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Our 50 States: [Name of Your State]
Our 50 States: [Name of Your State]
Our 50 States: [Name of Your State]
Our 50 States: [Name of Your State]
Our 50 States: [Name of Your State]
Our 50 States: [Name of Your State]
Our 50 States: [Name of Your State]
Our 50 States: [Name of Your State]
Our 50 States: [Name of Your State]
Our 50 States: [Name of Your State]
Our 50 States: [Name of Your State]
Our 50 States: [Name of Your State]
Our 50 States: [Name of Your State]
Our 50 States: [Name of Your State]
Our 50 States: [Name of Your State]
Our 50 States: [Name of Your State]
Our 50 States: [Name of Your State]
Our 50 States: [Name of Your State]
Our 50 States: [Name of Your State]
Our 50 States: [Name of Your State]
Our 50 States: [Name of Your State]
Our 50 States: [Name of Your State]
Our 50 States: [Name of Your State]
Our 50 States: [Name of Your State]
Our 50 States: [Name of Your State]
Our 50 States: [Name of Your State]
Our 50 States: [Name of Your State]
Our 50 States: [Name of Your State]
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Our 50 States: [Name of Your State]

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  • 1. Presented by The Society of Government Meeting Professionals Charles S. Sadler, CHSP Executive Director The Government Meeting Toolbox
  • 2. SGMP is the only national organization in the United States dedicated exclusively to improving the knowledge and expertise on the planning and execution of government meetings through education, training and industry relationships. <ul><li>30 chapters around the nation </li></ul><ul><li>Almost 4000 members and still growing </li></ul><ul><li>Annual Education Conference/Trade Show </li></ul><ul><li>CEU’s, Certification and technology classes </li></ul>
  • 3. Who Joins SGMP? <ul><li>The Meeting Planners </li></ul><ul><li>Government meeting planers, Federal, state and municipal </li></ul><ul><li>Contract planners </li></ul><ul><li>Educators and students </li></ul><ul><li>The Industry Suppliers </li></ul><ul><li>Hotel Sales </li></ul><ul><li>Convention Bureaus </li></ul><ul><li>Vendor services, i.e., AV, transportation </li></ul><ul><li>Associate Suppliers (commissioned based placement of meetings) </li></ul>
  • 4. Are Your Meeting Planning Skills or Tools a Little on the Primitive Side?
  • 5. Or Maybe Your Meeting Planning Skills or Tools Need a Little Updating?
  • 6. If You are a Government Meeting Planner, SGMP is For You! <ul><li>You will learn how to build an RFP – Request for Proposal </li></ul><ul><li>You will get ideas on how to tinker with F&B – Food and Beverage </li></ul><ul><li>You will get tips on how to be handy during a site inspection </li></ul><ul><li>You will walk away with more confidence to book your next meeting </li></ul>
  • 7. If You are in Hospitality Industry Sales, SGMP is For you Too! <ul><li>You will learn what goes into the building of an RFP – Request for Proposal </li></ul><ul><li>You will get ideas helping government planners with F&B – Food and Beverage </li></ul><ul><li>You will get tips on what government planners look for during a site inspection </li></ul><ul><li>You will walk away with more confidence in bidding on your next meeting </li></ul>
  • 8. Your Blueprint for Building The RFP-Part 1 (You can access RFP samples at our website www.sgmp.org) <ul><li>THE COVER LETTER </li></ul><ul><li>Provide a timetable for the RFP process </li></ul><ul><li>Include the exact date they must respond </li></ul><ul><li>State the decision date </li></ul><ul><li>Describe the decision making process and also the role you play in the process </li></ul><ul><li>Discuss any important procedural points the hotel should know up front. (i.e. contacting anyone, promotional activities, finalists or negotiations) </li></ul><ul><li>Give clear guidelines for how responses are to be formatted </li></ul>
