given to the presenters. There's also an open API that can be used to interface directly with the site (and an iPhone application in development).
The PHP community has already found the tool very useful and have used it on several conferences all around the world.
I'm happy to answer any questions about the site - feel free to email me at ccornutt@joind.in.
Submitted by: Chris Cornutt,
with Joind.in Dallas, Texas
For a number of reasons, many groups are finding themselves with extremely high Food & Beverage guarantees and having to get creative to spend the money. Why not think about combining a teambuilding event with your F&B? A couple of ideas:
* Do a charity event. Cook food, make box lunches, put together meals.
* Host a Wine Making event, where you create your own winery and blend a bordeaux.
* Prepare your own appetizers
* Have a dessert making competition
* Have teams create their own ice cream flavors for an afternoon break
Don't leave F&B money on the table when you can do something fun with it!
Submitted by: Sharon Fisher,
with Play with a Purpose Orlando, Florida
Incorporate feedback sheets for your conference as a way to gain insight on how your attendees feel. Collect them as they leave or ask them to fax or mail them to you. Put your address and fax number on the feedback sheet so they don't have to hunt for the information later. Then read them and listen to what folks have to say. The most important step is to incorporate some of the ideas into the next conference. When folks know you really listen they feel more like they are a part of the conference. And all meetings are created for the attendee...right?
Submitted by: Karen Freeman,
with VSR Financial Services, Inc. Overland Park, Kansas
When planning a full day or several days conference, arrange with the Catering Sales Manager at the Conference Center for a "Continuous All-Day Refreshment Break" area outside of your break-out rooms, containing a minimum of hot coffee, hot water for tea, bottled water, assorted juices, soda (can be more elaborate as the budget allows - i.e. continental breakfast, cold cereal, fresh fruit assorted yogurts, variety of pastries, bagels for morning break; sweets, ice cream, whole fresh fruits, healthy granola bars, low-fat options for afternoon). This will allow attendees the freedom to get a beverage/snack whenever they need it, without having to waste valuable time searching for a staff person or waiting for scheduled meal-time.
Consideration & Convenience are key!
Submitted by: Nancy Williams,
with Plan Ahead Events Boston/MetroWest, Massachusetts
Instead of paying very expensive hourly rates for an AV technician during full conference days, negotiate for one hour of set up assistance at the beginning of each day and set up each room being utilized that day. I saved a lot of money using this strategy during my last conference and even negotiated the hour for slightly less than their going rate.
Submitted by: Audrey,
with UNC School of Government Chapel Hill, North Carolina
From the hotel, request a key that is coded to open all your meeting and hospitality rooms. This will allow you to access them when needed, without locating hotel staff, such as during non-meeting hours when you many need to set-up something or place items.
Submitted by: Vicki Westfall,
with Cornell School of Hotel Administration Ithaca, New York
Here's an idea for those on a tight budget...and who isn't these days.
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
Submitted by: Kathy Craig,
with Ecumenical Stewardship Center Indianapolis, Indiana
Eco-Elite Wedding Tip for Gifts/Favors
Think outside of the box and get creative by giving your guest an Wedding Day Eco-Bag filled with a variety of eco-friendly gifts like luxury Eco-Spa items, Personalized Organic Tea bags, and Elegantly Engraved Mini-Pots with a packet of Plan Seeds to symbolize the seed of love planted on the day of your special union.
Submitted by: Cynthia Minor,
with 1 Creative Concept Unlimited, Inc. New York, New York
At the start of an offsite meeting/training, we ask the attendees two things:
1. What do you want to get from this meeting/training?
2. While at this location, what are you going to do or see?
The first question helps to ensure we meet the needs and expectations of the attendees. It also offers the other attendees insights to other opportunities.
The second question opens the eyes and then doors to new adventures, new food and more that is in the area. It also opens people up to conversations and connections that might otherwise be missed.
Submitted by: Earl OKuly,
with LyondellBasell Industries Tuscola, Illinois
Don't be afraid to get creative with your banquet menus. At a recent sales training event at a small suburban hotel, the banquet meal choices were pretty slim. However the hotel's information packet contained special event menus, and dinner menus, and I was able to work with the staff to select items from those menus to create our own custom lunches, at a price comparable to the other choices. And at a major city hotel recently, we wanted to have a golf "clubhouse" themed event. The chef was happy to suggest finger sandwiches, canapes, petits fours, and other small finger type foods that were not at all on their regular menu - which helped us to build a fun and memorable event.
Submitted by: Carol David,
with Axcelis Technologies Beverly, Massachusetts
Always put together a detailed Request for Proposal (RFP) to send to potential venues that outlines all of your event needs. Send this to each potential venue so they know up front what information you require for your selection. A thorough RFP will include:
• Cost of venue
• Capacity of venue
• Adequate break out room facilities (per individual event needs)
• Parking options
• Location
• Public transportation available
• Distance from airport
• Hotel availability and distance from venue
• Onsite catering versus catering buy-out costs
• Photos of rooms and a floor plan
• AV costs
• Any additional fees
You will save yourself a significant amount of time that would be otherwise wasted if you have to backtrack and get more information that you could have requested the first time around.
Submitted by: Jennifer Winn,
with Winn Events Dallas, Texas
Recently when discussing our Audio Visual estimate with the gentleman with on-site company, I asked 'Is that the best you can do?' He instantly said he appreciated my asking and not voicing outrage at the prices and gave me 10% off. In his follow-up email he offered another 10% just because! Ask (and show respect) and it shall be given!
Submitted by: Keri-Dawn Selinger,
with The Likeable Lawyer Austin, Texas
Our annual convention "Bible" is a pocket-sized Events Book, divided by days; each page contains complete information for one meeting or break-out session. Information includes room, meeting time, set-up, signage and all emcee notes. These books are given to each convention worker, audio-visual staff and the catering and events staff of the convention center. This pocket-sized, convention-at-glance book contains answers for each worker, even if they are asked a question concerning a meeting room they are not assigned.
Submitted by: Donna Wilham,
with Montana Grain Growers Association Great Falls, Montana
Depending on the size of the meeting & supplies required, when planning meetings or conferences - we have recently discovered it is can be far less expensive to pack supplies with our clothes and pay for an extra bag. We've saved on shipping, as well as customs fees into foreign destinations. For $25 or $50 each way ... it's saved and a couple of times we've had room in return luggage for a few souvenirs.
Submitted by: Susan J. Rosen,
with In the Event... Palatine, Illinois
Often our conference attendees use hotel time to organize briefcases, pay bills, and sort through mail. Shredders are never available so we have one available at the conference information booth and encourage attendees to give our information person their purged items for shredding. We also use it at the end of the conference to rid ourselves of extra paper, then drop off at our offices recycling bin. Heavy cardboard boxes are also broken down for recycling from goodie bags, conference materials, and vendor booths.
Submitted by: Jean Lee Hartzog,
with Office for Addictive Disorders Monroe, Louisiana
We exhibit at large conferences where we also rent meeting rooms to meet with customers and prospects. Sometimes it is difficult to be in the booth supporting activities there and also check the meeting rooms to make sure catering is arriving on time, Internet connections are working, audivio visual equipment is working and the room is being cleaned up between meetings. I create a contact sheet that I tape to the table in each meeting room. The sheet lists my cell number first in large, bold type with instructions to call me if there are any issues with catering, internet, audio visual or room set up. I also list below my name the cell phone numbers or direct dial numbers for the hotel or convention center's CMS and/or cell numbers for the catering manager, audio visual manager and Internet department. If they can't reach me, they can call the person who can help them solve the problem.
Submitted by: Brenda Adams,
with Lender Processing Services Jacksonville, Florida
Before hitting the road for your next meeting, train your total staff to insure its success: Whenever a staffer encounters one of your members in a converation, ask one simple question: "What's the most valuable thing you've learned thus far?" Acknowledge and reinforce their response.
Using this simple technique, you're getting your members to verbalize their ROI on-site. If they say it, it must be true!
Submitted by: Dr. Elliott B. Jaffa,
with Dr. Elliott B. Jaffa Associates Arlington, Virginia
Beware of unusual charges. With over 15 years in the industry, I encountered a new one. A small hotel in Las Vegas wanted to charge us $10 per draped table per day for a 4 1/2 day class we were holding which required computers. This came to light when I noted that the event orders did not specify draped and I added it. They agreed to reduce it to $5 per table per day.
Submitted by: Glory Wade,
with Vanguard Integrity Professionals, Inc. Las Vegas, Nevada
Flag Etiquette - When staging for an event, don't forget the "Red, White and Blue." Many stages are set without regard to flag etiquette. If you request the American flag be displayed make sure you know the rules.
Here are some simple rules for properly displaying the American flag individually and also in the presence your company flag.
When carried in a procession, the flag is always positioned on the right side of those walking.
For a speaker on stage, either standing or sitting, the American flag should be placed to the speaker's right, while other flags are placed to the speaker's left. Also, pay attention to the top of the flag post - many have an eagle at the top. Always insure it is facing forward.
I personally insure the flag is moved to the front corner of the stage to the speaker's right as it is awkward for the speaker to reference the flag if it is on the stage right rear. Once the pledge is complete, I request the speaker to move to the center of the stage to address the audience briefly so I can inconspicuously remove it from the stage so it does not impair the attendees line of sight from the speaker/screen, etc. Please note, if you do remove the flag for this purpose then you must remove it from sight, behind the screen or else you'll break to etiquette display rules.
If you request your flag be hung on a wall, the stars should be placed at the top of the flag's right - that is, the observer's left.
No part of the flag should ever touch the ground.
Now that you know the rules I think you'll be surprised at how many times you'll catch yourself at an event "adjusting the flag" to its proper position.
Submitted by: Lena White,
with Coldwell Banker/NRT Sarasota, Florida
We recruit Student Volunteers to supplement staff resources at our larger meetings. In exhange for a minumum number of service hours, students receive a post-meeting refund of their registration fees. Staff benefit from having assistance with the myriad tasks required. Students seem to enjoy having an opportunity to save money, to get a "behind the scenes" look at the meeting, and to meet and interact with other students. Overall, it proves to be a win-win situation.
Submitted by: Tricia Crocker,
with Ecological Society of America Washington, District of Columbia
If you have a number of events to book within a 12 month period and most of the attendees at each event are unique, use the same host city and hotel to leverage buying power. There are other advantages as well, particularly relationships with vendors where they learn your expectations, you learn (after event 1) what should be improved upon and you are not reinventing each event, saving you time and dollars.
Submitted by: Sherry Cummins,
with Con-way Inc. Ann Arbor, Michigan
Labels, Labels & more! Before leaving the office for any type of meeting or incentive - we print several clear sheets of the attendee & guest name labels. We've used them for badges, placecards, room gifts, hotel information or just an alpha list to post at the hotel! It has saved us from hand writing many items or having someone else 'do the deed'. They are always ready, in alpha order and easy to read. And - I always pack them in my suitcase if I'm flying to the location. Please think about this hint the next time you are stuck hand printing a name badge!
Submitted by: Susan J. Rosen,
with In the Event... Palatine, Illinois
"Save Time and Work." As an Independent Planner, I send a number of RFPs to hotels. To reduce the number of (acceptable) proposals, I narrow down my Dates and Guest Room Rates. Before, I would receive proposals that would have guest room rates as high as $100 above what my client(s) would be able to pay or dates that would conflict with other meetings and/or holidays. This process has helped me save time and work.
Submitted by: MaryBeth Powers,
with Planning Powers, LLC Mt. Vernon, Virginia
Vendor List in Event "Bible". Place a list of all the vendors for your event in the front of your Conference/Meeting "Bible", or in a section of it labelled "Vendors". Include all contact info - company, contact names and all their phone numbers, email addresses, mailing address, and anything else you deem pertinent. Ensure that all the key people in your department also have this document in case you are not available when it is needed. Aside from its value in planning, and on-site, it is a convenient document for future reference.
Submitted by: Glory,
with Vanguard Integrity Professionals, Inc. Las Vegas, Nevada
We used to have trouble filling the seats at the front of the ballroom in general session at our annual sales meeting. Reps would pull additional seats to add to the back row, but they would not go up front. So one year we decided to hand out $10 bills to everyone seated in the first row. It didn't cost us much money (not many were sitting there) - but the front rows were filled for the rest of the conference with people wondering if we would do it again. The next year... people went straight to the front. We keep them guessing with little surprises and each year we fill up the front!
Submitted by: Barbara Hartgrove,
with McGraw-Hill Education Columbus, Ohio
Sometimes you are booking a speaker who does not have a DVD to show you and your committee. Yes, then you would ask for references but consider your question to the reference. Instead of "Did you like the speaker?" consider asking, "Would there have been anything you would changed now that you have worked with "Joe Dow?" This will speak volumes more than whether or not they "liked" the speaker.
Submitted by: Missy Weld,
with Speakers Network Worldwide Charlotte, North Carolina
Provide the hotel/property with your attendees' business address on labels ahead of time. This lessens the time it takes for the group to check-in filling out the information on the spot.
Submitted by: Julie Dondero,
with Emerson Electrical Reliability Services Pleasanton, California
AV is more and more necessary in today's meeting environment. A/V has come to be in the double digits of my budget. Know that this too is negotiable AND event planners can use outside companies to supply the A/V not just the in-house provider! Know the choices and options to negotiate!
Submitted by: Keri-Dawn Selinger,
with The Likeable Lawyer Austin, Texas
When negotiating your contract, make sure you include into your negotiation for the hotel to comp hanging of 3 or 4 banners. If you designate your location on the contract you are limited and the cost of rigging can cost you more money. If you write on the contract, "client to chose locations of banners", you can save yourself thousands of dollars of rigging costs.
