These Stellar Tip Archives contain a treasure trove of ideas you can use for your meetings! Just scroll through and you'll be sure to find something you can use. Add your own idea by clicking here and you could win a $100 gift certificate! Meeting planners who visit ConventionPlanit.com vote on the best tips each month.

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

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!! Submitted by: Bobbie Connolly, CMP with Alegent NPG Health-Link Lincoln, Nebraska

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, pos