  • 9. Your Blueprint for Building The RFP-Part 2 <ul><li>GROUP AND MEETING PROFILE </li></ul><ul><li>Provide basic information about your organization and participant profiles. Who are your attendees? History of meeting. Goals of meeting. </li></ul><ul><li>Provide specific information on meeting room requirements, food and beverage, sleeping rooms, VIP needs, ADA requirements and AV. </li></ul><ul><li>Give particulars on sleeping rooms, such as day to day room block, history of pick-up with dates and locales, percentage of singles multiples and suites. </li></ul><ul><li>Include a wish list. (i.e. airport pick-ups, coffee) </li></ul><ul><li>Include any special needs. (i.e. dietary, security, signage, multi-lingual staff, health club) </li></ul>
  • 10. Your Blueprint for Building The RFP-Part 3 <ul><li>HOTEL INQUIRY </li></ul><ul><li>How old is the hotel and the hotels FEMA number. </li></ul><ul><li>Have there been any recent renovations? </li></ul><ul><li>Are any renovations planned for the meeting dates? </li></ul><ul><li>How long has the current management been in place? </li></ul><ul><li>Ask for names and phone numbers of 3 to 5 meeting planners who have met at the hotel with a group similar in size to yours. </li></ul><ul><li>Ask what other groups would be in the hotel during your intended dates. </li></ul>
  • 11. Your Blueprint for Building The RFP-Part 4 <ul><li>EVALUATING RESPONSES </li></ul><ul><li>Was the proposal complete, addressing all your needs? Did the hotel contact follow your instructions? Was the proposal submitted on time? </li></ul><ul><li>Did the hotel provide dimensional diagrams for the meeting space available? </li></ul><ul><li>Did the hotel offer acceptable alternatives for requests it could not meet? </li></ul><ul><li>Does the hotel offer any special facilities or services that would benefit your group? </li></ul><ul><li>Were references readily given? How did peers evaluate their experiences with the hotel? </li></ul>
  • 12. Site Inspections: Accessibility (You can access Site Inspection list samples at our website www.sgmp.org) -Travel ease and cost, proximity to airport -Permits access by people with disabilities -Adequate taxi/limousine service -Sufficient parking space -Availability and cost of shuttle service -Adequate airport assistance -Adequate number of flights into destination -Seasonality of destination (peak season vs. off- season)
  • 13. Site Inspections: Environment <ul><li>- Availability of local attractions, shopping recreation restaurants </li></ul><ul><li>- Weather conditions </li></ul><ul><li>- Appearance </li></ul><ul><li>Safety of area </li></ul><ul><li>Reputation of area/facility for hosting meetings Support and services available from local convention bureau </li></ul><ul><li>- Availability of experienced suppliers, such as audiovisual firms, exhibit service contractors, temporary help, and security </li></ul>
  • 14. Site Inspections: The Facility <ul><li>-Efficient, friendly doormen and bellmen attractive, clean lobby </li></ul><ul><li>-Registration desk easy to find: sufficient space and personnel in relation to guest rooms; ability to handle peak check-in/check-out times for major groups; efficient front desk personnel </li></ul><ul><li>-Modern elevators in sufficient number to serve guests when the facility is full </li></ul><ul><li>-Accessible, fully-staffed message and information desk: rapid response to telephone calls; quick delivery of messages Availability of guest services </li></ul><ul><li>-Comfortable clean rooms: furniture in good condition, modern bathroom fixtures, adequate lighting, adequate closet space and hangers, smoke detectors, fire exit information clearly posted, </li></ul><ul><li>-Adequate lighting and cleanliness of hallways </li></ul><ul><li>-Availability of beverage and ice machines on each floor </li></ul><ul><li>-Service elevator accessibility </li></ul>
  • 15. Site Inspections: The Facility (continued) <ul><li>-Size of standard room vs. deluxe room </li></ul><ul><li>-Rooms equipped for people with disabilities </li></ul><ul><li>-Number and types of suites and availability of suite floor plans </li></ul><ul><li>-Reservations procedures and policies </li></ul><ul><li>-Room category classifications (floor number, non-smoking, ocean view, etc.) and number available in each category </li></ul><ul><li>-Number of rooms available for early arrivals and late departures </li></ul><ul><li>-Current convention rate and rack rate for individual guests (not part of the group) </li></ul><ul><li>-Guarantee and deposit requirement </li></ul><ul><li>-Check-in and check-out hours </li></ul>