Submitted by: Madeline Cancel,
with Benchmarc360, Inc. Atlanta, Georgia
When printing onsite name badges, use clear labels and attach them to your pre-printed card stock. This will prevent waste and save time.
Submitted by: Sidnitra Bates,
with BL Seamon Corporation Greenbelt, Maryland
If you're having a reception: pass/butler the more expensive items (you'll be able to make them last longer and save money), don't set plates on the display table - use only napkins (this will ensure your attendees get to sample all the offerings but won't walk away from the display station with a mound of food) and stick with beer and wine at the bar
Submitted by: Debbie DeJacques,
with GMA Washington, District of Columbia
For "greener" meetings: Instead of using legal pads where most attendees will only use one side of the paper, use bound notebooks made of 30% post-consumables - most attendees will use both sides of the paper.
Submitted by: Jeanine Scaccio,
with Fulbright & Jaworski L.L.P. New York, New York
When ordering flipchart packages for more than one day, only pay for the pens and paper the first day, easels only on additional days. This can add up if you have 25 breakout sessions. The marking pens and chart paper can be taken home at the end of the conference too. Not many people know they are yours to keep!
Submitted by: Londa Barber,
with California Department of Education Sacramento, California
Don't forget to thank those people you work with who go above and beyond. The 31st annual Successful Meetings CSM of the Year Awards are currently open for you to nominate a CSM from a Hotel, Convention Center or CVB. I encourage you to do this as it is a small way to say thank you for everything they do when we are on site conducting our conferences.
Submitted by: Karen Freeman,
with VSR Financial Services, Inc. Overland Park, Kansas
If you're on a tight budget for your meals, talk to your banquet manager about piggy backing onto another groups menus.
Submitted by: Dawn C. Scrofano, CMP,
with ACEP Irving, Texas
An idea for refreshers especially for those big conference attendees is to have the accupressure foot masseuses on hand. Even 10 min sessions can relieve tired feet of walking distances to get to and from different meeting rooms or even for presenters who stand hours doign their sessions. They are actually good as another form of energy boosters.
Submitted by: Eleanor,
with Symantec Corp Cupertino, California
Keep your attendees hydrated and energized by providing a variety of *unique* soft drinks such as pomegranate-flavored soda, green apple iced tea, peach iced tea...something different in addition to water and coffee to add an unexpected gourmet twist to your meeting refreshments.
Submitted by: Sharon Naylor,
with Sharon Naylor Wedding Books Morristown, New Jersey
An idea for meeting breaks is to hire the fitness trainer at the hotel to come in for the first 5 minutes of your AM & PM break to provide attendees quick stretches and movement and have the trainer focus on things attedees can do in their own office.
This will help attendees feel more energized and awake during the meeting and attendees will appreciate effort to incorporate fitness into the meeting.
Submitted by: Alicia Dahill,
with Oliver Wyman ELC Portland, Oregon
Don't be the kind of planner that your venue/location/vendor dreads seeing pulling up the drive. It pays to be professional and ethical. Win-Win is always the way to go. When you really do need to crack down you will be taken seriously because it is so unlike you. We don't like attendees that can't act right, we should do the same.
Submitted by: Liz Planz, CMP,
with Raymond James & Associates Tampa, Florida
You never know when an emergency is going to happen with your attendees - I always ask my attendees for "any information emergency personnel would need to know" along with the ICE information. I make a confidential note of anything mentioned and keep it with me on site.
Submitted by: Liz Planz, CMP,
with Raymond James & Associates Tampa, Florida
Since our convention has become a family vacation, we created a teen hospitality suite and program. The first night - during the welcome reception - we have a teen activity, i.e. bocce games, croquet or wii bowling so the kids get to know each other, and then each teen gets a key to the teen hospitality suite where they go to load up on snacks and sodas, play video games, watch movies and hang out (the suite is attached to a staff member's room so they can check on them)...it keeps the teens entertained and connected and they want to come back every year to see their friends again - bringing their parents along.
Submitted by: Kristin Lewis,
with Washington Defense Trial Lawyers Seattle, Washington
When traveling with spouse, pack a complete set of clothing in each others checked bag. If one bag doesn't show up you will still have something to wear.
Submitted by: Nancy Shugg,
with JNR Irvine, California
Though English is spoken in many countries around the world, the reference in the USA may not be the same in other countries. I operated a rather large program in Australia a couple of years ago and found on more than one occasion, even though we had talked through every detail of each event very meticulously, there were a number of occasions when we were standing in the set up and through even further conversation discovered that what I thought we contracted was not what they thought I contracted - YIKES! Fortunately, we were working with an AMAZING DMC and we were ultimately able to pull it off - but we were lucky no additional costs were incurred because of symantics!!!
Submitted by: Elizabeth Rivers,
with VIKTOR Incentives & Meetings Traverse City, Michigan
To make your meetings as "Green" as possible, start with the hotel! Make sure the hotel utilizes green programs (using biodegradable cutlery/plates, laundry programs, lighting programs.) If your hotel doesn't have these implemented, sit with the event manager and discuss how they can make their hotel and meetings more environmentally friendly! Spreading knowledge is power and makes sure there are plenty of resources for us event managers to use way in the future.
Submitted by: Carrie Abernathy,
with Point Carbon Washington, District of Columbia
File this in the lesson learned category. When checking references for a potential venue, look beyond names the venue provides. Check online and within meeting planning organizations for groups who have held something at that spot. Also try to speak to someone and not just email. People are usually more willing to share their own "lessons learned the hard way" verbally rather than by email.
Submitted by: Cheryl Heiks,
with LLuminari Wilmington, Delaware
When traveling outside the US, we've found it imperative to rent a local cell phone to keep in contact with the DMC and hotel staff. For internal communications we use our walkie talkies, but hotels do not use them any longer & most hotel staff are using cell phones for communications. If they are away from their desk a local cell works great! If your VIPs require a reservation it's easy to just pick up your cell phone and to reach your DMC any time of the day or night -- the least expensive option is a local cell phone. Most hotel boutiques rent them - in Aruba it was $10/day and it saved us lots of time & energy. Our guests could find us no matter if we were at our desk or not... well worth the investment.
Submitted by: Susan Rosen,
with In the Event... Palatine, Illinois
For a fun way to get attendees curious and more involved in our meetings, we have developed a Personnel Administrators Boot Camp. The registrants "enlist for boot camp", we offer "basic training and advanced maneuvers of survival on the school personnel battlefield", we use military time on our agenda, and even display army boots and dog tags at our registration. This is a fun, inexpensive, and easy way to incorporate a theme into most any meeting.
Submitted by: Sandy Tonkin,
with American Association of School Personnel Administrators Overland Park, Kansas
I carry a supply of $1.00 bills in easily accessible locations everywhere I go, so I'm not fumbling around for a tip for the bellhop, valet, delivery person, etc. I keep a few in a zippered pocket in my purse, a few in my name badge, etc. Too many times I have been embarrased by having only a $20 bill, so now I'm always ready!
Submitted by: Doris Fischer,
with The Spencer Foundation Chicago, Illinois
Contracts with Clients
A good contract with your client can take the guesswork out of planning your meeting. It makes the planning experience better for both the client and you as the planner because the questions are answered from the start as to who is responsible for what. It covers you if the event is canceled or the client needs to cancel your services. The contract outlines your payment terms so you can hold the client to them.
Submitted by: Jennifer Winn,
with Winn Events Plano, Texas
The Importance of Good Communication with Vendors
In the event industry, how well you communicate with vendors can make or break your event. If you forget to give a caterer the final head count and they order food based off your initial estimate, it could cost your company a lot of money for food not consumed. With hotels, it is always as important to talk to the sales person about the needs of your event as it is the front desk manager. Always take time to meet the front desk manager prior to the first guests arrival. Give them your group’s rooming list and clue them into the payment method for your group. Their staff interaction with the guest could be the first experience they have at the event.
Submitted by: Jennifer Winn,
with Winn Events Plano, Texas
Pack extra batteries, flashlight, matches, and candles. We were doing a cocktail reception and there was a black out for a short amount of time. The venue provided candles to light a path, however I also keep a flashlight with me in my emergency event kit now as a just in case.
Submitted by: Kim Marenus,
with City Chic Events New York, New York
I plan tradeshows and meetings and don't attend the small ones. So, to keep everything organized and ensure that everyone who is handling tasks on-site does not miss anything, I provide check lists including a full inventory - number of boxes, what is in each, a daily check-list with every detail from making sure rooms are set when they need to be to signing BEOs on-site, and a packing list to make sure everything that needs to be sent back to office is sent back. This has been a success since I don't have to worry about anything being missed onsite and the people handling the logistics at shows and meetings dont' have to worry about forgetting to do something. Trade shows and meetings run smooth when everyone follows the lists.
Submitted by: Jo Sudore,
with Keithley Instruments Cleveland, Ohio
To keep track of the banquet event orders and change orders or for attendee requests - we change the colors of ink we use each day. Monday = Blue for hotel; Purple = Guests and Tuesday = Green for hotel; Black = Guests. And, with the new Neon colors available, we always select a our own special color to note our own changes. We carry the color code in the Event Bible and carry the 'pens of the day' around our neck. It's easy to spot changes.
Submitted by: Susan Rosen,
with In the Event Palatine, Illinois
In this age of interactivity, if you are bringing in a somewhat controversial or content-packed speaker or panel, consider using an audience-response system to help guide the discussion, having a roundtable peer to peer discussion breakout session immediately following the session, or doing a web cast of the session (for smaller groups) prior to the meeting so time at the meeting can be spent in discussion and debate.
Submitted by: Tracee Watts,
with Federal Home Loan Bank of Topeka Topeka, Kansas
If your budget for breakfast is tight, ask the catering director to cut your pastries (muffins, bagels, etc.) in half. They go a lot farther, as some people will tend to take a smaller piece, especially in this "carb-aware" era!
Submitted by: Laura Johnson,
with Market*Access Arlington, Virginia
In the Events Business, faxing is elemental! Keeping track of changing numbers and orders is essential. I've signed up for an EFAX account (which sends faxes directly into my email, $9.99 a month) and I fax everything to my hotel partners AND then again to myself. That way I cut down on paper filling and can keep not only the emails in the particular locations' folder, but all the faxed contracts and BEO's as well for easy reference! This is great b/c I always have access to my email folders!
Submitted by: Keri-Dawn Selinger,
with The Likeable Lawyer Austin, Texas
A relationship with your local hotels that have meeting space is a great negotiating tool. Planners often think, "We've been there before, let's go somewhere else." Remember, most of your attendees have not been there, so it's still new to them.
By using the same hotel for mulitple events, there have been many times we didn't meet our quotas for one meeting, while we exceeded our quotas on another meeting. By having an on-going relationship with the hotels, they have agreed to combine our counts so we were not penalized.
Submitted by: Barbara Finnicum,
with Hunter Douglas Broomfield, Colorado
When sending out email communications to attendees, not everyone will read the agenda nor reply back in the requested time frame. It’s a challenge for any event. Attendees need motivation to read the materials provided. For my communications – somewhere in the body of the text – I add in a teaser phrase such as: Attendees, please reply back with the word “candy” and you might just get a sweet surprise. As people catch on and see others receiving sweet treats during the meeting – you’ll start to get a lot more replies as it motivates attendees to read all the materials trying to find the code word of each email.
Submitted by: Alice Wong,
with Tiffany & Co New York, New York
Being the lead on an event can get complicated when everyone knows to come to you for changes, questions, etc. all day. Sometimes you can forget something because on your way to correct that issue, someone else comes up to you with a different concern and before you know it, you forgot to handle the first situation. I carry a small voice recorder with a clip on it (it looks like a pen) and record notes to myself all day. When I have a few moments of quiet I go through and delete all of the tasks I have handled and realize that I have forgotten one!
Submitted by: Sloane McHenry-LaMartina,
with Sexy Hair Chatsworth, California
I use Survey Monkey to survey our attendees. It is affordable and has greatly increased our response rate. What I find most useful was the minor change in the questions that have evoked responses that we can really use to make our conferences better. Two questions "The ATCA conference would be better if..." and "I want ATCA to know" has gotten us useful information to tweak our meeting. "What I like best" has given us great quotes for our promotional materials.
Submitted by: Claire Rusk,
with Air Traffic Control Associatio Alexandria, Virginia
For all of our programs, especially our large events, our Events Team uses a "working agenda". This single document holds everything you need to know about the event in date and time order. By using this one document, for a 3-hour meeting, a one-day event or a multi-day event, it keeps everyone working on the program on the same page. If one of our co-workers is sick and can't fulfill their duties/tasks, it is very easy for one of us to step in and take over ensuring we don't miss a beat.
Our team works on large events together and we each have our own responsibilities. One person may be in charge of the group hotel and transfers, while another is in charge of air and optional activities. We work on this one document together and add our information to the agenda in as much detail as needed. This includes times, what's happening with detail, contact info/responsibility, phone numbers, etc. Prior to the start of our event we walk through all of the details to make sure we all know what is happening and what is expected. It is one of the best tools our team uses.
It is also very important to add all contact phone numbers (cell and office
#s) including your company employees, vendors you are working with and emergency numbers.
Submitted by: Jackie Koepsell,
with MLT Vacations Edina, Minnesota
For all of our programs, especially our large events, our Events Team uses a “working agenda”. This single document holds everything you need to know about the event in date and time order. By using this one document, for a 3-hour meeting, a one-day event or a multi-day event, it keeps everyone working on the program on the same page. If one of our co-workers is sick and can’t fulfill their duties/tasks, it is very easy for one of us to step in and take over ensuring we don’t miss a beat.
Our team works on large events together and we each have our own responsibilities. One person may be in charge of the group hotel and transfers, while another is in charge of air and optional activities. We work on this one document together and add our information to the agenda in as much detail as needed. This includes times, what’s happening with detail, contact info/responsibility, phone numbers, etc. Prior to the start of our event we walk through all of the details to make sure we all know what is happening and what is expected. It is one of the best tools our team uses.
