Meet N' Dish: Event Planning Strategies, Tips & Techniques by The Event Planning Group

Right Side or Left?

2012-01-17T17:12:00.000-05:00

There are so many little detailsin the meeting and event industry that can simply make your head spin. Let’stake name badges for instance. Who wouldhave thought there would be conversation around where to wear them. Butthere is. In a networking environment,many place name badges on the upper left side. However, they should actually go on the upper right. When shaking hands, a person’s eyes naturallytravel up the extended arm of the recipient. So wearing the badge on the right side wouldbe in alignment with the handshake. Nexttime you’re at a networking event, try it and see for yourself!

Top 11 things to be thankful for in the event industry

2011-11-22T15:16:00.014-05:00

The event industry has certainly evolved over the years, and given this 2011 season of Thanksgiving, we thought we'd capture the Top 11 ways along with why we're thankful for it:

1. Having a Seat at the Table. As events have become more important to an organization's marketing approach, the role of event planners has become more strategic in helping to reach organizational objectives.

2. Online Registration. Yes, there were indeed days when the yellow pad was the main method for capturing who's coming. Automating the process has made it much more efficient.

3. Email. Even though it can be cumbersome at times, it still offers a good record of summary and communication.

4. Virtual Tours. There used to be a time when hotel sales kits and brochures were it. It's great to be able to see a space in the comfort of your own computer (so long as the tour is true to scale!).

5. Social Media. While still maturing (in use and adoption), social media platforms have transformed the communication, interaction and promotion of meetings and events.

6. Recognition of Certifications. There are designations such as "CMP", a.k.a. Certified Meeting Professional or "CGMP", a.k.a. Certified Government Meeting Professional, among others, that have raised the bar in professionalizing the industry.

7. Perception. Many people now recognize the event industry as just that, an industry with professionals, certifications, expertise and power. It makes us want to say -- "You like me, you really like me!"

8. Free Spending Days are Over. While some planners may not consider this a benefit, we do as it relies on the planner's expertise to negotiate and remain an integral part in meeting the organization's strategic objectives. Gone are the days of just hosting an event for the sake of...

9. More than Just a Lecture. Some meetings used to be heavily based on lecturing. But given attention spans have shortened, and technology has increased, a larger focus has been placed on interactivity and engagement of the audience making for a much more productive, and interesting learning program.

10. Wider Acceptance of Second Tier Cities. We all like to visit the top cities such as Boston, New York, Los Angeles, Chicago and the like. But sometimes the second tier cities such as Charlotte or Nashville can offer just as great of an experience at a lower cost.

11. Food Tastings. While not necessarily new or transformational (except to our palate), they are always appreciated in being able to sample the fare before it hits the plates.

The power of online registration

2011-11-17T14:08:00.005-05:00

Our previous posting mentioned that we've started a new webinar series. We're very excited about it as there are so many aspects to consider when producing effective meetings and events.

The topic of our webinar is How to Use Online Registration, and will take place on December 1, 2011 at 11:00a.m.

On a side note, just in case you're not familiar with the power of online registration, click here for a video case study.

Online Registration Webinar Series Announced!

2011-11-09T20:00:00.007-05:00

At The Event Planning Group, LLC we're launching a new webinar series on topical meeting and event strategies and tools. We invite you to join us on December 1, 2011 to learn how to use online registration to power the brand of your organization.

Click Here to Join Us!

Sizing up your space

2011-10-06T17:29:00.004-04:00

Ever try fitting a square peg into a round hole? If so, you know it doesn't fit. The same can be said for some event spaces in relation to your overall meeting specifications. We come across this fairly frequently at The Event Planning Group, LLC where clients may have secured a venue but it doesn't quite work well for their event.

For instance, if a building is a secure building where people are restricted to bring in food and beverage, or they can only access the building at certain times, or they do not have a full suite of needed equipment, then that most likely will not be the right space for you. But for various reasons, we've seen these type of spaces booked for select programs.

If it doesn't fit, then please omit. This way, your meeting or event won't be impacted by such restrictions. Some questions to consider when looking for your next venue:

How much is the rental fee?
What time will you have access to the building?
Are there any restrictions on bringing in equipment or other materials?
Who will be the main contact from the venue?
What is the overall room capacity?
What type of room setups will be possible?
What is the process on catering?
What are the building's security procedures?
What is the process on shipping materials to the venue?
Can signage be placed inside the building? If so, where are the approved places?
Where do shuttle buses or other ground transport drop attendees?

These questions are by no means an exhaustive list. There will be many more questions that arise from the answers to these. But the key is to probe to ensure the venue will work for you instead of trying to fit that square peg into a round hole.

Muffingate...

2011-09-25T10:38:00.007-04:00

You might have heard about the recent "Muffingate" controversy due to a Justice Department audit on government spending on conferences. Essentially, the Justice Department identified what was considered extravagant or wasteful spending at conferences spanning the George W. Bush and Obama administrations. The widely reported example was of the $16 muffins.

However, there are so many unknowns with this story. For instance, did the $16 muffins include anything else? There was a report that later emerged citing this fee also included coffee, tea, sliced fruit etc. It's also unclear whether the menu was initially negotiated with the hotel venue. For instance, at The Event Planning Group, LLC, we manage meetings on behalf of federal agencies and we're often in a position of not being able to serve food at all. However, when we do, we often work with the hotel to devise a menu that is health and cost-conscious. Just because there's a certain offering on the menu at a designated price doesn't mean that you are obligated to only that offering at that price. We've had many instances where we reworked menu offerings to better suit our attendees, and our budget price. And the majority of hotels we work with are more than willing to do so. Basically, you don't ask, you don't get.

For instance, the wasteful spending article noted theme breaks. At TEPG, we've certainly seen those type of breaks before. But what we've done is ask the hotel to eliminate some of the offerings in the break to perhaps just one or two items. We also most likely will not purchase the break items for every single person. Remember, not everyone will eat during a break. The same can be said for the mention of brownies and hors d’oeuvres in the reported article...there's no need to order a piece for everyone, and if the price was indeed nearly $10 for a brownie, then discuss with the hotel how to make it more reasonable. Again, you don't ask, you don't get.

There are so many different cost controls to consider in the food and beverage planning process that it's unclear whether such discussions took place for those particular meetings. But taking the time to pour over menus to arrive at the most appropriate offerings and price is always worth the effort. The hotel or other venue will let you know what can or cannot be done. The key is to always make the ask.

Hotel security in the wake of 9/11

2011-09-09T07:56:00.010-04:00

We all know that September 11th changed the way that Americans think and live. It's now even hard to remember how things were just the day before. However, one aspect that is quite memorable is how many additional restrictions emerged from airport security to hotel safety. There was such a raw vigilance that lasted for quite some time.

However, something fascinating happened just this past week. Some of us from The Event Planning Group were in a New York City hotel -- let me repeat -- we were in a New York City hotel just prior to the 10th anniversary of 9/11. We were there conducting a site visit of a hotel that would be used later in the month for a client's event. While there, we heard what sounded like an alarm going off, and we asked the hotel's event manager about it. The hotel representative mentioned that the fire alarms were being tested, which is quite normal. We then asked what the hotel's procedures were in case of an emergency. The hotel contact looked at us and said in a dismissive tone, "I have no idea." Wait...that wasn't a trick question. When we probed further, the question was further dismissed and we were told to get in touch with their director of security for those details. Apparently, she wanted no part of it. Wow....

In our Post 9/11 world, and when managing events where you are responsible for large groups of people, those involved in the planning (especially the host location), should be intimately familiar with what to do in an emergency. And you would think that would definitely be the case in a location such as New York City having experienced the trauma of such a devastating attack. While many venues may not share certain details of their procedures for security reasons, they should at least give you guidance on what to expect (e.g. overhead public announcement system, who to try and call etc.) We know from the experiences at the World Trade Center that many of these systems failed due to the catastrophic nature of the attack. But there were indeed procedures in place. So keep asking for them and demand that your venue representative do the same.