SAMPLE WORKING AGENDA
Thursday, November 29
Time Description STAFF & Misc.
7:00am Airport Check-in
Check-in begins at Airport
Guests need to check-in at the Group Check-in area 2nd floor
Greeted by NAMES
Table with signage, name badges extra bag tags available
NAMES to meet guests at the departure gate
NOTES: Airline info
9:00am MSP Flight Departs – 64 PAX
NWA ### 9:00am – 11:00am
Gate # TBD
1:30pm NAME departs hotel for Airport to greet pax
Mini-van Transfer Company
Phone #
3:00pm Group Arrives – NWA ### – 144 pax
Deplane; Go through customs; Claim luggage and proceed through security
Transfer Company staff in baggage claim area and outside security to assist with bags, etc. 4 Buses
Airline contact info
NAME greets guests upon arrival at Hotel
Call when each group departs the airport
Concierge desk set up for check-in at the Concierge Desk. Registration cards ready by alpha order including room key, towel card & safe deposit lock/key
Cocktails & refreshments at group check-in
NAME tip drivers upon arrival & bellman
5:00pm NAME advance Reception at Hotel Name M & M Lobby Bar
6:00pm Reception at Hotel – M & M Bar
Cocktails: Premium bar drinks; passed white and red wine, Champagne
Appetizers: TBD
Music: Piano player
Existing bar set up
Number of guests: 165 Location
Hotel contacts
6:15pm NAME(s) depart for Evening Dinner
6:45pm Buses depart for Evening Dinner – 156 PAX
NAMES greet guests upon arrival & Escort group to reception site
Announcement on bus – if any Bus hosts – 1 per bus
7:00pm Welcome Reception
Location: Palm Terrace in beach/pool area
Décor:
Entertainment:
It is also very important to add all contact phone numbers (cell and office #s) including your company employees, vendors you are working with and emergency numbers.
Submitted by: Jackie Koepsell,
with MLT Vacations Edina, Minnesota
Because the care and "greening" of our earth is so important, we have found a way to cut down on the amount of paper produced for meetings. We have created a download site off of our main website where attendees can sign in and view all of their respective documents. We no longer photocopy binders of information for everyone and attendees bring their laptops to the meeting and view their documents this way. No paper to recycle at the end of the meeting and nothing to put in the landfill! A better alternative for our earth!
Submitted by: Shirley Layne,
with APEGGA Edmonton, Alberta
Save $ on beverage bill- when I do my BEO's I let the mgr. know at that time that I would like to be with the beverage mgr. when they tally the bars and empties. Liquor is counted by tenths of a bottle and then billed accordingly, If I disagree with a count and the measurement is changed it could be the equivalent to 10-12 drinks . It also keeps the beverage mgr. on his toes!! I have saved hundreds of dollars just by checking the bars before the totals are finalized.
Submitted by: Stacy Wald,
with Orthopaedic Asoociations Towson, Maryland
I now put my rfp on the back of my business cards.
I also put the agenda on the back of the name tags, if it is too much for the name tag I make extra cards of the event if needed and have the attendees remove them at the end of the day, so they will be on the next day's agenda.
Submitted by: Annie Grady,
with Church of Christ Written in Heaven, Inc. Tallahassee, Florida
I register with the US State department when traveling outside the US, just in case of an emergency or national disaster. When planning a meeting abroad, encourage your participants to register as well. This assists the American embassy in locating you and your participants when you might need them. (see FAQ on the sites below)
Registering with the US Department of State: http://travel.state.gov/travel/tips/registration/registration_1186.html
or http://travelregistration.state.gov/ibrs/ui/index.aspx
I also review the CIA World Fact Book for up-to-date and background information on a country.
For example, here is a link to the CIA World Fact Book on Spain: https://www.cia.gov/library/publications/the-world-factbook/geos/sp.html
Submitted by: Sandra Brewster-walker,
with L & P International Champion's Gate, Florida
When negotiating best rates with a hotel, try to find other meetings being held in the hotel and see what kind of rates they are getting. I usually simply 'Google" hotel name, location and "conference" or "convention". This gives you good negotiating power.
Submitted by: Victoria Umin,
with CSCA Winnipeg, Manitoba
How To Get Comment Cards Returned
All of us in this business want feedback on our events especially so we can calculate the ROI or ROO. At my company we work very hard to get our subject matter experts (SMEs) as speakers on conference agendas and we want to know what the audience thinks of them. One very successful tactic that I use is to distribute comment cards to the attendees at they enter the room (or place them on the chairs). The card includes the speaker name, topic, time, etc. and 3-4 evaluation questions about the speaker. Then I ask for attendee information; the kind of info you would collect from a business card or scanned a badge. Stated on the card is "Turn in this completed card for a free gift." I also add that if any required fields are left blank that they're not eligible for the free gift. The gifts are usually a business item such as flash drive, journal/pen combo, etc. My return rate on the card is around 95%. I've accomplished two goals: feedback on the speaker AND contact names for our sales folks. I've tried a few variations. Instead of handing out the gifts as they leave the room, sometimes I'll ask them to return the card to our exhibit booth so that our sales folks can speak with attendees directly. Or I've entered the cards into a drawing for a higher priced gift such as an iPod, iPhone, GPS, etc. The most successful is the immediate gratification--turn in the card, get the gift. Make sure you look at the cards and don't be shy about asking people to complete all the required fields.
Submitted by: Vicki Corson,
with EDS Herndon, Virginia
Ever wonder what to do with all the shower caps hotels give as amenities? Use them to wrap your shoes in your suitcase. A pair of small shoes or sandals will fit in one cap; for larger shoes or boots, use two caps. (And I give the rest of the amenities I amass through my travels to a charity who uses them as Christmas stocking stuffers.)
Submitted by: Candy Adams,
with Trade Show Consulting Vista (San Diego), California
A nice touch when it comes to your conference program. I have developed a mini agenda (3"w x 4"l). My printer cuts two flaps in the back cover of the program and inserts the mini agenda. The mini agenda has the same cover picture and all activities and times listed for each day. My attendees love this. They can put them in their pocket or behind their name badge for a quick reference without having the full program with them.
Submitted by: Karen Freeman,
with VSR Financial Services, Inc. Overland Park, Kansas
This may be old hat, but I didn't see it listed in the archives, nor does it happen often at events I attend. It may also be dated in lite of satellite radio and iPods...but one of my favorite ideas is to include a list of radio stations for attendees, especially if they are attending from out-of-town and have rental cars.
Nothing makes me crazier than driving in a city that I am unfamiliar with searching for something on the radio...or even in my hotel room. I generally print out the listings by format AND frequency, which you can sort easily if you copy your search into an excel file. So, not only are you making it more convenient for your guests...you’re making it safer, so they can pay more attention to the street signs than to the radio stations!
Here’s the link: http://www.radio-locator.com/
Submitted by: Alicia Parrish,
with P Inc Events Austin, Texas
When working with a limited budget for a full day of meals I provide my total dollar amount to the Chef or Catering Manager are request that they customize menus for me, keeping in mind any specific requirements I have for each event. This allows them to use seasonal or local specials, piggyback on to other events being held that day, take advantage of specials offered by their food suppliers, and offer smaller, healthier portions. I stay within my budget, my attendees are offered healthier options, and the chef is able to use some creativity instead of the same old banquet menus. It's a win-win for all.
Submitted by: Kathleen Zwart,
with Blue Cross Blue Shield of Florida Jacksonville, Florida
This is good advice for any industry, but especially for meetings and conferences! Put a notice in your registration brochure and announce it by a flyer in your registration bag, that reads: Please program ICE in your cell phone. ICE stands for In Case of Emergency. This way when you have so many attendees at a meeting and if something unexpected were to happen, you could contact someone who knows the person having the emergency. This is helpful, especially if there is a medical condition that only someone close to the person would know! Hopefully you won't need it, but it is a great tool!!!
Submitted by: Val Johnston,
with Johnston Consulting Cumming, Georgia
If you have attendees that travel with children for meetings, consider having a pizza party for kids during the opening reception. Have an age restriction (over 6) and consider charging a nominal fee ($10). Many resorts and hotels have kids programs anyway. Parents can drop off their kids when they go to the reception, and kids have something to do.
Submitted by: Karin Soyster,
with American Bakers Association Washington, District of Columbia
Balancing emergency attendee support and attendee privacy can be tricky. Print a simple form on the BACK of each attendee's name badge, with space for listing the name and phone number for an emergency contact, and any vital medical info (allergies, medications taken, health condition, etc.) Create a simple flyer pointing out the form, to be handed out with each name badge. Important information on each attendee will be available in case of a medical emergency, but the attendee will be controlling access to the information, since the badge is always in his/her possession.
Submitted by: Cynthia Elliott,
with DB Consulting Group, Inc. Silver Spring, Maryland
If you have a group that is especially slow in making hotel reservations (generating headaches for you), ask the hotel for two upgrades to suites. Add a simple flyer to your conference invitation package announcing that on xx/xx/xxxx (two weeks BEFORE the cut-off date), the hotel will draw the name of one meeting registrant who has made his/her hotel reservation, for a FREE upgrade to a suite. A second drawing will be held on xx/xx/xxxx (one week before the cut-off date). Registering by (the first drawing date) will automatically provide a registrant with TWO chances to win a free upgrade to a suite. Ask the hotel to do the drawing, and let you know who wins. Send a blast e-mail to all registrants in your database reminding them of the drawings, and again two weeks before and one week before. This last e-mail can announce to everyone who won the first upgrade. With very little effort, you'll have many meeting registrants making their reservations at least two weeks before the cut-off!
Submitted by: Cynthia Elliott,
with DB Consulting Group, Inc. Silver Spring, Maryland
For our mailed invitations or .pdf invitations posted to our website, we include a line on the registration form: "For additional registrants, please make photocopies of this form. Thank you." This insures getting each person's complete information (including phone, e-mail address and title) for the database in case we need to contact them. And each person's information then stays up-to-date in the database. It's also helpful when several persons register from the same company.
Submitted by: Jan Wills,
with Quarles & Brady LLP Milwaukee, Wisconsin
One of the first things I was taught when I started out in this business 30+
years ago was always order one item that no one will eat (at least not all
of). That way, late comers can't say that there wasn't any food left. It
may not have been what they wanted, but there was some food left.
Submitted by: Suzette Eaddy, CMP,
with National Minority Supplier Development Council New York, New York
When negotiating with a hotel, concerning food and beverage, keep in mind that you DON'T have to go off the menu the banquet department supplies to you. You can advise your CSM, Convention Service Manager, of your budget and you can work with the chef to give you more bang for your buck!! NEVER be afraid to ask!!
Submitted by: Val Johnston,
with Johnston Consulting Cumming, Georgia
Rather than pay the exorbitant prices for bottled water at our breaks, I have the hotel bring pitchers of ice water with bowls of lemon slices. The participants love the added lemon too and prevents them from stashing 2-3 bottles of $4.00 water in their purses when they leave.
Submitted by: Linda Testa,,
with AO North America Paoli, Pennsylvania
During your initial meeting with a potential client, it is important to take notes of information of a personal nature regarding the client. This type of information has helped me later when closing the deal -- everyone likes to feel as though their familities, etc. are important to those they are doing business with, and it affords the opportunity to find common ground for any future networking opportunities. The best part is, you may have planted the seed to a new friendship!
Submitted by: Betti Kelso,,
with Interflow Meetings and Management Vienna, Virginia
Beware of Vegas! They have unexpected loopholes.
We had the following added to our contract with a large Vegas hotel
"We have the option to increase the number of rooms by 10% at the contracted rates based on Hotel availability".
When we asked to exercise this option we were told that they had no rooms available "at our group negotiated room rate". The hotel was not sold out and they had the 35 extra rooms we needed but refused to give them to us because according to them "we are currently selling the same rooms to gamblers for three times the price". They told us we could have the rooms for the higher rate. This was a sneaky loophole that the hotel used to deny our group of these rooms.
When working with ANY hotel in Las Vegas, If you think you might need additional rooms, make sure you add a similiar clause to the contract:
"We (Company name) have the option to increase the number of rooms by (__%) at the contracted room rate of ($__) based on actual hotel availability. If the hotel has any standard rooms available, and we require additional rooms, the hotel must give us these rooms at the contracted room rate. In the event that the hotel is sold out, the hotel must allow (company) supervised access to the room pick-up for the entire hotel. We (company) guarantee that all names on the list will remain confidential and not be passed along to anyone."
It was made clear to me that the money of the gamblers meant more to the hotel then our money meant to them. It didn't matter that I contracted for 350 rooms and I only needed 35 more. They wouldn't budge so I had to walk people to another hotel.
Please be careful when dealing with them.
Submitted by: Laureen L Rego,
with Macquarie Securities USA Inc. New York, New York
International Travel Tips
Airline information
For all of you International travelers and even folks traveling in the USA by plane; I would strongly suggestion you checkout www.seatguru.com site to select check out a good seat on your flight. This site gives you real time/in-depth seat specs for all airline. It also gives you information about the best and worst seats.
Quick Reference Card
Planner if you are having International Meeting I suggestion you put together a “Quick Reference Card” for your attendees. This card is the same sizes as a regular 3 by 4 badge insert and contain helpful information about the destination such as the following:
Emergency Numbers Police/US Embassy
Taxi Phones: (the safe ones)
Tipping policies
Currency
A list of Useful Phrases
Contact Information: DMC/Hotel/Staff/Airport
Submitted by: Martha Arradondo, CMP,
with Carlson Travel Franchise Group Minneapolis, Minnesota
As any planner or registrar knows, string/lanyard badges can get tangled easily and create quite a mess in the registration area. After going to a store one day, I noticed a necklace stanchion in the jewelry section. I found and bought a few "tree stanchions" on the Internet and now use them at all of our conferences. I barely ever have to fight with knots. Plus, they make the registration area look even more professional and organized. You can even place a sign on top of them!
Submitted by: Christopher Gossett,
with Investment Company Institute Washington, District of Columbia
Emergency Responses Plan
It is essential to have an ERP in place. I learned from a recent meeting of 900 attendees, having 3 close calls, that anything could happen at a meeting for at group of 5 or 900. Also the profile of attendee are not getting any younger for some meetings.
During you site inspection make sure you know where local hospitals are. Also make sure you are aware of the hotels ERP.
Your company may have a plan in place that may contradict the hotels.
Submitted by: Martha Arradondo,
with Carlson Leisure Group Minneapolis, Minnesota
When onsite at an event or meeting, I keep a small notepad and pen with me at all times. I use these to jot down quick notes about any follow-up issues that arise. Then, whenever I have a free minute, I refer to my notes and cross items off as each is resolved. As I am often barraged with questions throughout the day, this helps me keep things from "falling through the cracks."
Submitted by: AP Crocker,
with ESA Washington, District of Columbia
Show up at least one hour before your scheduled site inspection, unannounced. In that time, walk around, try to interact with staff like you are a guest (ask directions, ask "difficult questions" as if you were not a seasoned traveler), look in the restaurants -- eat there if you have time, ask for recommendations for a local restaurant (just to see the responsiveness). I've actually called off an inspection when the property didn't come close to my standards for the meeting being placed -- saved my time and did the sales manager the courtesy of saving his, too. In the time I saved, did a spur-of-the-moment inspection of another hotel and ended up booking it!
Submitted by: Robert Abbott,
with Mueller Co. Decatur, Illinois
When I have a large meeting, it will work for small meetings as well, I have found it very helpful to put a "schedule at a glance" along with the name badges. This way an attendee can just grab their name badge and check the conference timeline immediately. I can't tell you how many people have made an effort to thank me for this convenience.
Submitted by: Val Johnston,
with Johnston Consulting Cumming, Georgia
As a Professional Meeting Planner, timing is everything! When planning your time line for tasks for a conference, event, etc., ask the venue for their timeline and incorporate it into your timeline. This way you have the dates the hotel, or other venues, need this information and there will never be a misunderstanding regarding when information is needed, etc. (Make sure to CY_, by asking for this information via email!!)
Submitted by: Val Johnston,
with Johnston Consulting Cumming, Georgia
When conducting your next site visit to a hotel ask this question - will the General Manger be walking around the hotel on a daily basis during your program?
If he or she is - then intriduce yourself right from the get go and make sure you make your Conference Service Manager aware of it.
The result of me doing this on my last two programs? Not only did it keep my CSM on her toes, but any problems I had were dealt with immediately. The GM also enjoyed the fact that he felt he was part of the conference - it kinda made his week!
Submitted by: Chris Greenslade,
with Planning the Globe, LLC Charleston, SC, South Carolina
I hope every meeting planner does this, but it is so important to have an on-site schedule. It displays dates, times and descriptions of every aspect of your meeting from your last in office staff meeting to staff departures, arrivals, timing of set ups, detailed times of luncheon agendas, etc. It is a fabulously useful "guide" to have on site to keep things moving and to have an idea of where you are to be and when. This includes your entire staff and their duties! I couldn't live with out my staff schedule. It includes everything but bathroom breaks!!
Submitted by: Val Johnston,
with Johnston Consulting Cumming, Georgia
When doing a site visit let the manager showing you around know that you do not want to go to selected rooms. Do not let them know this until you are starting to make your rounds. Make sure that the rooms you check are random. Check behind the end tables, under the bed, behind the drapes, by the air conditioning unit. My main check is the bathroom. No mold or black grout is very good. No hair on the floor or shower walls are even better. I even check for dust on the pictures. If walking by the ice machine and vending machines I check them out also. I have suggested more than once to delime certain items. Check the pictures also in the hallways.
The lobbies always seem to get the best cleaning no matter how many go through it in a day. The sleeping rooms that usually only have one or two ppl never quite get the attention they deserve.
Submitted by: Sandi Jones,
with Renaissance Learning, Inc. Madison, Wisconsin
Ask the hotel if it is going to have to use the tower, concierge level or other premium rooms to fulfill your room block. If so, you can negotiate with them to offer these rooms to the group first for speakers, VIPs, etc. In effect you will be receiving complimentary upgrades.
Submitted by: Suzette Eaddy, CMP,
with National Minority Supplier Development Council New York City, New York
If you have a need to smooth ruffled feathers at a meeting, ask the hotel for complimentary breakfast, lunch or dinner coupons. Give them to the disgruntled guests. The trick is that you only have to pay the hotel for those that are actually used. You can give out 100 and have 100 placated guests, but only have to pay for the 20 actually used. We did this when we had an oversubscribed event and couldn't accommodate everyone that showed up. It works!
Submitted by: Suzette Eaddy, CMP,
with National Minority Supplier Development Council New York, New York
You know how, in a general session (or any meeting for that matter), members fill up the back seats first? We try everything we can think of to get them to move forward...like taping off the last few rows (which does no good, because they just break the tape and sit down anyway). I once saw a speaker place free copies of his book on the first three rows. Back seats still filled up first. When I show up to give a keynote, I now carry a supply of special signs, and place them on the back chairs or tables (with permission from the client, of course). People walk in and avoid those seats like the plague! In large, crisp type, the signs proclaim: “Reserved for Audience Volunteers.”
Submitted by: Todd Hunt,
with The Hunt Company Chicago, Illinois
Many planners already know the value of a three-ring notebook to hold all the important info for your event (if you don't, get one...it's a must have!). When planning events with offsite excursions, I have found that putting all the paperwork for the offsite event into a three-ring envelope within the binder is a great time saver. When it is time for the walk-through or the event, we simply need to take the envelope out of the binder. The "Bible" then stays onsite for any situation that may arise and the envelope is easy to transport to the event. For situations with multiple events, I use color coded envelopes for easy identification (i.e Red = Monday, White = Tuesday, Blue = Wednesday). When the offsite event is over, the envelope slips easily back into the binder for future reference.
Submitted by: Elizabeth Burke Brown,
with Information Display and Entertainment Association Las Cruces, New Mexico
Announce at the beginning of your Congress or Convention that Congress Bags will be officially collected upon conclusion of the event from those who do not wish to keep them. Donate the bags to a pre-arranged local school or charity.
Submitted by: Joanne Joham, CMP,
with ICCA Summit, New Jersey
A day or so before your event, find out if your hotel is booked. If so, you can use that to get them to waive any attrition fees you may have incurred. This worked for me at Bellagio.
Submitted by: Sandra,
with ADP Insurance Services Florham Park, New Jersey
When investigating a destination for an event, use the CVB of that city. It is your one stop shop! You send them one RFP and they distribute it to their members and the proposals roll in. They can assist you in finding a venue, DMC and the list goes on. It definitely cuts time off of your search and you have their support through the entire process.
Submitted by: Val Johnston,
with Johnston Consulting Cumming, Georgia
To make your guests feel even more welcome, make an effort to phone their room prior to check in and leave a personal voicemail welcoming them to the event and giving out your contact info. It doesn't take long to leave a dozen messages, and they will appreciate the personal touch. (and it's free!)
Submitted by: Amy Champagne,
with Manifest Funding Services Marshall, Minnesota
I find that it is very beneficial to involve the entire hotel staff in my meetings. For example, involving the hotel banquet staff and waiters in discussions about an event goes a long way to insure good quality service. Too often these people feel left out of the equation, and if involved contribute a great deal more.
Submitted by: Ken Maas,
with Creative Technology Boston, Massachusetts
When preparing confirmation letters to attendees, always remember to include hotel parking fees, local after hours entertainment spots and the URL for the hotel and city.
Submitted by: Darlene Eckleberry,
with Indian Health Service Nutrition & Dietetics Training Program Santa Fe, New Mexico
I have planned meetings and conferences, along with special events for many years. I typically will have a tradeshow attached to my largest conference. To get exhibitors excited and feel a "part" of the crowd, I have them make fabulous signs, get costumed up, i.e., like in New Orleans - drape themselves with beads, and parade through the largest luncheon with a fabulous keynote. They are annouced during the parade through the ballroom and everyone LOVES it. They toss out "prizes" to attendees and get the whole crowd excited just before the keynote! They feel they are more involved and also get more exposure in front of the entire group. Exhibitors are the bread and butter of a conference, so make 'em happy!! They LOVE it!!
Submitted by: Val Johnston,
with Johnston Consulting Cumming, Georgia
When deciding what the booking code will be for your attendees, so that they can begin registering at the hotel - make sure that the head Reservations Manager relays the code to all reservation agents and available booking options. Never assume that this has or will take place. Agree on a date when the reservation goes live and do a number of cold calls to check that the code works. Pre checking can and will save you a ton of headaches as well as aleviate the many calls from angry and frustrated attendees.
Submitted by: Christopher Greenslade,
with Planning the Globe, LLC Charleston, South Carolina
When planning a meeting in a city with complicated union regulations, it is always wise to have a separate "labor pre-con." Assemble representatives from the various unions, the venue and your contractors to go over all of the rules and regulations. This insures that everyone is working with the same ground rules and that there will be no difficulties once on-site.
Submitted by: Ken Maas, CTS,
with Creative Technology-North America Boston, Massachusetts
When we're planning for unique entertainment we often look to local high school bands, orchestras or even ballet groups. Once while in Mexico, we hired a very fine ballet group & donated funds to the school and the dances they performed were the best ever! In Jamaica, we hired a local high school marching band to welcome our attendees ... it's always a win-win for everyone! A unique idea.
Submitted by: Susan J Rosen,
with In the Event... Palatine, Illinois
Ever heard of a meeting planner survival kit? Well, neither had I but I have one now, of my own making. I had a keynote speaker come to me at a conference and he had forgotten his cuff links (remember those?). I actually found a pair and saved the day, but I thought that I needed to have some of these essentials. So, I went to the dollar store and bought earrings, cuff links, first aid kit and many other trinkets to have on hand for the next emergency. I've only had to use it two other times, but I had the "stuff" on me when I needed it most, to help my presenters get back in to their comfort zone!! Everyone loves it!
Submitted by: Val Johnston,
with Johnston Consulting Cumming, Georgia
For large events that require registration, I make table-tent signs identifying a range in the alphabet, for example A - F, G-L, etc., spacing them out along 2 - 3 tables. Participants can then easily see which line they should be in, to sign in according to their last name. This saves everyone a lot of time and speeds up the registration process.
Submitted by: Darlyce Bollwerk,
with Regional Health Rapid City, South Dakota
It never fails, attendee's walk in to a ballroom looking for a place to sit....the problem is, no one can see empty chairs in a sea of people. So you have people wondering around aimlessly. I simply make SEATS AVAILABLE signs and draft the members of the conference committee to station themselves at empty tables around the ballroom. The committee members feel important that they can help and they get to network while holding up their SEATS AVAILABLE signs!! Seats fill up quickly and you can move on with your program. (Once my signage box got lost in transit and I just found some cardboard, printed the signs, attached the signs to the cardboard and attached long rulers to hold the signs up.) Everyone loved it!!
Submitted by: Val Johnston,
with Johnston Consulting Cumming, Georgia
For one of our annual two-day conferences, we always have some vendors from the vendor fair donate items as door prizes. Our attendees are from the medical field and can't always take 2 full days off so weren't always at the vendor fair when we would draw the winning names. Plus I didn't like how it had become such a project to manage all this during the vendor fair, when still so many other things needed my attention. A few years ago I developed our "Chip in for Charity" program. We still have the items donated by vendors, as well as my soliciting from area businesses. The attendees now purchase raffle tickets throughout the length of the conference, and we draw winning numbers throughout the 2 days. The winning numbers are posted on a board. When someone has a winning number, they take down that number from the board and bring it to the "prize area" where they pick up their prize. At the closing session any items not claimed are put back into the pot and numbers re-drawn until we have given away all the prizes. We then take 100% of the money raised by the sale of the tickets and donate to a local charity - this year the charity is a local no-kill animal shelter, and I'm calling it our annual charity "ruff"le!!
If attending a trade show or tabletops with hospitality vendors as exhibitors, put your meeting specs on the back of your busness card (via a label). It saves you lots of time filling out forms and gives impression you are really organized.
Submitted by: M. Lance Miller, JD, CAE,
with Metal Treating Institute Jacksonville Beach, Florida
As a welcome to our exhibitors when they arrive to set up their booth, at registration we give them a thermo-lunch bag, with the event logo on it, and inside is a large bottled water and a boxed lunch, a laminated sheet with important info.; hours of expo hall, important cell phone numbers,
exhbitor's lounge location, a couple of drink tickets for that evening's reception, and the most coveted.....a box cutter. On the last day of the expo, I walk the floor thanking each exhibitor, taking their photo and give them each a roll of packing tape. After the show, each exhibitor receives a hand-written thank you note with their photo enclosed.
Submitted by: Kim Corbeil,
with National Association of Investors Corp (NAIC) Madison Heights, Michigan
When our internal and external presenters go on stage to the presenters' table, we print their names in large letters on the back of the pre-printed table tents so they can quickly find their seats, without having to turn the table tents around to see where they sit.
Submitted by: Jan Wills,
with Quarles & Brady LLP Milwaukee, Wisconsin
Devote one staff meeting early in the planning process to the review of the websites for the Convention Bureau and Convention Centers and/or Hotel(s) you will utilize at your upcoming meeting. Rarely do we truly evaluate these valuable tools. Devoting exclusive time for you and your staff to review the information made available on-line will save valuable time in planning, sparks ideas and gives you resources you may not have thought of yet.