Change comes like a thief in the night...

2011-08-31T11:34:00.012-04:00

Ever had the experience of researching a hotel online and having it look somewhat different when you actually arrive? What happens if that property was being used for a planned meeting or event? Either way, it can be very problematic and begs the importance of doing site visits. However, what if everything did check out initially, but you happened to learn that the management of the hotel changed overnight -- locks changed...new name posted. That's what happened recently to the Waikiki Edition Hotel in Hawaii. Originally managed by Marriott Hotels, the Waikiki owners felt Marriott didn't deliver in making the brand successful, which resulted in underperformance.

So what's one to do? If you had a conference planned there with the understanding of the management structure, it seems your group could simply cancel the meeting, right? Not necessarily. As in our posting last week No vacancy...due to earthquake, it raised the discussion of the importance of negotiating hotel contract language to protect against a natural disaster damaging a hotel. In the case of change in management, your group may not be able to automatically cancel or move your meeting due to being unsure of the new managers. And there might even be some who may not think it's all that important, but it is.

That's why this situation is another area for negotiated contract language for protection. This could be under a header of "Rights of Termination." It is entirely acceptable to include language that the meeting or event could be canceled if there's a change in management. For instance, if you planned a conference at the Ritz Carlton or another high end brand, you expect and anticipate a certain level of service, right? If overnight, another management company took over that was more along the lines of a "motel" brand, then you most likely will receive a different level of service. Therefore, you should be mindful of including language addressing management, ownership or brand affiliation into your agreements.

As it turns out, Marriott did end up winning back operation of the Waikiki Edition. Good for them. If you'd like more information about negotiating hotel agreements, feel free to contact us.

No vacancy...due to earthquake

2011-08-30T18:18:00.011-04:00

What happens when you're meeting is scheduled to occur at a designated hotel, and then an earthquake damages the majority of meeting space? Given the east coast's 5.8 quake last week, there are many organizations who are finding that out. The Bethesda North Marriott Hotel & Conference Center -- one of the premiere convention hotels located in the Washington, DC area -- suffered severe damage to their ballroom space preventing it from being of use to many pending group meetings. However, what is a group to do now that their meeting can no longer take place at this property?

It's situations as such that make it critical to negotiate a hotel agreement that covers these and other occurrences. This event is by no means the hotel's fault. Therefore, this instance would be covered under the "Force Majeure" or another term might be "Impossibility" clause. This clause essentially states that one or both of the parties can terminate their performance of the contract (without liability) if that party's performance is made impossible due to events such as a "natural disaster." This particular clause is a popular one for debate in the meeting industry given its ultimate power of stopping something from occurring -- and preventing revenue from being generated.

Therefore, you'll see many variations of this type of clause, as well as terminology that makes it very specific as to what it will -- and will not -- cover. For instance, "natural disaster" was mentioned above; however, there are many who will provide more specific terms defining the obvious ones such as "earthquake" and "hurricane" so that it's clear a 'bad hair day' is not considered to be a reason for having to cancel a meeting. Hotels are a business and assume a certain level of risk in holding space aside for you, which is no longer available for other groups. That's what makes this particular clause one of the critical ones to be included in the hotel agreement.

You could also go one step further and state what will happen in the event that something does occur. For instance, you might include verbiage that the hotel will work to relocate the group to another property with comparable space and rates. This is what's happening to those group's scheduled for the Bethesda North Marriott.

This is just one aspect of the force majeure clause as it should cover other areas such as epidemics, strikes, terrorism etc. But essentially, good contract language should address the consequences of a potential catastrophe and its negative influence on event attendance. The key is to make sure that this clause is included in your agreement altogether. If you're interested in learning more about negotiating hotel agreements, feel free to contact us.

A shaken up plan...

2011-08-24T21:51:00.005-04:00

In light of the east coast shake up this week, it warrants a discussion of the importance of emergency planning. One thing learned in the Washington, DC region is that it's been 10 years since the September 11th terrorist attacks, and the communications network hasn't much improved. However, we're glad everyone is safe post quake, as we too found ourselves running for the doorways here in our Bethesda, Maryland offices (thanks to one of our staff members who is a California native earthquake veteran!). But what happens when you don't have someone from California in your meetings or events? What is your plan for an emergency as such? Some things to consider:

When conducting site selection to host a meeting or event, discuss with your venue staff what their procedures are for emergencies. Often, they may not be able to discuss details with you for security reasons, but they can at least identify who is the point of contact and how attendees will be notified of any imminent threats. They should also note where attendees should go in case of a building evacuation (for example, across the street where you will do a head count, etc.).
Always make note of the emergency exits/fire extinguishers and announce them to your attendees at the start of the meeting.
During the registration process, ask attendees for an emergency contact in case they are not able to communicate for themselves.
Learn about the types of emergencies in the area where your event is located. While earthquakes are not entirely common to the East Coast; they are standard for living out west. In those instances, consider including some literature with attendee information noting this aspect and what to do in case of an occurrence.
Identify who's in charge. This goes back to discussions with your venue. Identify who will be the person alerting attendees to an emergency and how. For instance, is there a public announcement system, will the fire alarms go off, will there be a special channel on the walkie-talkies used by event staff to communicate? These type of procedures will be critical to lessening the confusion, concern, and in some instances, immediate chaos that often accompanies events as such.

While no one strategy will meet the needs of every meeting, there should at least be ongoing discussions with the venue, and sessions with your own team to identify everything that can possibly go wrong, and how to manage it. So next time we feel the earth, move under our feet, we'll at least be in a position to act and plan accordingly.

A unique gem in DC

2011-08-17T10:53:00.004-04:00

Hosting events in Washington, DC is a unique affair. Planners are fortunate to have the use of many different event venues...some well known, and others that are not. But they each offer their own unique atmosphere that surely adds a flare to the event itself. Let's take the National Guard Educational Foundation as an example. This location, surprisingly enough, is a great location to host a reception. One might find it shocking that an office building would have a reception hall and small museum, but the layout is quite attractive and will fit just the right event. If guests want a break from the event, they can take a stroll through the museum and learn about "ordinary men and women who made extraordinary contributions to their communities and their country."

The entire event space, from the main entrance, with marble stairs, to the stage, is lovely. The staff is attentive and responds quickly to your needs. For more information, please contact The National Guard Educational Foundation at 202-408-5887. If you’re interested in checking out the museum, hours are 10am – 4pm Monday through Friday.

The Art of Choosing a Venue

2011-08-08T07:45:00.004-04:00

How do you choose when and where to host an event? Most event planners are lucky if they have at least six months to plan an entire event; however, the ideal time frame for planning is six to 12 months. The first step is creating a timeline. As you chart your timeline, think about every detail; for example, it would be ideal to give yourself a full month to find and book a venue.

Next, think through your theme/purpose and decide the type of audience and number of guests you hope will attend. This will help you as you ask for quotes from various locations. In order to get a quote, you’ll need specifications regarding the type of facility and services needed. Some of these are specifications include types of seating. To view some seating examples, click here.

Use these seating examples to get a clearer picture of the type of meeting you want to host. Once you have a plan in place, start making calls to various venues.

Make sure that your event date is flexible in case there are other large events in the city around the same time. Also, take weather into consideration; if you chose a date in January, some attendees might get stuck at the airport due to inclement weather.

If a venue tells you that another event is ending half an hour before yours, look for another option. Never book your event right after another one because you’ll need plenty of time for the other event to end and for you to set up.