Submitted by: Windy K. Christner, CMP,
with American Pharmacists Association Washington, DC
Many of our exhibitors have made it clear that they do not want to have any kind of contests in the exhibit hall where attendees have to visit individual exhibitors to get a ticket or card signed for them to enter into the contest. They are bothered by attendees with no interest in their product approaching them just for a signature, etc. In order to get the attendees through the hall, we have placed a reg counter in each corner of the hall (Raffle Station 1, Raffle Station 2, etc.) The attendees get a raffle card for each day and must get it stamped at all four counters in the hall before they enter it in the raffle. The more days they get their card stamped, the more chances they have at the raffle on the last day. This gets them throughout the hall, and the stampers at the booths also serve as information guides.
Submitted by: Marisa Goldberg,
with American Academy of Pediatrics Elk Grove Village, Illinois
We all know that often times the “quality” of your meeting is only as good as the staff you have working it! The caliber of the hotel staff can make or break your overall member satisfaction rating of the conference. If you, like most planners, rely on hired staff to assist with your registration—you are relying on temps to be both knowledgeable of the program, the meeting venue, and city/location, as well as be customer service focused. (Sadly, a combination not always found in a temporary secured through an agency or bureau). MY TIP: I have had great success with asking my hotel CSM if there are hotel staff members (usually hotel front desk personnel) that are looking to pick up some extra hours and extra spending money. This method of finding qualified help has been outstanding. The person’s knowledge of the venue, location and even access to the “behind the scenes” places of the hotel--invaluable! For example, I was in a pinch for some copies and the business center was closed…the hotel staff person I hired to help with registration was back with the copies (complimentary I might add) before I could worry about the closest Kinkos, and who I could afford to have off property for any amount of time taking care of this detail! Likewise, he was friendly and had answers to the hotel-specific questions (restaurant, gym and room service hours, directions to good restaurants in the area, etc.). The hotel CSM also like knowing there is another “hotel person” on the floor working the show from a different side to ensure good service).
Submitted by: Maureen Thompson,
with ASBO International Reston, Virginia
At our annual retreat for supervisors, directors, administrators and CEOs, our Director of Fund-raising is in charge of being the "Fine Master." She is very good at finding reasons to be fined, such as; wearing a tie at a "business casual" event, cell phone's ringing, too many trips to the restroom, sleeping, etc. She makes it fun, and over the years as attendees get to know each other some fines may have a connection to a previous years retreat. It gets a lot of laughs, breaks up the day, and all money is raised for a particular charity that has been identified and communicated prior to the retreat.
Submitted by: Darlyce Bollwerk,
with Regional Health Rapid City, South Dakota
To offset the stress and strain of meetings, I recommend a program called jokesercise. You can read about it on the webpage, jokesercise.com. Led by High-Powered Howard, a comedian and personal trainer, it can provide either by Howard in person or via a DVD tape, half an hour of exercise alternating with comedy. Attendees will love it! My groups do. Sybil Simons Group Travel Advisors, 212-222--4774
Submitted by: Sybil L. Simons,
with Group Travel Advisors New York, New York
No matter where we travel, in the US or outside the US, we try to bring small gifts of thanks from Chicago or Illinois for the bellman, wait staff, the admin staff and even our sales manager! Nothing says 'thank you' more than something from your own home town! No matter how small the token - a key chain, a t-shirt or a coffee mug - it has always been appreciated!
Submitted by: Susan J. Rosen,
with In the Event Palatine, Illinois
A good tip for meetings/events that are planning a silent or live auction as part of their activities is to solicit area vendors, whether locally or the area to which you are traveling (provide vendors with your organization's mission/purpose and event info). You can request a complimentary gift certificate/tickets/coupon from their establishment (i.e., hotel/spa amenities, restaurants, mall stores, theatres, museums, excursions). You'd be surprised the vendors that will oblige!
Submitted by: Denice Cajigas,
with Crop Insurance Research Bureau, Inc. Overland Park, Kansas
As everyone is aware, purchasing gift baskets for your meeting guests can be quite expensive, not to mention the baskets just never seem to have the variety/quantity or theme you may be wanting your meeting, or within your budget - especially when your group is a non-profit organization. At our meeting last year in Tempe, AZ, I shopped at one of the local dollar stores and purchased the following items to make 65 gift baskets for our Southwestern Theme meeting: China dinner plates with a festive southwestern design; large cans of Arizona Iced Tea (2 for each basket); large bags of Dorrito chips; large jars of salsa; bags of assorted mini-chocolate candy bars; and colored party plastic wrap and ribbon I loaded my vehicle, returned to the hotel, and assembled the gift baskets for our guests in my room. Avoiding the $3/$5/$10 delivery room charges that a hotel/resort charges, I borrowed the bellman's baggage cart and delivered the "beautiful" baskets to our registration table where the guests could receive them! Total cost of 65 "awesome" guest gift baskets - $196.75 - the baskets were definitely a hit...and the China southwestern platter could easily be wrapped up to fit into your suitcase to take home with you!
Submitted by: Denice Cajigas,
with Crop Insurance Research Bureau, Inc. Overland Park, Kansas
When working with international properties, try to work with US dollars instead of the local currency and have the terms and type of currency for settling the final account SPELLED OUT in your contract, otherwise it's a logistical nightmare to convert the costs of multiple events and multiple services when the final bill arrives. Are you paying the amount on the contract, the amount on the day that service was rendered, or the amount on the day of payment?
Submitted by: Paula Sable,
with Family Health International Raleigh, North Carolina
For incentive or meetings: If you plan on presenting any kinds of room gifts - do the research on your site visit & buy the gifts locally. You'll save shipping, you'll boost the local economy & be a hero with the local folks - the attendees will have something from the location they have visited (and probably not purchased for themselves) and it will be much easier all the way around. From Jamaica to Curacao to Mexico to US destinations -- this practice has kept our vendors happy and our clients coming back for more! From wind chimes to photo frames to food items -- everyone loves presents!
Submitted by: Susan J Rosen,
with In the Event Palatine, Illinois
Would you rather spend less time on the phone and email arranging speakers for your annual meetings? It's never too early to start planning ahead. You have a captive audience while everyone is gathered together for this years annual meeting to start arranging for speakers for the following years meeting. Simply pick out a theme ahead of time and get them signed up while they're all in one location!
Submitted by: Scott Ludwigsen,,
with Phoenix Marketing International Somerset, New Jersey
We've come up with an entertaining solution to the irritating problem of cell phones ringing during presentations. At the beginning of our events, the Director/Chair announces that if someone's cellphone rings, that individual must buy a round of drinks for the Director, the Event Planner, and the 2 people sitting on either side of him/her (since those are the individuals most inconvenienced by the disruption). People laugh, and we make sure we collect! The result - at my last 5 day seminar cellphones rang 3 times on the first day - and not at all the rest of the time!
Submitted by: Randi Glass,
with CAPAM Toronto, Ontario
Have you ever had one of those days on site when you are constantly putting out fires, answering a hundred questions all at the same time, running from workshop to workshop and trying to write down questins your client is asking you, that needed answering yesterday?
Sounds familiar? Help is at hand. get yourself a dictaphone. Its simple, quick, efficient, effective, saves you time and makes you look very impressive in front of your client. The dictaphone, the multitaskers salvation!
Submitted by: Chris Greenslade,
with Planning the Globe Mt Pleasant, South Carolina
Want to make a difference?! Invite the local Red Cross to have a hurricane relief booth at your annual meetings (those that have trade shows in conjunction with your meetings). The Association of School Business Officials International (ASBO) plans to have the Boston Red Cross come and collect funds in a booth during our annual conference where we will list the names of our members effected by the wrath of Katrina. After the meeting, I will challenge my sponsors and exhibitors to "match" what is collected by the membership and conference registrants.
It is a great way for the Red Cross to be exposed to hundreds even thousands of people together in one place...many with association members impacted by the hurricane.
Submitted by: Maureen Thompson,
with Association of School Business Officials International Reston, Virginia
WANT TO FILL THOSE EMPTY TABLES AT THE FRONT OF A BANQUET? Nothing looks worse than empty tables in front of your stage on banquet night, especially when you have a guest speaker. When I want to make sure the tables in front of my stage are full I put reserved signs on the last two rows of tables in the ballroom which forces people to look at tables closer to the stage. Once those front tables are filled I pull the reserved signs and fill the tables in the back of the room too. It really works great!
Submitted by: Dan Lough,
with United Tranportation Union Cleveland, Ohio
We take a "Magic Kit" to all of our meetings. We bought a large hang-up makeup travel case that has several see through pouches and filled each pouch with meeting items such as tape, band aids, white out, return mailing labels, posted notes, pens, markers, lazer pointer, nail polish remover, etc. We hang it up in our work room and know where to go when we need supplies. It is easy to pack and since you can see through the compartments, easy to replenish used items when you return home. Our favorite make-up holder comes from The Container Store.
Submitted by: Joan Orentlicher,
with LOMA Atlanta, Georgia
This tip has a double benefit - better health and a cost savings. For an all day meeting with lunch and an afternoon break, I hold back the dessert from the luncheon and serve it during the afternoon break. Your attendees aren't tempted with two sweets in a short time frame and you save money by not ordering a separate item for the break. You can include something non-sweet also, like fruit, nuts or popcorn.
Submitted by: Kathleen Zwart, CMP,
with Blue Cross Blue Shield of Florida Jacksonville, Florida
Have you noticed people dozing off at meetings? (Not at yours, of course, but I am sure you have noticed it at meetings you have attended.) Incorporate exercise (which brings oxygen to the brain and muscles) into your meeting by scheduling a walk around the hotel/conference center into your health breaks. For those attendees that actually take the walk... reward them by handing out tickets at the far end of the building. Prior to the next health break draw a ticket for a prize and you will see the number of walkers increase dramatically during each subsequent break. Net effect, people come back from their breaks ready to listen, look and learn!
Submitted by: Scott Ludwigsen,,
with Phoenix Marketing International Somerset, New Jersey
SAVE $ ON THEME DECOR: My general sessions have a 12'X12' screen set up on either side of my stage for IMAG. When we go to a city I have images of that cityscape downloaded & projected up on the screens when we're not using IMAG (screen dress wallpaper). I also download scenic pictures to our projectors to go along with the theme for our evening theme parties. Example: Google Key West Sunset for our Luau theme party for 1000 people. Used a great picture and saved hundreds of dollars on decor rental. Or put your logo/VIP's up there.
Submitted by: Dan Lough CMP,
with United Transportation Union Cleveland, Ohio
It is helpful to put the meeting schedule on the back of the name badge in small print.
The meeting attendees just flip their name badge over and know where and when they need to be somewhere.
Submitted by: Erin Hussey,
with State Government Affairs Council Alexandria, Virginia
When doing name badges for a smaller meeting, I have them assembled in advance, then shipped to the meeting location. If left loose, upon opening you will have badges everywhere.
I like to clip the name badges to one lanyard, in alphabetical order - A followed by B right behind it. You can fit about 50 badges on one lanyard. Then you fold in half, tighten the slack, and lay them flat and they ship beautifully.
For an added touch, fold the attendee names into each other and at the end of your lanyard attach the on-site coordinator's badge, so when your supply box is opened his /her name will be the only name seen.
Submitted by: Lori Giovenco,
with The Laureli Group, Inc. Torrance, California
Save big bucks on shipping (and possibly printing) and save time by sending your handouts on disc to a local Kinko's FedEx. Printing is very inexpensive (about two cents a page). You also don't have to have the materials ready weeks early for shipping.
Submitted by: Karin Soyster, CMP, CAE,
with NAIOP
When creating name tags - make the first name in EXTRA LARGE and bold font so that as people approach one another they can read it from a distance to avoid awkward moments for your participants that have difficulty remembering people's names. Everyone will thank you!
Submitted by: Scott Ludwigsen,
with Phoenix Marketing International
Need to stretch your breakfast budget? Ask the venue caterer to cut the bagels, croissants and muffins in half. Many people will take smaller portions, leaving more to go around, and very little food that goes wasted on someone's plate!
Submitted by: Laura Johnson,
with Market*Access International
When working with an in-house AV company, remember that their equipment is not unlimited. Always do your homework before you leave the office. Research AV companies in the host city and bring at least 2 contact names with you to the event. It is generally assumed that an in-house company has plenty of backstock equipment for last minute requests and this is not always the case. Good outside contractors typically bring extra equipment with them. You as the customer may be able to bring in last minute equipment faster or CHEAPER compared to what the in-house company can provide. Having the 2 company names on hand can save you time and money!
Submitted by: Megan Kiessling,
with Alcoholism & Substance Abuse Providers of NYS
I always send my clients a checklist that has all the questions that I am going to be asking them before the start of the program. Like audio visual, shipping, transportation, day guests versus overnight guests, food and beverage guarantees, hotel policies and procedures, cut off dates, etc.
That way my contact can start getting prepared when they are planning their conference and not have any "surprises" that may arise.
Submitted by: Kristy Schmelzer,
with Q-Center
We developed a Quality Manual for our Annual Meeting. The manual includes a detailed description of each meeting or event, meeting times, expected attendance, food and beverage requirements, A/V requirements, room set-up requirements, association supplies (speaker certificates, evaluation forms, ballots, etc.) and any other supplies that are potentially needed. A copy of the manual is given to each staff person, and to the hotel staff.
As we prepare and pack for the Annual Meeting, we can check off each item to ensure that we did not miss any key elements. We also keep a master copy at the meeting so we can add new items to the list for future meetings.
Submitted by: Shannon Corcoran,
with American Society of Sanitary Engineering
For Incentive Programs -- Always keep in mind that all the attendees may not be seasoned travelers (spouses/guests of attendees) or the attendees themselves. If you are arranging their ground transportation upon arrival, send an e-mail a few days before their departure to remind them of the logistics; where they are to meet the greeter and just the fact that ground transportation has been arranged for them. This is a quick and inexpensive task. With all the excitement of their trip, the instructions that were sent months before will not be remembered (or even easily located by them).
This will save you much time on-site when you don't need to search for "lost" incentive attendees at the airport!
Submitted by: Mary Beth Cosentino, CMP,
with Mellon Financial
A WIN WIN situation with the hotel facility, sales & marketing managers as well as the banquet manager are your tool for success. A way of communicating is to let them know what you want out of this meeting. A successful person will work with everyone from the maintenance individual to the maid. The way you want people to treat you, you have to treat them as well. I'm always successful in my meeting because I treat peole with dignity and respect.
Submitted by: Rosanna L. Harvey,
with FDA
It's never too late to start forming good relationships with the facilities where you conduct business. You never know how they can help resolve your challenges. Although you are their client, you want to show them you are a team.
For example if you are on a tight budget and are holding your meeting at a facility that is potentially oversold on housing, you have a great chance of negotiating an arrangement that is beneficial to both you and the hotel.
Do some research so you don't put your own meeting in jeopardy. Most of the time the hotels are sold out of 1 particular room type. Contact your sales person or CSM and tell them you've heard they may be having some housing challenges and you'd like to offer them some help. If you are holding upgrade rooms, tell them you'd be willing to exchange your upgraded rooms for standard rooms in exchange a meeting comp. Suggest something you know the hotel will not cost them out of pocket (i.e., in-house technology, waiver of nonunion labor/delivery charges, comp room rental). Most of the time the hotel will be more than happy to negotiate because they will be able to happily accommodate both (or all) of their clients.
Submitted by: Tina Buehler, CMP,
with Q Center
I carry a tackle box to keep at all my registration tables. It has paper clips, tape, scissors, push pins, stapler, etc. You get the idea. Anything and everything speakers and/or exhibitors might need. I have saved a ton of time and aggravation not having to find a hotel staff person to get us something. Also, a first aid kit.
Submitted by: Ellen Sykes,
with KY Academy of Trial Attorneys
Don't worry about overcommunicating when contracting with a hotel or convention center during the planning process. Even though most of the information was mentioned during the contract phase, doesn't mean that it is passed on to the departments that will be servicing you. Provide your event manager a preliminary agenda, a list of what is important to you and the overall goals/objectives that the facilitator would like to accomplish during the meeting. This will help ensure that the event is successful and that everyone's needs are fulfilled.
Keep in mind, the event planner is the best person to help with any creative solutions to obtain your goals. Or if they do not have the answer, they have many resources that will.
Submitted by: Carol Stahulak,
with Q Center
Instead of having your attendees fumbling for the agenda in the attendee booklet, which by the way, they have set down and can't find, print the agenda on the back of their name tag. You can condense the schedule down by just using the start and stop times, the subject of the session/workshop and the meeting room name. Then your attendee can just flip their nametag over to see the schedule.
This great idea is from a friend and co-worker, Ms. Sara M. Edwards!
Submitted by: Lisa E. Todd,
with SMC³
If you have a machine answering your switchboard (or for after hours), consider a meetings extension that plays general info about your conference. You can set this up before your brochures go out to cut down on some of the mundane questions. You might also consider a “frequently asked questions” section on your Web site.
Submitted by: Karin Soyster,
with NAIOP
For the first time at our trade association's annual convention last year, we bought bags of kid candy--Tootsie Rolls, suckers, hard candy, etc. and put a big bowl of candy out at our registration desk. Members stopped by during the day for a piece of candy and a chat--lots of members walking around with suckers, it made them a little bit happier and they enjoyed the convention more.
Submitted by: Cie Motelet,
with NIBA-The Belting Association
I ask my Convention Service Manager to provide me with the names of the other planners in house during my meeting. I send the other convention managers a note, email or letter introducing myself and letting them know they can contact me if they need help with adjusting space or other issues that may arise.
Last year this proved beneficial when one of my sub groups did not inform me of a time change and their meeting ran over by 3 hours. The other in-house group was much more open to adjustments because we already had a dialog.
Submitted by: Cynthia L. Smith,
with American College of Osteopathic Surgeons
Defining the scope of the conference is one of the biggest pre-conference activities around. Ranking all the factors that influence decisions about the conference gives us planners an idea of what compromises we'll have to make to meet the conference goals.
However, scope creep has been one of the biggest challenges I've faced lately. Some people can't resist trying to change important details, and they rarely understand the consequences of doing so. It seems they figure, "we've got a great deal, why can't it get better?"
A lot of people (especially those who deal with it often) have a knee-jerk reaction to scope creep. "NO." That's not a very customer friendly reaction, is it? Even with an explanation, it's a very negative reaction.
Recently, in my battles with scope creep, I've changed tactics. When asked to change some important detail like dates or location I say "Yes... but what are you willing to trade for this big change? Do you mind losing our (whatever made the deal so attractive in the first place: cheap rooms, comps, agreeable cancellation policy, killer meeting room, etc)?" Then after researching the change, I ask "this is what the cost of the change will be. Is it worth it?"
Sometimes the change is for the better. It can have zero impact on other factors or make the overall deal even sweeter. Other times, changing the scope midstream has a negative effect. In this case, the person requesting the change can see quantitatively the negative effect. In the future, they'll understand why scope is defined early on.
Regardless of either outcome, you're a team player making a contribution in a positive manner.
Submitted by: Brian Good,
with Active Communications International
In your Contacts, create names called "Airlines" and "Hotels." In the notes section, list each airline or hotel and your frequent flyer/stay numbers. This is especially helpful when traveling using your Palm Pilot or Blackberry.
Submitted by: Karin Soyster,
with NAIOP
Prior to any meeting, set up a Emergency Contact list of all meeting attendees and staff. God forbid there is an unforeseen accident we have emergency contact names and numbers on hand. We keep one in our "war room" and even provide a list to our clients.
Submitted by: Lori Giovenco,
with The Laureli Group, Inc.
At times, a restaurant wants a guarantee minimum for the cost of dinners. These are sometimes difficult to tabulate or prove. I provide a card with the organization's name at the top of the page. I just ask the attendees to fill in the cost of their dinner and have the waiter initial it. Just takes a minute, but then we have proof that we've met the minimum guaranteed the restaurant.
Submitted by: Sybil L. Simons,
with Group Travel Advisors
When folks come to registration, in their bags or packets, include 2 double sided name placards. Using heavy stock, the attendees can fold it into two and easily prop up one of their names placards at their place so they are easily identified. We give out two because attendees always leave them someplace and need another.
Submitted by: Gail Tannenbaum,
with Electronic Industries Alliance
Don't rely on attendees' indications on registration forms to project "'special diet" needs. Whenever possible, include vegetarian or fish (careful of shellfish! Lots of allergies there!) dishes in buffets, a mix of low-carb/high-carb foods, etc. Predominantly-male groups may be as much as 25% low-carb, but they won't tell you in advance -- just complain afterwards! And the vegetarians take pride in "being able to adapt," so they won't ask for special menus, either. For mostly-female groups, estimate 10% or more have vegetarian leanings, with a much higher probability if attendees are mostly from the West Coast. In a typical meeting for 75 people, I'll see one registration cautioning in advance an attendee's special needs, but as many as ten gripes about non-accommodation of special diets will show up on the evaluations.
Submitted by: Susan A Neff, CAE,
with APICS
In an effort to capture as many participate surveys as possible, color code the surveys each day for each am session and for each pm session. Include a note in the "At A Glance Schedule" i.e.: Please turn in your blue survey....Please turn in your yellow survey, etc. at regular intervals. In addition, post "turn in surveys bins” with signs "Thank you for turning in your completed survey" at the registration/host table so participants will identify their location upon arrival. Print "Thank you for turning in your surveys” on the bottom of the survey. Place one in the bin to prime the pump -so there will be no question as to where the surveys should be placed. It will improve the number of surveys you capture tremendously.
Submitted by: Brenda Dohman,
with Midwestern University
Supply photo post cards for their rooms ( of spots or activities they may have done) Be sure they are stamped with the postage for the destination...They' love it...Also tell where the mail drop is
Submitted by: Jeromee Thompson,
with JD Thompson
Provide your Speakers and VIPs with a Special Break Room equipped with refreshements for their convenience. The room will serve as a break room during the conference and a spot they can mix and mingle with other speakers and VIPs participating in the event.
Submitted by: Diane,
with U.S. Department of Transportation/HCDI
I represent an International organization, and we are constantly trying to find new ways to relay to our International Delegates how appreciative we are, that they have joined us, especially since 90% of our events are held in North America requiring our International representatives to travel great distances to participate.
To make them feel at home, we create a "International Room" in a high traffic area at the conference. (The room is similar to a hotel's concierge lounge. With comfortable seating, light snacks, and a staff representative on-hand to provide assistance.) Because English is often the second language for many of our International participants, and most of the educational sessions are in English, we provide binders with presenter handouts for all sessions, as well as fact sheets prepared by the presenter. It gives the delegates additional time to review and prepare for the session. On the final day of the conference, we schedule a wrap-up session with a facilitator to recap some of the key events/sessions of the conference, and receive feedback from our International Group on how to better serve them at future events.
Even if you do not have a large International delegation, if you have a segmented group that you would like to make feel extra special, the wrap-up session, with immediate feedback on how you can better serve the group will show how important they are to you and your organization.
We decorate the entrance of the International Room with flags of each country in attendance. It is common to see lots of photographs being taken next to the individuals perspective flag with the big ISPI banner in the background, pictures which we want them to share with colleagues at home, who may decide to participate the following year.....remember a picture is worth a thousand words.
Submitted by: Donna Vaught,
with International Society for Performance Improvement
At a recent management retreat we wanted to mix up the seating arrangement for the afternoon, so... the hand-outs had 5 different colored covers (the attendees were not given any reason for the colors). Later in the day on a break, I added a table tent to the table coordinating with the hand-out covers. The participants were then asked to move to a table with a table tent matching their hand-out.
Submitted by: Darlyce Bollwerk,
with Regional Health
If you have an exhibitor incentive program and are working on a limited budget for the prizes ask your exhibitors if they would like to donate raffle items. This way you get extra raffle items which increases your enthusiasm to participate, the exhibitor gets extra recognition for supplying the item, and the organizer gets extra items at no cost and minimal effort!
Submitted by: Virginia Hoover,
with BRTRC, Inc.
We saved $1,000 last year by ordering water coolers and pitchers of water for our breaks instead of individual bottles of water. The small bottles are so easy to slip into a purse or tote bag and carry back to your room and can sabotage your food/beverage budget.
Submitted by: Claire Modarelli,
with Moffitt Cancer Center
A few years ago, our organization began printing a "Program at a Glance" for participants. Once participants have read session descriptions in the 40-page program guide they can highlight or circle the time and title of the session they want to attend and only carry around a brochure-sized publication instead of the program guide. To go along with that, we also produce "bookmarks" for board members and planning committee members that list days, times and titles of mandatory meetings or sessions that require their presence. Our conference nametags are the pouch-type so these bookmarks and Programs at a Glance are easily accessible all conference long.
Submitted by: Deb Tewell,
with National Association for Interpretation
If you offer both daily and full-conference registration options, consider assigning a different “color of the day” to each day and communicating the colors assigned to registration staff and facility security staff. Then give badge holders in the appropriate day’s color to each one-day registrant. More subtle than including the day on which it is valid on the name badge, this still serves as a visual reminder to attendees that their access to the event is time limited. In addition, it will aid security staff in identifying persons with proper access credentials.
Submitted by: AP Crocker,
with ESA
Purchase a brightly colored clip board and attach a legal pad. When you and other staff members find times when you think "I'll change this next year" or "I should have done such and such", write these things down so that you can honestly make these changes in the future. You'll save the frustration of trying to remember them all when you get back to the office. This could also be used to write down issues to resolve upon your return - lost receipts, reimbursement issues, special requests, etc.
Submitted by: Anita Lara,
with American Heart Association
When VIPs requiring security are to be met at the airport, email their photo to the company providing the transportation, or person picking up the VIP. This eliminates the need for the driver to hold up a conspicuous name card. Also, require the driver to provide ID to the VIP.
Submitted by: Virginia Quintero Rosell,
with The Conference Source LLC
Ensure your meeting is adequately staffed and trained to answer attendee questions and handle all logistical elements. Make sure staff is visible and accessible to attendees for the duration of the meeting.
Submitted by: Patti Korshalla, CMP,
with Scientific Therapeutics
Our “Onsite Registration” encompasses not only walk-in registration and supplemental order processing, but also Information, “Lost and Found”, message center, and baggage storage, among other functions. The desk is open long hours and staff work staggered shifts to provide coverage.
Pre-meeting, I provide staff orientation to review policies, procedures, and questions attendees frequently ask. I also instruct registration staff to record items requiring follow up, messages to desk staff, and other relevant information in a log book and to review log entries at the start of each shift worked. I find that these strategies facilitate effective communication among registration team members, keep everyone “on the same page” as adjustments are inevitably made during the meeting, and foster delivery of consistent service to attendees.
Submitted by: Tricia Crocker,
with ESA
Use colored tape to mark packages to be used by day, presenter or time of day to making storing and locating easy.
Monday - Red, Tuesday- Yellow; Wednesday- Green or to identify presenter materials, i.e., Mark Smith = blue so his materials are Monday (red) and (blue) His presentation on Tuesday will be (Yellow) and (blue)
Easy to color code the program as well.
Submitted by: Mary Dauteuil,
with DCI
Need your goods delivered on time?