Some other questions you’ll want to ask:

Is the facility easy to reach? Is it close to an airport or train station? Is there free parking for guests?
What are the catering options? Is there an in house caterer? Are there vegan and vegetarian options?
What is included in the total cost? How can we cut costs? Is Audio Visual (projector, etc) and/or wireless included?
Are there any disruptions, such as construction, that might occur during the meeting?

By no means is this an exhaustive list. There will be plenty more questions that come up from these initial ones. Then schedule site visits and food tastings, if possible, before making your final decision. The site visit is the most critical activity given what is often positioned online or in brochures, may look very different in person. Remember to take lots of pictures and notes in the form of a SWOT analysis (i.e. strengths, weaknesses,opportunities and threats.) This will help put your program into perspective and identify whether the venue is really right for you.

Meetings on the Hill

2011-06-26T18:55:00.007-04:00

Many Washington, DC residents are familiar with the complexities of planning events on Capitol Hill (a.k.a. "The Hill"); however, if you are new to this city or planning an event on the Hill, there are certain nuances to keep in mind.

Planning events on Capitol Hill can be tricky because there are so many pieces to juggle that are unique to the government. For example, setting up meetings with representatives can be challenging because you have to find the proper contact information for your Senator or Congressman, submit an official letter, and make follow up phone calls. One of the best ways to actually get a meeting is to directly contact the Legislative Assistant.

In order to reserve a room for the event, your space must be sponsored by a Congressman or Representative. You’re most-likely to get a response from the offices of one of the congressman you previously contacted to set up a meeting.

Luckily, the only catering company allowed on Capitol Hill, Capitol Host, is easy to work with and professional. Once you know the date and location of your event, give them a call and they will walk you through all the important steps to fulfill your catering needs.

The biggest concern is security. Everything that you will bring in to either the Capitol building or one of the House or Senate offices, you’ll have to take through security. The Capitol building is extremely strict and does not allow food or drink. You should confirm first that anything you bring with you (example: signs) are allowed inside. Also, when considering the start time of your event, allow at least half an hour for guests to get through security because the lines can often be long.

With thoughtful and careful planning, the Hill can truly serve as a memorable venue for your next meeting or event.

Meeting planning in a minute

2011-06-13T12:35:00.003-04:00

Meeting planners are often faced with pulling rabbits out of hats, creating magical atmospheres all the while not spending a dime in the process. Another characteristic is to produce a last minute meeting. What’s one to do when the agreement with a new client is signed on a Friday, and wheels up for a trip across the country needs to occur the following Tuesday – all of this prior to having any background details on the meeting that will take place later that week on Thursday? At The Event Planning Group, LLC, we know this challenge all too well and offer these tips on short lead time events:

Keep it simple. This means keep the agenda uncomplicated by forgoing complex general sessions or multiple breaks. Get your content and messaging solid rather than focus on the bells and whistles.

Seek help. Short lead times require all hands on deck, and if you happen to be the only hands on the deck, seek outside resources such as independent planners that can provide some quick assistance, and often have available resources to tap quickly.

Be creative. If you need to choose a venue in a short time frame, consider locations that have complete meeting packages (cmp) where the food, audio visual, breaks and other amenities are already included.

With simplification, innovation and focus, meetings in a minute not only can be done, but they can be done very well.

Government spending's (or lack thereof) impact on meetings

2011-06-06T17:59:00.005-04:00

It's no secret that the government seems to be in a continuous review of all expenditures large or small. This presents unique challenges for government meetings given they typically operate on lower budgets overall. For those who plan and attend government-sponsored meetings, you know the challenges all too well in producing a successful program.

Often, many government meetings are not able to offer food for their attendees. In this instance, the planner typically will try to choose a hotel that is nearby plentiful eateries. And hopefully the hotel is not too far off the beaten track due to some hotels in more progressive locations often will not offer the government per diem rate. So what's a planner to do? It seems that relationships will be a large part of your success.

It's pretty hard to approach a hotel with offering next to none sleeping rooms (which is how they make most of their money), no food and beverage (which is additional revenue) and oh by the way, they will host upwards of 500 people -- which means you may take most of their space. So it's clear why this type of meeting may not be as attractive to a hotel. But the government is still a good customer and often can fill gaps as needed, AND is often the entity that helps keep hotels going when other business drops off. So on both sides of the aisle -- planner and hotelier -- there has to be a give and take in order to arrive at the best deal. Regardless of our progressive state of technology that seems to breed less human interaction, there will always be a role for phone-to-phone and face-to-face relationships. As government planners, we've found this to be our saving grace in successfully booking and managing these type of programs.

What kind of experiences have you had with this sector?

QR Codes

2011-02-23T14:42:00.006-05:00

Have you noticed the increased usage of QR codes (or quick response codes) on essential products such as shampoo? QR codes are starting to become popular, but what is the purpose of using them at a professional event?

QR codes are similar to a barcode, but can fit even more information in a smaller, coded picture. For example, if event attendees would like to have all of their contact information on their name tag, they can do so with a QR code. Other attendees can take a quick picture of the QR code with their smart phone and gain instant, electronic access to the other attendees’ contact information. Intrigued?

There are many other ways you can use QR codes for events:

- Invitations or Save the Date flyers to direct traffic to your event website or provide contact information for attendees

- Handouts with a QR code that links to your company website

- Signage that links to the agenda or other important information on the day of the event

- Raffle tickets with information about where to pick up prizes

- Contact information on anything that could get lost (for example: a computer or printer).

Before you plan to use QR codes at your next event, make sure it’s appropriate for your audience. The best audience to initially target are high-tech, smart phone owners. If you want to take a risk and use QR codes, you’ll need to have instructions handy with explanations about the different QR code phone applications available for download. In addition, you could post a URL link below a QR picture in case some of your attendees don’t own an iphone, blackberry, or droid.

Consider being ahead of the curve by downloading a QR code application to your own phone, so once they become mainstream, you will already be familiar with the system. It's yet another way that our personal and professional lives continue to be impacted by technology.

Online registration is so much more than just a website

2011-01-26T11:10:00.004-05:00

The online registration process for meetings and conferences has become a critical partner in the overall branding and marketing of an organization's message. Rather than just developing a site that captures names, titles, fees etc., it's more functional if the website can engage the attendees from the outset. For instance, we're currently developing an interactive site that will feature various social marketing features (e.g. Twitter feed, blog, video, pictures and links to Facebook, LinkedIn, Ning, Stumbleupon etc.). It will also be a "live" portal that links to the organization's main website and provides updated information about the conference.

Gone are the days of just a splash page that shows the main details of an event. While simplicity and user-friendly features are key, the site should create a sense of excitement for the conference. And in our ever-increasing world of messages, it's critical to make sure yours stand out from the rest.

5 thing speakers should ask meeting planners

2011-01-20T10:51:00.002-05:00

I had the pleasure of being a guest blogger on a friend's very resourceful blog: The Eloquent Woman. Its focus is to offer inspiration, ideas and information to help women with public speaking techniques, eloquence and confidence. Check out the posting on 5 things speakers should ask meeting planners.

It's all in the branding....

2010-11-11T11:19:00.006-05:00

I attended two events recently where there was no branding of the organization on the stage at all. The organizer at one of them mentioned that they missed not having some form of signage, and simply didn't think about it. This person had another role within the organization, so managing events was not priority on the to-do list. But it was noticed after the photographer continued to snap photos of guests on the stage, and there was a blank scene behind them.

Perhaps I take this for granted, but it seems so natural to have some form of your brand represented on the stage. For individuals charged with managing events, but have another 'day job', here are some cost-effective ways to easily place your brand where others can see it:

Podium sign. This is easy enough to create and so often not used. It often can serve as the main item on the stage if on a budget. Make sure to get the dimensions of the podium in advance.
Banner pull-ups. Perhaps a couple of these can flank the stage or be placed near the podium depending on the program.
Foamcore boards. Often 24 x 36 or other sizes might work that feature your event design and branding.
Banner. While I am personally not a fan of large banners hanging on a drape, they could potentially work for your event.
Screen. Depending on your program, you might consider using a screen that projects images of your event's brand such as your logo.