Always ship your materials two or three days ahead of schedule. Keep your tracking numbers and verify deliveries in advance. This can really save you some stress if your deliveries are delayed for any reason. Two or three day shipping is also less expensive than overnight deliveries. Imagine arriving on site and your goods are nowhere to be found? I'm sure it has happened to us all at one time or another.
Submitted by: Cheryle Davis,
with US-ASEAN Business Council
Sometimes when negotiating with a hotel for the best rates it is better to go through the hotels revenue manager.
Submitted by: Linda,
with Downing
If you are going to have a Registration Desk, research which program is more efficient: Pre-Print the Badges and have envelopes ready for pick-up; or use an on-site badge printer and program to print the badges as the attendees arrive. If there are budget restraints in using a computer system at your site, you can always use a laptop and LabelMaker software.
The key element is to get your attendees registered and out to their meetings as fast and as efficient as possible. Make sure, also, that the registration staff is properly trained and comprehends the registration procedures.
When the registration process is smooth and efficient, both the attendees and your staff will reap the rewards of a successful meeting.
Submitted by: Jim Bachteler,
with Atelier Design Planning
At the beginning of your convention, station staff at key traffic points directing attendees from location to location so attendees can quickly learn their way around the meeting space. For example, during registration, you'd have staff at the entrance of the hotel or convention center who would direct people to the escalator bank, another staff member at the escalator bank directing people up or down toward registration, etc. When attendees leave the first general session to head toward breakout sessions, we have staff at the exits and at all key turns directing them toward breakout rooms. All staff hold signs with the name of the meeting so they are easily recognizable. Before attendees have registered and are wearing nametags, staff are instructed to look everyone who walks toward them in the eye, smile, and say, “Hello. Are you looking for the (fill in the name of the show)?” Many attendees will refuse to read directional signs or will ignore a staff member who is standing silently waiting to be approached for help, but if your staff make the initial effort to greet people, the attendee will always willingly accept their assistance.
Submitted by: Jennifer King,
with Corporate Legal Times
Make a list of the websites of at least 8-10 organizations or associations similar in purpose or size to your own. Set a specific date to spend two or three hours visiting those websites. Bookmark each site for a future visit.
Look at their upcoming and past meetings, the destinations they are using, the registration fees they are charging charge, hotel rates they are getting, their exhibitor prospectuses, special features and speakers.
Evaluate whether your own web-page stacks up well or whether there are ideas you could incorporate. Follow up with direct contact with the meeting planner if you find particular ideas of merit. Set a date on your calendar to perform this exercise at least twice a year. It's pretty easy to get insular and even stale....this will keep you thinking, stretching and growing.
Submitted by: Ellen R. Cardwell,
with The Ecological Society of America
For international meetings, get the sleeping room rate listed in the contract as "no higher than (the US$ equivalent)". This strategy saved us and our members a tremendous amount of money as the US dollar fell against the CAD during the one-year period between our signing the contract and the meeting taking place.
Submitted by: Jane Roxbury,
with Forum of Regional Assns of Grantmakers
Always remember that even if you are a planner and while suppliers may want your business, what they value most is your honesty and trust. If there is no honesty or trust in a relationship, no matter how valuable your business, no one will want to do business with you. Honor your word above all costs and your business will flourish.
Submitted by: Martha A. Jackson,
with U.S. Department of Justice
Get your post-meeting electronic evaluation or survey ready prior to leaving and post it on your meeting website as you depart for the meeting. Put the link on your Internet Cafe during the meeting, publicize it in the registration materials; send out a broadcast email thank you and reminder immediately following the meeting. You will get fresh impressions; lots of responses. It's paperless; you get a fantastic response rate....and at the end of the survey, you can also remind everyone about the location and dates of next year's meeting.
Submitted by: Ellen R. Cardwell,
with The Ecological Society of America
When I go to a city with which my attendees are not acquainted, I go to the restaurants and shops, [Macy's will always give a discount coupon and sometimes a bag] and pick up discount coupons and buy Entertainment Books for each attendee and when their family or spouses arrive, they have a start on some dining and shopping. I always give them a welcome bag with maps and local info and a sun visor if there is sun.
Submitted by: Melody McGinley Whitela,
with The Main Event
It's a mindset. Expect the Unexpected and Ahead of the Game.
Submitted by: Robin Walker,
with LBMMC
A great way to start generating interest for your NEXT Conference is to hold a "Destination Luncheon or Reception" during your current conference. Drum up support from next year's host city...bring in a destination specific band, decor, food...etc. A sign or banner may work, but why stop there...you've got a captive audience...give them the whole experience!
Submitted by: Angela Orlando,
with American Society of Home Inspectors
Since most people either lose their agenda for multiple day meetings, I prepare a brief pocket card that only shows dates, times and locations. They will always have this with them. The men in their shirt pocket; the ladies in their purses (small and compact).
Submitted by: Sharon DeGrouchy,
with Prestigious Affairs, Inc.
While it is undeniable that "duct tape" is the panacea for MOST major quick-fixes, presenters and meeting planners should ALWAYS equip themselves with a variety of sizes of POST IT NOTES as an alternative for lost / missing tape and fastening devices like paper clips and alligator clips.
1) CAN'T FIND YOUR TAPE and you need to hang poster paper... use your POST IT NOTES like band-aids to keep posted items adorning the wall.
2) CAN'T FIND YOUR PAPER CLIPS... use your POST IT NOTES in lieu of clips by wrapping the note around the front and back of a pile of papers.
Alternate by wrapping at the TOP and BOTTOM ("pajama style") or at the LEFT and RIGHT sides and voila... your handout stays together. Enjoy!
Submitted by: Brian J. Mulcrone,
with BJM Group, Inc.
When planning your sponsorship program, leave some flexibility for creative ideas from your sponsors. Allow your sponsors to have input on sponsorships instead of dictating what they can, or can not, sponsor. We recently had a program sponsored in full by a company who was looking for added exposure to our Regional and District Managers. We sat down together and created a sponsorship for a dinner outing to a local Gameworks during our National Sales Meeting. The sponsor was thrilled to have exclusive sponsorship of the event and an opportunity to spend some one-on-one time with our associates.
Submitted by: Rose Horcher,
with Sears, Roebuck & Co.
The key elements in understanding your target audience is the depth of their interest and what motivates them. For corporate clients it is brand preference and awareness closely followed by product knowledge. If you can offer these elements as part of the meeting or trip you are planning it will sell yourself and proposal with more success.
Your clients aren't conducting meetings or trips for fun unless it is an adventure or tour operator. The reason they are doing it is because they are seeking to shore up and sling shot the bottom line. In creating an association to their category and what the company is all about while reinforcing product knowledge among the attendees (usually sales, front line, or event execs) there is a need to recognize results to the bottom line and productivity as an outcome of the trip.
For tour operations and adventure travel you want to create an experience for the individual that keeps them returning and referring others. The magic ingredient is creating a seamless event that goes "better" than promised. Take care of the little things and you will be rewarded by the big things.. think as though you were buying into the trip and visualize what your concerns and expectations would be and then plan for these occurences.
Submitted by: Carson Tang,
with Carson Worldwide
As you wind down on the flight home from an event, use your time to coordinate thank you notes to the people who helped make your event successful. Their efforts are still fresh in your head and it's one less thing that you have to do when you get back!
Submitted by: Patti Korshalla, CMP,
with Scientific Therapeutics Information, Inc.
As part of a major equipment deployment project, we are required to train deployment coordinators on a monthly basis. We have developed an agenda that allows the experienced field coordinators to present topics in which they have proven to be successful. For example, one coordinator became an expert in networks and I.T. Instead of having a representative from the I.T. department, we have this coordinator give the module, adding tried and true tips that actually worked for them in the field. We have found that this impresses the audience much more than someone who simply wrote the procedures, but has not implemented them. They also can provide in depth experiences and best practices.
Submitted by: Sandy Frankel,
with USPS
I have found that canned soda costs a lot of money to provide at our conventions. To save on money, and save on the waste of 1/2 cans of soda being thrown away and people taking two/three cans "for the road", two years ago I moved to using a self-service fountain pop station. These fountain pop stations are conveniently placed near break areas, and are serve-yourself. All the venue has to worry about is ice, 6 oz disposable cups, and replacing the canisters once a day (instead of counting and recounting pop cans). It's a win-win situation - - it's saved me on my budget, members are happy, and the hotel staff is happy to not have to count cans anymore, and the waste is significantly decreased!
Submitted by: Stacey Petersen,
with MHA Ventures, Inc.
First, schedule the meeting at an odd time, such as 8:54 AM, or 2:18 PM. People tend to be on time more often.
Next, collect all cell phones at the door. Put each phone in an owner initialed envelope. At the end of the meeting, return a phone to someone who has one or more attendees phone # stored. That person may leave after calling one person and commenting on the meeting just held. Then that person calls another, etc. etc. There are countless variations for this.
Submitted by: Steve Parker,
with Northrop Grumman
Assure great sound as a key part of your planning for your meeting and event.
The number one mistake or omission in planning is poorly planned sound dependant upon the band or house system. Plan to hang speakers on truss overhead or separate the number of speakers around the room to balance the space. When planned from the stage on a tower of the band equipment it blows away the VIP's at the front table when the first big song kicks in. This can color the impact of speakers or content delivery overall. So invisible, but so crucial to your success is good technical production of this very qualified area of your next meeting or event. Budget a little extra and be prepared to take a bow.
Submitted by: Richard Aaron,
with BiZbash.com
For major conventions, it helps to start having group meetings with your association or company’s on-site team six months before the event. This will enable you to address any procedure, responsibility or logistical issues well in advance, ensuring a smoother, quicker meeting right before the show. I try to get my team in the “show mood” – sometimes difficult this far out -- by bringing in food, beverage or décor appropriate to the show locale. For example, chips, salsa and paper mache chili peppers kicked off out first team meeting for a Southwestern US city event!
Submitted by: Rita Rokos,
with Dynamac
Everyone loves a great party. Have everyone dress up as their favorite movie star, and stay in character the entire meeting. This way they "come out of their shells" and have a chance to be a different persona. I often hold theme meetings, and provide the costumes. My next one is: come as your favorite farm animal. Try it, it is fun!
MOO ON
Submitted by: Melinda Weinstein,
with US Postal Service
Unlocked luggage - Have you arrived at your destination to retrieve your luggage and find a fluorescent green sticker "LUGGAGE SEARCHED"? I hate the thought that someone was touching my lingerie. I now purchase zip lock storage bags in every size. The extra large one I pack my lingerie, another one for shoes, toiletries, hair products, so if my luggage is search everything is handy to pick up and see through without actually handling the garments. I also pack my Meeting Planner emergency kit in one of these bags. Once on-site, I can grab it and go to any meeting or event with quick accessibility.
Submitted by: Sheryl Thorpe,
with Association of Science Technology
Try to book your plenary session room for the evening before your meeting. This way you can have the AV and room set up to your satisfaction before you go to bed that night. I hold my faculty review in the same room also the night before the meeting. My faculty love it because they get a feel for how the room will be set up before they step up to the podiumas well as going over their slides. This cuts down extra rental costs and AV.
Submitted by: Bev Higson,
with IntraMed
Pass it on...!
For Welcome Receptions and tradeshows, I arrange to have some food passed by the servers (the most expensive stuff!), rather than leaving it all out. The food can then be distributed as attendees arrive and also enables attendees to move around exhibits, talk to each other and network without diving immediately for the food tables. The server can also explain what they are serving.
Marion G. Fuller, CMA
Submitted by: Marion Fuller, CMP,
with Canadian Medical Assn.
As our attendees check in on-site at the meeting registration desk and collect their materials, we ask them to write an emergency contact name and phone number on the back of their badge prior to replacing it in the badge holder. Although we've asked this information during the pre-registration process and have a list available to reference, this assures us that should an emergency arise during the meeting we can quickly contact someone to inform them of the situation. In addition it provides the EMTs an additional informational source should the individual be unconscious.
Submitted by: Sharon Kemble, CMP,
with Law School Admission Council
Purchase a fishing tackle box and put any miscellaneous items you would need for your meeting (pens, stapler/staples, paperclips, box cutter, scissors, velcro, batteries, sewing kit, emergency kit etc.) and emergency kit. Everything is organized and in one spot to help save time when needed. Make sure you have a list of contents and restock the tackle box when you return home before you find yourself at the next meeting and something is missing.
Submitted by: Julie Garrison,
with Association Management Ltd
No matter how tired you are after your meeting/convention concludes, always hold a post-con meeting with the hotel or convention center. This meeting is beneficial for you and the venue. Everything is fresh in your mind and the supplier's mind, i.e., what went well, what didn't, improvements, etc. Therefore, everyone benefits from the meeting.
Submitted by: Paulette Heney, CMM,
with Bowling Inc.
When sending out invitations or meeting materials, always send a copy to yourself. That way you are able to monitor delivery times as well as the condition it arrives in.
Submitted by: B. Ferriter,
with American Dental Association
When shipping a large number of boxes/materials to a meeting, in addition to numbering them, we color code them. We wrap colored tape around each box so we can easily identify where each box belongs. All red boxes go to registration, all green boxes go to the exhibit hall, all yellow boxes go to the staff office etc... This way you have a much smaller batch of boxes to look through to find the one you want and you save a ton of time sorting boxes and moving them to their final destination.
Submitted by: Megan Brey,
with American Medical Directors Association
I always ask one of the attendees to prepare a short presentation for the group. It can be about anything, but it must pertain to everyone. It promotes more involvement from everyone. Successful past topics include: Email etiquette, telecon etiquette, an interesting business success story, and a favorite is always telling the participants what your departments role is in the company (its surprising how many people do not know what marketing does).
Submitted by: Melinda P. Weinstein,
with US Postal Service
Offer limousine service to and from the hotel to attendees, which is often time equal too or less expensive than shuttle or cab drive, for a group of (5) or more.
Submitted by: Janie Parrott,
with NRECA
Provide a brief survey for web registrants to give you instant feedback on whether online registration was user friendly. Good opportunity to implement some of your attendees' suggestions.
Submitted by: Janie Parrott,
with NRECA
My attendees require a receipt for their registration fee(s). I print their receipt on the back of their badge. There they have it -- and one less piece of paper to worry with!
Submitted by: Bev Kuhn,
with MANDEX/Office of Naval Research
Do not ever over-block next years convention above current year history. Take current year history and subtract 5%-10%. You'll find the hotels a lot more receptive, with better rates. Go over your blocks, not under!
Submitted by: Richard Boale,
with Hobby Industry Association
A fun way to round up attendees after a coffee break is to play music in the meeting room... but not just any music... play songs which are appropriate to the next program topic. For instance, if the program is about the future play "The Future's So Bright You Gotta Wear Shades". Or, if it's a financial program you might want to play "Money, Money". This can be so much fun and the attendees will actually try to guess what song will be played prior to each program. Try it, it's a blast!
Submitted by: Patti Wilson,
with Williams Management Resources
Try not to market your event as a whole...focus on the different attendee demographics. Different TARGETED promotions for old-timers, newbies, spouses, etc. will seem more personal, and could significantly increase your attendence numbers!
Submitted by: Angela Orlando,
with American Society of Home Inspectors
After each national meeting, I ask our meeting staff and contractors to submit summary stats (financial and logistical) to compile into a master post-meeting report. Typical indicators include f & b totals and guarantees, attendance, housing, and exhibit stats, demographics, space usage, etc.). The format allows us to track our meeting parameters from year to year at a glance. Having all of this data in a single reference has proved to be an invaluable tool for post-meeting analysis, budgeting, site selection/ negotiation, staff debriefings, and many other activities. Instead of searching through multiple reports in various files, it’s great to have all of this info at my fingertips!
Submitted by: Martha Davies,
with Am Soc of Health-System Pharmacists (ASHP)
More affordable pricing, based upon a sliding scale. For example full scale hotels have a stronger budget. Newer, smaller or unique venues have a much smaller budget as well as a smaller capacity. Taylor pricing to the type of venue
Submitted by: Lee Brown,
with WSSU Training & Conference
I create a listing of key staff cell phone numbers and all important vendors phone numbers. I print the list on 3 x 4 badge stock so it can be easily slipped behind our staff name badges and therefore always available. I distribute it to the key staff on site. I also program the numbers in my cell phone and delete them after the conference.
Submitted by: Amanda Gayle,
with American Nurses Association
Let's face it, signs on the front of a table or even on top of the table cannot be seen when others are around the table. Either hang your signs above or put it on an easel to the side of your table. Always include floor maps in the program (outside or inside cover is best) and then place blow-ups of the map on easels through out the building.
Submitted by: G L Brown,
with WSSU Training & Conference
When looking at hotels to accommodate upcoming meetings, we've created a lodging checklist for each hotel to fill out. This checklist includes items regarding location of nearest hospitals, fire stations, who on the hotel staff is CPR certified, etc. So all this information is contained in one location and readily available.
Submitted by: Caryn Krisha,
with Mitsubishi Caterpillar Forklift America
Provide a theme for each meeting and tie in decor, presentation style, menu, dress and team-building activities to that theme. This is particularly effective when you have regular meetings with the same attendees and is a quick method to building a team.
Submitted by: Mary Weber,
with USPS
When expanding your event into a new market, the surest path to the key players in that field or profession is through their trade or professional association. You can do this four ways: (1) get active on a committee; (2) exhibit at their event; (3) submit an article for their publication; or (4) see if you can get in front of them in a presentation at one of their conferences. To hedge your bets, do all four.
Submitted by: Sarna Marcus,
with The Page Group, Inc.
Prove your ROI by negotiating deeper discounts on room rates. If the Sales Manager is willing to give you a few special concessions (VIP gift baskets, comp dinners, etc.) instead request a further discount on room rentals from the price you've already negotiated! Depending on your room block size, you may receive an even greater cost savings (versus the VIP gift basket). Plus! You hopefully helped yourself in establishing a good rate for the next time your group returns!
Submitted by: Paulette Miklas,
with M&T Bank
When having a meeting where guests are staying over, but.. the day begins before check-in, negotiate with the hotel to have keys available in envelopes with guest names on them. Then announce the check-in time and that room keys/cards can be picked up at the registration table.
Submitted by: Darlyce Bollwerk,
with Rapid City Regional Hospital
When negotiating hotel rooms where a Continental Breakfast is included for all guests, request that this amenity be served in your meeting space instead of the hotel restaurant. All attendees will be on time and networking with fellow attendees instead of standing in line in a restaurant.
Submitted by: Susan Foresman, CMP,
with Murphy/Reader Associates
You should create a library of all your work. Take the time to make binders for each event (this can be saved on a CD or in a 3-ring binder). You will always be asked to recreate an event that was successful or somebody will ask for details on "how to". Your own binders will serve as a valuable resource and you won't have to reinvent the wheel, because all the answers will be at your fingertips! Your personal library may also be a lifesaver for somebody else. You can always refer to "your library" for future events. Firsthand experience is the best resource you can have.
Submitted by: Paula Darden,
with Synchronicity Event Management
A quick way to gather a piece of information or answer to a question from attendees is to have them right it on the back of their name badge (paper kind) then have them put it into a collection box as they are leaving the event.
Submitted by: Joanne Carlson,
with Southeastern Pennsylvania Synod
When managing an event onsite, always pre-determine a location (can be across the street or in a huge courtyard, away from the building/facility) to meet your staff members in case of emergencies or evacuation so all members can be accounted for.
Submitted by: Anita,
with George P. Johnson Co
When you are having an event and you want to do a fun filled event ..to a taste..well if you are in Hawaii...call a bunch of caterers and restaurants and ask them to bring their signature dishes to the park or a hotel and have the conferees have a taste of each place and then you can sample the food and what a great way for the places to advertise and get your conferees to make Reservations and go to dinner or lunch.....its fun for all
Submitted by: Melody McGinley Whitelaw,
with The Main Event
You can never start early enough to promote your meeting! Put all pertinent information on all printed materials, on your website, on related websites, following your email signature, on your fax cover sheet, etc., etc. etc.
Submitted by: Marilynn Doherty,
with IL Pharmacists Assoc.
I always type up a list of emergency phone numbers for the meeting and put them in your purse or wallet as well as in your site binder. Include airlines, travel agencies (24-hour), ground transportation (24-hour emergency), security office, hotel staff, meeting hosts, any VIP's, and off-site venues you are using.
Submitted by: Pam Wynne, CMP,
with Educational Testing Service
Before each meeting, I distribute to staff, speakers, and VIPs a sheet listing hotel name, address, phone, nearest emergency room address & phone, nearest walk in clinic address & phone, nearest pharmacy address & phone, hotel lost & found procedures and how to call security in the hotel (dial 0 or ... ). My staff has greatly appreciated this information and it has been useful to several of them who've needed a clinic or pharmacy while on the road.
Submitted by: Teri Jarvie, CMP,
with HFMA
When preparing for a conference that includes an event each day, I plan ahead. I secure large plastic tubs with a fold over lid. I then label these tubs for each day of the event. During the preparation process of pulling all the collateral material together, I then place only items that I need for that day in the tub. When I seal the tubs for shipment to an event, I am completely organized. I simply line up the tubs by day and only pick the material from that day's tub. I can't tell you how much I have saved on handling charges and simple time onsite.
Submitted by: Lorraine Bush, CMP,
with Stiles Machinery Inc
Utilize external companies to lighten your load. 3rd party management teams will book hotel rooms, negotiate contracts and overall protect your organization's livelihood all of which is paid by the hotels in the form of a commission at no cost to you.
Submitted by: Wendy Buren,
with American Coalition for Ethanol
Always travel with (and leave a copy with someone in your office) complete itineraries and emergency contact info for your staff. If disaster strikes, you can quickly account for everyone - or know for whom you should be concerned or take action.
Submitted by: Karin Soyster,
with NAREIT
Never be afraid to try something new.
Remember that a lone amateur built the Ark. A large group of professionals built the Titanic.
Submitted by: Colleen Logan Brennan,
with KPMG
Your suppliers are your clients too!
Make sure you take the time to send those thank you notes when someone goes out of their way to make things happen for you/your event. Take care of these relationships and they will take care of you! Build and nurture them and they will build and nurture you.
Submitted by: Colleen Logan,
with KPMG
Static can cause havoc with your computer equipment, electronics, etc. especially during the winter months. I always pack a static cling remover in my supply bag and spray the carpeting in the office equipment office area as well as the registration area. Another item that I bring is used drier softener sheets. These are used to wipe down computer screens to control dust.
Submitted by: Rane Wagner,
with Rane Wagner & Associates, LLC
Regardless of the size of your convention, the cost for shuttle transportation vary based on the distance and number of hotels in each city. Assess the cost for the appropriate level of service in each city before creating your transportation budget.
Submitted by: Connie Adams,
with Adams Associates
Taking Your Presentation Abroad
Gone are the bad old days when, in order to show a video presentation in Europe or Asia, you had to either convert it to SECAM, PAL etc. or rent expensive equipment to play it. No more!
Thanks to DVD technology, it is possible to record or convert the program in that format. It can then be played on a portable DVD player which you take with you. Hook it up to any rental LCD projector and Voila!, instant large image suitable for any size audience. Not omly that, but several language tracks can be recorded on the same disk for multinational audiences.
Submitted by: Rudy Wright, CMP,
with International Conference Consultant
Near the Registration Desk, make sure you have an official "greeter." This should be someone who actually knows many or most of the attendees, and can speed them through the registration process by grabbing their name badge, packet, etc. It will shorten the waiting line, and it makes people happy to be recognized and treated as special.
Submitted by: Carol Turner,
with Coalition of New England Companies for Trade (CONECT)
If your meeting room location has changed, inform your in-house hotel guests by using the hotel's group voice mail feature. You can negotiate this option into your contract so it won't cost your company any money.
Submitted by: Michelle Scarpinato, CMP,
with Franklin Templeton Investments
If you're traveling across time zones for a meeting, arrive a day or so ahead to help your jetlag, allowing you to be fresh when your attendees arrive. Make good use of the extra time by doing site inspections of new or renovated properties, shopping for supplies, meeting with the hotel and/or DMC, getting organized and becoming acclimated.
Submitted by: Irene Dorr,
with Booz Allen Hamilton
Plan an orientation meeting prior to leaving for your meeting and after you get on site with key staff members. Do a walk thru, cover the key questions they will need to respond to, give them a contact sheet with phone numbers, cell phone numbers, email addresses. Just because you're familiar with the meeting details, doesn't mean that the staff knows and they will be your allies and key support during the meeting.
Submitted by: Ellen Cardwell,
with The Ecological Society of America
Before arriving at a meeting site, be sure to find out how far and where the nearest hospital is located in case of an emergency.
Submitted by: C Krisha,
with Mitsubishi Caterpillar Forklift America
If you are the main meeting planner, allow yourself an extra day or half day to be at the conference site as a hotel guest (not as the planner). Walk the property, ask for something from the front desk, talk to reservations, have a room service meal, restaurant meal, etc. This will give you insight as to the way the conference attendees can expect to be serviced. Also, make it a point to meet individual hotel staff in person to place faces with names and jobs.
Submitted by: Dorothy Arrigo,
with National Education Association
When packing the supply bag for your meeting, be sure to pack an emergency kit containing safety pens, band-aids, air freshener, hand lotion, small bills for tips, gum & breath mints. Sometimes these things can be difficult to find quickly and can be a lifesaver for you and/or one of your attendees.
Submitted by: Donna Towery,
with International SEMATECH
Always keep on smiling. No matter what....Smile, Smile, Smile. It really goes along way and can make a big difference in everyones attitude.
Submitted by: Betty Hall,
with Intergraph Public Safety
In the event of an emergency during a meeting, be prepared to know how much money you are authorized to spend and who can authorize more if necessary. It will save you time and money in the long run if this is made clear before the meeting.
Submitted by: Joan Swaney,
with National Institutes of Health
Ask yourself - how can I relieve their (whoever they are) pain or stress.
Submitted by: Paula Person,
with Event Partners
Bundle your features!
When selecting a service provider, find out the other features they can supply. By offering you more features, they can offer you a greater discount. It's also easier to work with fewer vendors as it is for them to work with fewer, higher paying clients.
Use the extra cash you saved to market your meeting!
Submitted by: Cally Moskouris,
with AIG Valic
Get it in writing! Remember all of those promises made to you BEFORE you selected your venue? Make sure those promises are included in your contract before you agree to sign it. At that time you are still in the negotiating phase and if they've promised it, chances are good that they won't refuse to add it to the contract. That way, when staff turnover occurs (and it will!), you won't miss out on the extras you expected.
Submitted by: Laura Pruteanu,
with Alliance for Nonprofit Management
Follow the Scout rule -- always be prepared for Murphy and his Laws to appear!
Submitted by: Diann Fahey,
with Triumph Technologies, Inc
Staying at the least desirable hotel in my block during the annual meeting does two positive things..I don't run into 11pm questions on my way to bed, and no one can complain about their hotel assignment!
Submitted by: Windy Christner, CMP,
with American Pharmacists Association
Independent Meeting Executives who want more clients can increase their visibility by doing a couple things:
call reporters and offer to comment on meeting industry related articles
call local news/business radio stations and offer the same
tell everyone in your circle (friends and family, dentist, doctor) that you are a meeting exec and want more business
participate in industry list serves and become the expert "go to" person for something in particular (ex: ADA, fire safety, registration, internet promotions)
Submitted by: Shelley Harris,
with The Harris Group
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