While many of these suggestions are basic, they can go a long way toward extending the life of your brand well after the event has ended.

The more things change...the more they stay the same

2010-10-18T14:23:00.007-04:00

It seems with all of this new technology and our fast changing world, that meetings and events will never be the same. Perhaps in certain ways this is true. But what I often find interesting is that the more things change, the more they stay the same. While I'm not quick to embrace technology, I respect it for what it can do. But the "world" will have you thinking that as soon as the newest gadget comes out, you need to go out and get it, or begin using it in your work.

In the meetings and events industry, it's not quite that simple. What makes meetings and events so powerful is their ability to put you face-to-face with your customer. Even though a virtual event will claim to do the same, they are not able to deliver direct human interaction. I do think there's a role for technology, I just sometimes feel people are adopting it for the sake of, rather than assessing whether it makes sense for their program.

That's why I found the following article on face-to-face interaction very interesting. No matter how much we progress, the "old" always seems to remain relevant. And I think that's a good thing.

What can events do for you?

2010-10-14T11:34:00.005-04:00

Hosting a meeting, conference or event is a great way for organizations to reach their target audiences. There's no other part of the marketing matrix as powerful as an event due to their ability to pair you face-to-face with the customer. At The Event Planning Group, LLC, we transform the business of our clients by focusing on events as communications vehicles. Once the sound strategy is in place, the logistics will follow suit.

Click here to watch company President Jennifer Collins share a case study of how one feature of the event process positively impacted a corporation's brand.

To meet or not to meet...that should be the question

2010-10-02T22:16:00.005-04:00

Before planning a meeting or event, there are a host of factors to consider. Where some organizations can go wrong is by pushing forward with an event program without first putting the pieces in place. In considering whether to produce an event, there are a host of questions to ponder such as:

Has the overall strategy and reason for hosting the event been defined?
Are there adequate budgetary resources to pay for the program?
Has the program been developed and presenters identified?
Is there enough time to invite speakers and manage their travel?
Do you have a qualified list of stakeholders to invite?
Is there adequate time to promote the event among your stakeholders?
Have you secured an appropriate venue?
Are there any competing events that may impact your program's attendance or influence?
Do you have the human resources in place to manage the program?

This by no means is an exhaustive list -- it's just the beginning. Many of the answers will spur additional questions, and provide a more intimate assessment of a "go/no go" for launch. While there's always a way to get things done last minute, taking your time can really help yield the best results.

Budget busting techniques for food and beverage planning

2010-09-30T13:22:00.003-04:00

Food, food and more food. That's often what attendees experience when attending various meetings and events. And let's face it, it's quite enjoyable to eat food that you don't have to prepare, and somewhat don't have to pay for. But for the planner, it can often be the most cost prohibitive part of the program. However, it doesn't always have to be...here are some tips to help on shaving these costs:

Pitchers Aren't Just for Baseball. Instead of individual bottled waters, iced-tea or other beverages, use pitchers that are prepared in gallons.

You Don't Ask, You Don't Get. Meet with the chef for suggestions on dishes that are not part of the main menu. They know the price points, and can often recommend other 'value versions' of their normal menu offerings.

Give Your Budget. Very simple, but so often not done. It's better to simply alert the caterer of your budget upfront to achieve the most realistic offerings.

We Are Family. Setting family-style can offer added ways to serve more for less without the traditional buffet set-up.

Recycle. Given the focus of being a "green" society, you can often do the same with food. If you have a program that offers continental breakfast and a morning break, re-plate any non-perishable leftovers such as muffins, pastries and breads.

Where there's a will, there's a way. Creativity is key, and can often yield memorable offerings without breaking the budget.

Managing food and beverage when tight for time

2010-09-26T17:44:00.003-04:00

We recently produced a client's meeting and the agenda featured an intensely packed day. There was considerable discussion around how to remain on time during lunch, especially when the day's events were taking place in one room. Plus, because of the packed agenda, one of the panels needed to take place during lunch.

Because of the challenges, we knew that a buffet service would be out. We also knew that we needed to cut down on the amount of staff service time. So we suggested to eliminate the salad course and to increase the vegetables on the main course. The dessert would be preset during the break time along with coffee carafes. There was water already on the tables given the meeting was taking place in the same room. We also adjusted the program so that the majority of eating and visiting time could take place -- as well as clearing. The only dishes remaining on the table were the dessert and coffee cups. And those were cleared during the break after the lunch panel.

It was pretty tight, and very much dependent on the program remaining on time, but it worked. Anytime that you can pre-set items, or even eliminate any of the courses could help in decreasing service time when it's desperately needed.

Green Meeting: Nice thought, but...

2010-05-21T14:50:00.004-04:00

There has been a strong movement of meetings and events "going green," or what's also known as becoming more 'sustainable' or environmentally conscious. There are a number of tactics that planners use to help offset potential waste, and it's often promoted in conference materials and perhaps even announced at the podium. While recently at a conference, I had to chuckle at something that was brought to my attention. At one of the lunches, the various footprint offsets were shared with all attendees. So for anyone attending, it was clear that this meeting took care to put into practice various greening activities. In fact, the steps taken were even applauded after the presentation.

This was until one of the tactics discovered was using china instead of paper cups for coffee breaks, etc. We later learned that many of the attendees began to visit another group's break just to use their paper cups to carry their coffee or tea!

So while there are those who will remain unabashedly committed to watching their 'footprint', there will still be those who simply like what they like, regardless. Does it mean that planners shouldn't take steps to manage their waste? Absolutely not. But it does mean that we still have some ways to go in embracing the concept.

Pushing Forward...

2010-05-11T09:53:00.006-04:00

When people attend meetings and events, you'll often find that many seem to migrate toward sitting in the back of the room. That often presents many challenges, the most important of which is that you don't want your speakers to feel as though they are presenting to an empty audience. You also don't want people to be disruptive as they enter the room and move toward the front during the presentations.

One of the best ways to avoid this from happening, is to place "Reserved" signs on the tables or rows in the back of the room. This will help to facilitate pushing people forward so that the front of the room is filled in. Once you begin to achieve critical mass in the front, begin removing the reserved signs so that individuals -- especially latecomers -- can fill in the back seats and rows.

Should you speak or not?

2010-04-05T17:38:00.002-04:00

Considering the last post, I came across 7 times you should turn down a speaking gig on a friend's blog. I thought it had some interesting tips on considering whether to speak at an event or not. It also goes to show that we all play a role in the outcome of our lives.

The Power of the Tongue

2010-04-03T19:37:00.010-04:00

I recently attended an awards event and the evening overall was festive and enjoyable. However, toward the end of the event, there was a live auction component and that's when the tide turned and the program became less structured and uncontrolled. There was a 'host' of this segment charged with leading the auction component; however, she was unscripted and potentially might have been somewhat influenced by an alcoholic beverage, or two...

Needless to say, some of comments made were inappropriate and the overall segment moved off-topic. At the end of the evening, this was the talk of many circles, and it undoubtedly took some attention away from how much money was raised for a great cause. This type of incident can often be an event manager's fear. This is especially true when dealing with comedians. However, it also underscores the importance of vetting your speakers.

Regardless whether a speaker is well-known in their field, or a leader in the host organization, he/she still may not be the best person for that particular role. It's important for organizations to spend considerable time discussing the purpose of the event and the best players that can assist with achieving that goal. Some tips to consider when choosing your next speaker:

Solidify the goal of the event and how the host presenter will best suit this role.
Make a list of the desired character traits and personality for the presenter.
Determine what type of public speaking experience the candidate possesses.
Have you seen previous sample presentations by this candidate?
Plan to hold discussions with the candidate about the overall goal and objective of the event.
Clearly outline the organization's priorities and obtain an outline of how they will structure their presentation.
Identify whether the chosen format to deliver the remarks is a strength of the presenter.
Depending on the program, schedule a 'dress rehearsal' with the presenter.
Make sure to keep in close contact with the presenter to communicate any changes.
Have a backup or two just in case.

Meetings of the mind...

2010-03-11T10:47:00.006-05:00

With the proliferation of social media technology, it seems that people will never have to go anywhere to stay in touch. Even in the event industry, there are a good number of organizations choosing to conduct events 'virtually' or via webinars and webconferences. While these tools can provide added value and assist with the tightening of the budget straps, there's still no substitute for the power of meeting face-to-face. I found the following article of particular interest in its discussion of the psychological effects of live events. Not only are events good for educational and networking aspects, they also might be good for the mind. Who would have thought...

Not Out of the Woods Yet...

2010-03-10T11:27:00.004-05:00

It seems there is still a sharp emphasis on 'less is more' when managing event programs. While our clients are still holding events, they remain fairly sensitive about costs and perception. Quite frankly, I welcome this perspective as it helps to hone in on the purpose behind the event and the objective it should undoubtedly achieve. These discussions can really help to build a better product that will more effectively reach target audiences. Events remain a powerful communications tool, and what better way to increase their stature than by ensuring the right focus is maintained.

The importance of checking

2009-10-19T19:28:00.002-04:00

A recent event reminded me of the importance of always checking and double checking details so that nothing falls through the cracks. At this event, a very key supplier was a no-show. While there will often be unexpected or unwanted occurrences that happen at meetings or events, checking and re-checking the details can often help in alleviating some of this exposure. Here are some tips to consider:

Keep a record of all related suppliers for the event. This will include names, addresses, cell phones, after-hours numbers and backup contact names. If you are working with a venue who is managing a supplier for your event, insist that you are given their information so that you can follow up personally.
It is expected that you will be in contact with all suppliers throughout the planning process. However, make sure to contact each supplier at least 2-3 days before the event, and even the day before to provide any final updates and ensure everything is scheduled as planned.
During the planning process, make sure there is more than one person that knows the details. This will serve as a backup in case something is missed or another perspective is needed.

Printing Woes...

2009-09-15T14:05:00.004-04:00

I know it's been a bit since I last blogged. It just seems we are just going gang busters here in being busy with work. As a matter of fact, we have a big event night that will play hosts to various Members of Congress and Administration officials. We're running through the last minute details, and of course the printer just broke...and we need to print badges since we only got the list this morning....

...will let you know how it turns out...

Ready, set, cancel

2009-07-17T09:30:00.003-04:00

I recently had a planner mention that she was working on a meeting for a client, and they were just about to begin welcoming attendees when the client came in and said the meeting was canceled! Not sure of the reason, but my mind wanders in thinking about all of the money spent, and undoubtedly, the penalties that will be assessed. Anyone had this experience lately?

And the challenges continue...

2009-06-22T15:27:00.004-04:00

So last month, I blogged about an industry newsletter on PlannerWire that featured stories of event planners facing those inevitable challenges when planning their events. You can check the blog posting out here. However, just in case those stories weren't enough, they added more...and I am still shaking my head in amazement at what we do. You can click here to check them out...enjoy.

Location will always be everything....

2009-06-19T12:15:00.007-04:00

Recently attended an industry conference comprised primarily of women. What I found interesting was the overall location -- not necessarily the city, but the section of the city. Now, I do realize that for large group meetings, there needs to be a contract signed years in advance to secure the meeting location. For this group, it might only have been three or so years, but still in advance. As I was walking the streets with another attendee, we started to look around and on every corner, there was a panhandler requesting that we help him, and all sorts of signs advertising "Girls" or "Massages" in those bright lights that you usually see in sections known as the "Red Light District." But wait...we then noticed that we were indeed there! We were just hopeful that no one would mistake us for potential 'talent' in those businesses.

But what was interesting is that it was a women's conference, placed in not the best area. Many of the women were traveling alone, and to constantly hear police sirens and see police presence in and around the hotel was not the type of comfort that was desired in the 'big city.' Location is indeed everything for attendees who are traveling great distances, and oftentimes alone. Not sure of the overall reasoning behind the chosen location, but there's always hope for next year.

Car 54 where are you?!

2009-06-18T19:19:00.003-04:00

I recently returned from an industry association's annual conference and faced all sorts of interesting happenings. The one standing out in my mind was the transportation piece. I arrived on a Sunday and registration did not open until Monday. However, I was in the host hotel and never did see any signage, people or anything that could tell me how to get to the convention center to register.

I figured since I was early, that the signage just wasn't up yet. It certainly would be placed on Monday, right? Wrong! Day 2 - still no information about how to get to the convention center. And there was really no staff around either to direct guests. All that was needed was a simple sign on an easel with a schedule -- and the location of where to get the bus.

I finally happened to run into an organization representative who informed me of the location/times. But as long as I was in the hotel for nearly a week, no signage ever emerged. Very strange and such a simple task.

When things go wrong, you are not alone...

2009-05-20T20:58:00.005-04:00

I happened across a funny article in PlannerWire, which is a meeting and event industry newsletter. It was of great interest because it featured examples of other planners who also have experienced "challenging" times when planning their meetings and events.

Needless to say, if you have ever felt that you were alone when things did not go as planned, think again. The article is appropriately named "What could possibly go wrong" and I encourage you to check it out. Some of the examples had me shaking my head in disbelief -- and commiseration -- in how far we go to correct the things that inevitably go wrong.

Eggs Benedict??

2009-05-14T16:32:00.004-04:00

I recently attended a morning event that served breakfast as part of the program. I happened to be very hungry that morning and looked forward to eating overall...although, that is really no different from most days!

Well, a few remarks were given and then breakfast was served. I was very excited as I anticipated a nice fluffy batch of scrambled eggs. However, I was very wrong in my anticipation....

We ended up being served Eggs Benedict...and the plate actually looked very similar to the attached picture. What I found interesting from a planning standpoint was the actual choice in entree. Usually, if you are not familiar with a group, it would be best to serve something 'general' and safe. Or if you do know the group, then you would know what is appropriate. For instance, for a group of Cattlemen, it would be pretty safe to serve beef. However, this event was not an annual one where the same people attend, so there was no way to know who would show on that particular day.

As I looked at my table and glanced around the room, I noticed that the entree was not overly consumed. I did eat the vegetables since I do like those. And thankfully they had a good old basket of muffin/pastry carbs stationed on the table as well. Needless to say, it was a very disappointing meal. While you will never please everyone with event meals, I do find it best to be safe when choosing the entree -- especially when your audience is not as well known.

The name tag...or lack thereof

2009-05-07T19:08:00.006-04:00

Human nature is always so very interesting when planning meetings and events. If you have attended any in your lifetime, you know that a staple of the registration process is the name tag. But what makes me chuckle are attendee reactions when they do not receive a name tag that is pre-printed. It's almost as if they equate it to doing something wrong or perhaps feeling left out?

What's funny is that I can actually answer that question given a recent event I attended. I was actually one of the honorees at this event and incorrectly assumed that my registration would automatically be taken care of, after all, I was informed that there was no need for me to remit payment in the system. Since the registration system required it, I simply didn't complete the form.

When I got to the registration desk to check in, there was no name tag for me. So guess what? I had to write my name on my name tag! I ended up making a 'joking' comment to the registration staff about wanting a preprinted tag. So I guess I did feel a bit 'different' with my badge showing my scribbled handwriting as opposed to nice, neat text. But it really was no big deal for that event since everyone would know who I was by the end of the event given I was one of the honorees. But it's always interesting how much the little meeting details really can make a big difference in the long run.

Disappearing Acts

2009-05-04T11:24:00.006-04:00

There are always those pesky little (or big) things that happen when planning meetings and events. We recently had an event where we had staging decor brought in by one of our suppliers. This particular decor was used to help enhance the overall stage set up.

Why is that the decor was there when we left the room after our evening event around 10pm, only to find it gone when we arrived at 6:30am? The session occuring in the morning was for the last event of the program. However, the decor items were gone and we just had our drape and select plants left.

From an event standpoint, it was horrifying....

Long story short, there was miscommunication about the overall pick up. Instead of being picked up at 11am on that Monday, it had been scheduled for 11pm on that Sunday. The good thing is it was not 'tragic' in that we had some related banner signs and additional greenery to help offset the missing decor that flanked the drape. But it was definitely not something to look forward to happening again anytime soon.

Discriminating tastes

2009-04-29T18:48:00.009-04:00

A large part of planning meetings and events is tasting the food -- definitely my favorite part. What I always find interesting, though, is when the food tastes different at the actual event than in the private tasting. Now granted, the tasting is usually only for a small number of people comprising the event organizers. So when the actual meal takes place, the chef is preparing a considerable amount more.

But it's always interesting to run into those situations when it is noticeably different. I remember at one tasting, a rice dish had a spicy 'kick' to it. When I ate it at the actual event, it didn't kick me back! Very disappointing.

I recently had an experience where one of the dishes ended up not being the same dish we privately tasted! That was a real disappointment as the dish was incredibly good. It seems the event manager forgot to alert the chef to what we had chosen....

All in all, tastings can be quite enjoyable...and even better when the good taste actually makes it to the main event.

Fade to black...

2009-04-19T11:49:00.007-04:00

I was recently attending a meeting participating in one of the breakout sessions. The presenter began speaking and introduced the panel. After about 30-45 minutes into the presentation, the lights in the room began to dim and then faded to black. When this happened, you heard a few jokes about our bad economy and how the hotels can't even afford to keep the lights on.

Well, there really wasn't a meeting organizer around so some of us began to fiddle with the light panels in the back. We were able to get them back on and the presentations resumed. Not five minutes later the same thing happened again. So we turned them back on and someone went to get a hotel representative. The presentations resumed....and then fade to black again.

It was comical the first few times, but the presenter then began to get upset. So the presentations continued even in the darkness. The panel was only a speaking panel so there were no accompanying PowerPoint or other media used.

Finally, we had someone from the hotel that was able to inform the moderator of the issue. Apparently, in one of the adjoining rooms (separated by air walls) there was a crew working and turning on their lights which automatically tripped ours to go off. So every time ours would fade to black, the lights in the room next door would be turned on. When we turned ours back on, their lights would go off.

There are so many little aspects when working with different hotels and venues. And having rooms separated by air walls propose their own sets of challenges such as this. In hotel venues, many times rooms are connected by the same types of engineering systems, which results in having to share thermostats, sounds, lighting among other aspects. So even in the midst of all the other details, these too are aspects that the meeting planner can inquire about to help avoid guests sitting in the dark.

Top 10 Ways to Downgrade Your Next Meeting

2009-04-14T17:31:00.005-04:00

I was just talking with someone recently about how people are modifying their behavior in light of our economic woes. There was a funny analogy mentioned of the Nordstrom shopper now heads to Macy's and the Target shopper goes to Wal*Mart.

So that made me think of how meetings and events might fit into these categories? Well, there has been considerable media criticism of corporate meetings being seen as "the problem." But what's interesting is that meetings and events are actually a pretty significant solution, after all, they create jobs and other revenue. There are now even campaigns that emerged to support the industry -- check out Keep America Meeting or Meetings Mean Business.

So, for all of those who think that meetings are still a problem, perhaps you might consider the Top 10 Ways to Downgrade Your Next Meeting:

Instead of using hotels or other venues, just meet in your home.
Bring your own food to the meeting. School children bring their own lunch so why can't we? You will probably like it better anyway.
Instead of slick marketing materials, simply put the information on Facebook and watch it spread like wildfire.
For a stage backdrop, just hang some old curtains...it's also a creative way to recycle.
Stuck on entertainment? No worries, you can most likely find plenty of free 'talent' among those who attempted to win on American Idol.
Capturing the event has never been easier...just ask everyone in the audience to pull out their camera phones and get busy taking pictures. Most likely they're already doing it anyway.
No need for that high tech audio visual support, just have your speakers use bullhorns for optimum broadcast.
How about transportation? Remember the days of Fred Flintstone? Given increased fuel costs, perhaps we just start our feet moving to help get the plane down the runway.
Eliminate the directional signage. Even when including it, attendees still seem to walk around with bewildered stares trying to find their next meeting location.
Handouts? Perhaps you just have staff in each session with their hand extended out. That definitely won't cost you anything!

Just a little humor to lighten the day. And if anyone actually resorts to any of these it'll truly speak to hard times. But I do believe the best course of action is to continue to meet. It can be done creatively and cost effectively without having to use a bullhorn or by bringing your own curtains. In fact, visit our latest podcasts of meeting and event planning tips that share some of these ways to save.

Vegan...vegetarian...allergies...and simply no mushrooms, please

2009-04-11T11:33:00.009-04:00

It's interesting to me to see the 'proliferation' of special dietary requirements when planning meetings and events. If you dare to ask, you will get back so many different variations as to what people can eat. Now granted, some people have life-threatening allergies to select foods, and those should definitely be dealt with very carefully. Some people also restrict their diet for religious reasons and that is understandable.

However, now more than ever you are seeing people who are gluten-free or are not able to have wheat. And then, of course, you still have the usual vegans or vegetarians.

Sidebar on vegetarians: When I think about them, it brings to mind that old Michael Jackson song of "Do You Remember the Time." This due to vegetarian seemed to be the only 'special requirement' for so long....do you remember the time?!!

What also brings me a chuckle is that sometimes "preferences" are becoming more so the rule rather than exception. I have found that people are listing such items as "no mushrooms" as a special requirement -- and when we follow up to gauge if there's an allergy, most often there isn't one. It's just a preference. I also find that people are enforcing certain preferences simply because they can.

So while we in the hospitality business try to be as serviceable as possible, altering a 500 person dinner menu for one 'no mushroom' preference is highly over the top.

Burning cash II

2009-04-05T16:48:00.008-04:00

So, if you read the last post, I was sort of chuckling about being charged additional fees by a hotel for making changes on the day of your event. This due to reviewing some banquet event orders (BEOs) for a client's upcoming four-day event. There was even a comment posted by a fellow hospitality blogger, who also happens to be a banquet manager, who gave some history as to the charges.

I must admit, not every customer is as wonderful as The Event Planning Group's team (smile). I do realize there can be very difficult clients who make significant changes and totally disregard how difficult it can be for hotel staff to accommodate. And I was assured by my event manager that the $500 fee would only be for major changes, not little things like adding a table here or there.

But as I continued reviewing the BEOs, I noticed another small clause: There is a $35 service charge for groups 35 people and under.

Now, this is not entirely out of the ordinary. Many restaurants and hotel banquets have such policies. What peaked my interest is in having held programs at this hotel before and these clauses were not apart of the policies. So it is indeed new...as that of the $500 fee for changes AND being charged $35 for the use of podiums which was another pop up.

However, everything is negotiable. Just make sure to check the hotels policies before signing the hotel agreement. Oftentimes, and as in our case, these policies can emerge well after the agreement is signed depending on how far in advance the contract is negotiated. But just something to remain mindful of in making sure to request them for review.

Burning cash

2009-03-29T18:32:00.004-04:00

I seem to be surrounded by all sorts of situations that are burning cash. I am actually here in lovely Paris, France right now and happened to exchange some U.S. dollars. As I am sure you can imagine, the dollar is weak. So that's why when you exchange about $200, you only get about $150 back. Ugh. I simply can't get enough of our lovely economy.

But that was actually a 'sidebar' and not the main topic of my posting. I am sitting here reviewing some banquet event orders or BEOs for an upcoming meeting and noticed a "special arrangements" clause that caught my attention. For those who may be novice planners or don't plan at all, the banquet event orders are the hotel's paperwork that outline the details of your meeting.

Anyway, this clause said "Any change(s) made on the day of your scheduled event after signed Banquet Event Order(s) have been submitted, will be subject to a service charge of up to $500.00 per occurrence." What on earth? How many of you who plan meetings and events never had a change on the day of your event?? This is a four day program I am working on, and while we pretty much stick to what's on our BEOs, I found this to be fascinating -- and merely another way to generate some revenue.

Things happen and you make adjustments for them. And then what happens when the hotel or your chosen venue decides to move your group to another meeting room because they double-booked you? This happens all the time. So if it does, will they owe us $500 per occurrence?

It's bad enough to have to pay for podiums when they used to be free. And perhaps the clause is because of groups who decide to change their entire program when they arrive onsite. I understand the additional work involved and I do appreciate the hustle and effort of banquet staff. They really can make or break your meeting and at The Event Planning Group we treat them with the utmost respect.

But having to pay potentially $500 because of a potential adjustment seems over the top for me. Am I being unreasonable here??

And the winner is....

2009-03-22T10:07:00.007-04:00

If you are a planner, you are definitely used to people replying that they will attend, and then they either show up or don't. But the point being you expect to have a certain percentage of no-shows at your meetings or events. But what happens when the actual guest or guests of honor do not show up?
I was reminded of an event that happened not too long ago where everything was set and in place. It was an honor ceremony for law enforcement. The room was arranged, chairs were in place and media in attendance. As they were ready to begin, they noticed that the four law enforcement officers were not there.

It just so happens that no one told the four officers about the ceremony!

There are so many large -- and small -- details to planning meetings and events that things ultimately do slip through the cracks. A checks and balances system can help to ensure most everything is covered. Constant communication between the event organizer and the others involved in the planning is key as well.

As for the officers who were supposed to receive the medals, they apparently were going to get them at a later date. And I would bet at an undetermined time and undisclosed location...

Timing is everything

2009-03-16T20:14:00.008-04:00

Some time ago, I remember working a meeting at a hotel and arriving in the meeting office early to begin the day. I was staying at the hotel so there was no commute time per se, just early mornings. I remember getting downstairs around 6:15am and couldn't seem to find anyone. I didn't see any techs from our audio visual company, my staff was not there and even the hotel banquet personnel were scattered, but not moving as quickly as I thought they should.

After a little while, and blood pressure beginning to rise (and still wondering where my staff was) I finally found our event manager who was preparing our breakfast room. However, the room was half set and the breakfast started in about 20 minutes. I mentioned to him that breakfast is scheduled to start soon and they were not ready.

He smiled and looked at me as if he wasn't understanding what I was saying. I pulled out my paperwork that listed the information and said our breakfast started at 7:30am and it was about 6:50am -- clearly not enough time to get the tables dressed and food displayed.

He then continued to look at me -- then at his watch -- and said, "Ah, Jennifer...it's only 5:50am." So needless to say, the joke was on me. I have no idea how I ended up an hour ahead. Soon thereafter, my staff began to arrive and all was well with the world.

I guess it could have been worse in being behind rather than ahead!

The shower curtain

2009-03-08T08:25:00.007-04:00

I recently visited a fellow hospitality blog So you Want to be a Banquet Manager and had to equally chuckle at some of his postings. There was one about bedspreads that made me think of an incident experienced many, many years ago. I've been in business now for 12 years, so as you can imagine, a lot has occurred over time.

I remember that the program was based in a hotel out in the midwest and it brought together all sorts of people from various disciplines. There was one person in particular that I remember vividly. She had this 'thing' where every room she went into, she demanded the staff to change the shower curtain. The shower curtain could have just been changed and a new one, but it had to be done. And she wasn't pleasant about letting the staff know about it either.

So never mind that she found various things wrong with each hotel room -- outside of the shower curtain -- that just meant the next room would inevitably need to have a new shower curtain as well.

Such are the quirks and idiosyncrasies of hospitality...there's always something to give a good chuckle.

Space considerations

2009-03-03T16:27:00.002-05:00

I was recently talking with someone about their future conference and was struck by the location they chose for the event. They mentioned wanting to have breakouts along with a small exhibit area and a general session room that would also have to be used for the meals. So the location is pretty tight. It was also used last year without the breakouts.

So I was wondering why they would consider returning given their overall needs. I believe some of it was cost, but even so, the details should drive the location. How many times have you attended an event that seemed to be too small or too large for the particular program? Or maybe the location did not offer the type of amenities needed to best host a meeting or event. This actually reminds me of an event I attended some years ago that ended up being too small for the number of guests attending. It also ended up conflicting with the fire codes. And outside of breaking the law, that's dangerous.

While I do believe costs are always an issue, it's equally important to ensure the hotel or other venue 'works for you' in terms of details.

The inevitability of weather

2009-03-02T10:55:00.005-05:00

This picture is what many airports along the east coast look like today. I am here in Washington, D.C. and planes are still flying, although there have been some delays. And of course the weather is impacting a client's meeting -- the only major snow storm of the year just so happens to fall today! It always seems to be the case. Thankfully, the meeting does not start until tomorrow, but there is an opening reception later tonight that may feel the effects of delayed passengers.

Meetings and events will always be susceptible to some form of weather -- some more than others depending on the time of year, location, severity of weather etc. Today's snow is more so an inconvenience than anything else -- although it is lovely to look at.

But the meeting will go on especially since the storm did not shut down any of the major airports. So that means people can still fly in even if delayed. So if we did in fact cancel our reception or meeting overall, we would then be liable and obligated to pay the hotel a substantial financial penalty. So everyone will have to deal with the minor inconveniences of delays and potentially long lines at the airport.

But such is the life of meetings and events....

Those pesky indiscretions

2009-02-28T07:48:00.014-05:00

I'm not quite sure why, but it seems that meetings and events can bring out
all of sides of people --those that you want to see and definitely those that you don't. Could it be that temporary feeling where you just throw caution to the wind because you may never be in that situation again? Or could it that air of intrigue or adventure to see how far you can push the envelope....are you wondering yet where I'm going with this?

We all know that hotels and other meeting venues are not public places. However, there are some that treat them as such. I had a colleague share with me that their hotel hosts a considerable number of events with teens as the main attendees. While some young people may be known for many things, being discreet was not one of them in this hotel.

It was mentioned that the host had to be informed to be more vigilant in checking the bathrooms...especially if select groups or individuals had disappeared for a period of time....

Now granted, this may not be unique to young folks, but it was apparently very common in this particular venue. In many situations, room monitors can go a long way to help thwart any little indiscretion that's eager to emerge.

Is anyone listening?

2009-02-25T14:49:00.010-05:00

Have you ever been to an event where the speaker was speaking, but no one was listening? I attended a reception not too long ago that was the opening event for an organization's annual meeting. The group was fairly large -- at least 500+ or so -- and they were all a pretty lively bunch. However, when the time came to deliver some remarks, no one stopped their conversation to listen.

I do have to say, the room was fairly large so I was not sure if the sound truly carried to all parts of the room. So that too could have been some of the issue. But the host proceeded to deliver remarks, even noting various sponsors, which did not seem to phase the crowd one bit into listening -- or showing their appreciation. The remarks also seemed to last for a good while, which of course did not help improve the situation.

Needless to say, those attendees nearest the stage thought the lack of attention was rude as did some of the chosen speakers making remarks. They even commented as such in trying to get the audience's full attention.

Receptions can often make dicey formats for remarks. If they need to be done, it's best to keep the number of speakers limited and the remarks very brief...and make sure too that the sound effectively carries to all parts of the room.

The lost world

2009-02-22T09:43:00.005-05:00

Human nature never ceases to amaze me at meetings. It's so intriguing to experience how some people seem to lose all sense of direction when in hotels or other meeting venues. Now granted, it's not their home so I would not expect people to know where everything is located. But the most common question is where is the rest room -- even when they are standing right next to it.

Or how about, what time is the three-o'clock break...

Yes, those type of questions do get asked and they are always good for a little chuckle.

Not enough room at the "inn"

2009-02-21T20:29:00.005-05:00

I would imagine you have attended events where having enough space seemed to be at a premium. I remember an event several years back that was held at a school with multiple buildings that were all being used for the event. The attendees were scheduled to arrive in shifts given there was a limited amount of space for the program. As it turns out, the initial program ran long and the second wave of attendees began to arrive -- all 400 of them to join the current 400 already in place.

There was a courtyard area in between the buildings which did not have much seating, rather just some benches in select locations. Needless to say, there was a "sea" of people in every nook and cranny of the ancillary buildings as well as the courtyard. Thank goodness it was a bright, sunny and warm day where people were able to sit outside. However, if rain was in the forecast, it would have been a much different story.

While there were reasons for the event to be scheduled as such, it would have probably been best for the shift schedules to be further apart or even held on different days. Any experiences as such? Would love to hear your tales....

Speaker Arrangements

2009-02-19T17:08:00.005-05:00

I recently was interviewed by a national industry publication and it brought back to mind several thoughts about planning challenges. One of which was a situation where a speaker at one of our meetings failed to make their hotel reservations and the hotel sold out.

We had communicated to all speakers the importance of making their own arrangements and even sent alerts that the room block was filling up. However, the hotel sold out for the first night and this particular speaker was left without a room. The issue was that this person arrived around 10:00pm the day before the event and was coming from London. There also happened to be a large convention in town so all of the nearby hotels were filled.

So going above and beyond, I offered her a 'one-night stay' in my room. I did have a suite with a bedroom and pull-out couch so it ended up working out OK for that one night. There are always lessons to be learned and ways to manage this process would be to continuously monitor the registration list and to follow up, follow up and follow up again to ensure the arrangements are made.

Never underestimate the power of grooming

2009-02-12T10:23:00.009-05:00

I recently attended an event where I was struck at the appearance of one of the speakers. She definitely had the audience's attention, but that was mostly due to she being the only one speaking at that time. However, when I quickly glanced at her during her presentation, I had to take a double take because I thought I saw glimpses of her belly hanging out. As I looked a little closer during her talk, I was actually right!

What made it even more unsettling was that her presentation and delivery were weak. So it made focusing on other aspects such as dress that much more prevalent. This experience also made me think of a friend's blog that addresses the issue of women and public speaking. Check out The Eloquent Woman blog as it has some really neat nuggets about how women can excel in delivery, content and their overall presentation. This experience showed that not everyone is the best public speaker nor will win "best dressed." But it does say how important it is to present yourself professionally and to be at the top of your game in front of a captive audience.

Unexpected Guests

2009-02-06T14:24:00.006-05:00

There is always that unpredictable factor when planning a meeting. And this could be anything from lost packages to long-winded speakers to cold food. There are so many examples that come to mind but one in particular sticks out. I was managing a meeting at a hotel and it was fairly early in the morning...probably around the 6am time frame. As I was setting out all of the materials on the table, I went to place my handbag and other personal effects under one of the tables. As I pulled up the tablecloth, I looked closer and unexpectedly saw someone sleeping under the table.

Needless to say, it was a bit unnerving and we called security to escort the individual to the exit. It's always a good reminder, though, that hotels and venues as such are public places. It would probably be a good idea as well -- especially in the early or late hours -- to have someone from security do a sweep of the meeting areas in anticipation of any unexpected guests. It would also be key to ask the hotel overall in how they monitor their public spaces and at what times they do any sweeps, if at all. I believe the individual I came across was a homeless person and most likely entered the hotel through the main entrance. So just being aware is always something to remain top of mind.

Just when you thought it was safe to close the folder

2009-02-04T17:51:00.007-05:00

Being a meeting planner requires a special type of person who has extreme patience among other qualities. We have been preparing for one of our meetings in pulling together all of the handouts for attendees. These materials would go inside a folder and the information was coming from all different sources. No problem...

As soon as we received an item, it automatically was placed in a folder for production. By keeping items in one place it helps to make sure it actually makes the folder. We really were in a groove with our assembling and producing, so much so, we even quickly placed in a last minute, and very long, document. We had all of the copies made in record time; however, not terribly long later, we learned that the document was not ready to distribute and all of them had to be taken out of the folders.

Even in the best of rhythms there is always room for improvisation.

I have to pay for what?

2009-02-02T19:53:00.009-05:00

When booking groups at hotels for a meeting or event there is often a lengthy contract review/negotiations process. This is the time where planners and hotel sales managers work out the liability terms. Operating from the standpoint that 'everything is negotiable', different hotels have varying latitudes on what they will and will not allow.

Having been reviewing hotel terms for more than 10 years, it's always a chuckle to see new or otherwise obscure terms arise. There have been countless discussions in the meetings industry about additional charges such as resort fees, golf fees or other miscellaneous charges not really having any meaning other than creating another revenue stream.

I recently saw in an agreement that I would be assessed a "25% late menu charge" if we fail to send our menu choices less than 10 days from the start of our event. That was a new one for me. Yes, it is required to send the hotel your menu choices in a timely fashion. But to be assessed a late fee for it?? I guess times are indeed tough all around.

Given everything is negotiable I did inquire about that particular clause. They really would not budge on it so I did not press the issue. There are always battles to be fought; however, that was not a critical one for this agreement.

Well, gotta run to get started on that menu...

"My Bad..."

2009-01-27T21:16:00.012-05:00

I recently attended a tasting at a hotel a client is using for their upcoming event. We held events at this location before; however, it's been a few years and our old event manager has since moved on. Our newest one is a nice person overall...not sure if this is her first position out of college or close to it however.

Well, in the tasting after we all sat down, our event manager begins by saying that she meant to create an actual menu card for us but "to be quite frank, I forgot....My Bad..."

Oh dear. While the menu card features the food choices that we chose for our event, having one would have been a nice touch but not tragic going without. For each entree that we tasted, the chef introduced the plate and explained the items, which is the process at most menu tastings.

However, it was the casual "my bad" that more so made me cringe...and if it made you want to crawl under your desk or table, join the club....

How's that for an ending

2009-01-24T21:22:00.000-05:00

Recently, I was sitting in an educational session at one of my industry conventions attentively listening to the panelists. The session was not quite done when all of a sudden a very loud voice came over the speaker system that mentioned something about children. At first, it was unclear whether someone on our panel was doing the speaking or if a question was being asked.

Then the voice continued to get louder and it became quite clear that the speaker from the session next door was bleeding over into our sound system. So we started to listen to his presentation amidst the bewildered stares and chuckles around the room. What made it even funnier was the audio visual staff who just sat in the back and shrugged it off -- AND the room was filled with a bunch of meeting planners who also didn't know what to do.

So the moderator ended the session...just like that. I guess I should have just started out next door!

The Chief Flub...

2009-01-22T18:40:00.000-05:00

How about being one of the most anticipated and watched events of all time only to flub. Yessss,I am referring to the Inauguration of our 44th President Barack H. Obama and his oath of office administered by Chief Justice Roberts. Now everyone makes mistakes and perhaps Justice Roberts became nervous. I don't think anyone would have minded; however, if he simply referenced some notes...you know, just in case...