  • 16. Site Inspections: The Facility (continued) <ul><li>-Cutoff date for the room block </li></ul><ul><li>-Check-cashing policies and types of credit cards accepted and refund policy for cancellation </li></ul><ul><li>-Number of non-smoking floors, kings vs. doubles </li></ul><ul><li>-Dates of any planned renovations </li></ul><ul><li>-Any change in hotel ownership being discussed </li></ul><ul><li>-Availability of a health club, hours, and cost </li></ul><ul><li>-Telephone access charges (long distance, local, and calling card) </li></ul><ul><li>-Key system for guest rooms </li></ul><ul><li>-Adequate parking space (free or for a fee) </li></ul><ul><li>-Hotel emergency plan (meeting manager should review it) </li></ul><ul><li>-Hotel emergency exits clearly marked </li></ul><ul><li>-Comparison of king-bedded versus double-bedded room categories </li></ul><ul><li>-Availability of Internet in guest rooms </li></ul>
  • 17. Site Inspections: The Facility (continued) <ul><li>Meeting Rooms </li></ul><ul><li>Meeting space meeting rooms come in all shapes and sizes, and with a number of obstructions and inadequacies. The meeting planner must evaluate the potential of each room under consideration. They should get and review the accurate measurement of the room, prepare or ask for scale diagrams, incorporate all equipment, staging and decorations, and calculate the desired square footage per person for the required setup. </li></ul>
  • 18. Site Inspections: The Facility (continued) Hotel Meeting Room Questions -How many meeting rooms will be required? -In addition to the formal program, will meeting rooms be needed for committee and business meetings? -What is the estimated attendance for each session? -Are attendees to be seated theater style, classroom style, or conference style? -Are rooms with high ceilings and no columns or obstructions needed to accommodate audiovisual presentations? -Is space needed in or near the meeting room(s) for refreshment breaks? -What pre and post-meeting space is required for affiliated ancillary groups? -Are meeting rooms accessible to people with disabilities?
  • 19. Site Inspections: The Facility (continued) <ul><li>Food and Beverage Service Public Outlets </li></ul><ul><li>- Appearance and cleanliness - Cleanliness of food preparation areas - Adequate staffing at peak times - Attitude of personnel - Prompt and efficient service - Variety of menus - Cost range - Reservations policy - Feasibility of setting up additional food outlets for continental breakfast and quick luncheon service if necessary - Feasibility of using public food outlets for group functions during non-peak hours </li></ul>
  • 20. Site Inspections: The Facility <ul><li>Group Functions </li></ul><ul><li>- Quality and service - Diversity of menus - Creativity or access to companies specializing in decor - Costs: tax and gratuities; projected price increase by the time of the meeting; extra labor charges for small group functions - Liquor laws (restricted times) - Cash bar policies: bartender cost and minimum hours, cashier charges, drink prices - Refreshment break pricing: guarantee policies, when a guarantee is required, number prepared beyond guarantee - Special services: tailored menus, theme parties, unique refreshment breaks, food substitutions available, table decorations, dance floor - Size of banquet rounds (eight people or 10 people) </li></ul>
  • 21. Food and Beverage Tips <ul><li>-Plan the dessert as the afternoon break to get luncheon at per diem cost in line for hotel </li></ul><ul><li>-Negotiate Continental Breakfast in with room rates </li></ul><ul><li>-DO NOT Serve Buffets, they cost more due to lack of portion control. </li></ul><ul><li>-Plated Dinners are better bargains than receptions with hors d’ oeuvres </li></ul>
  • 22. Certified Government Meeting Professional
  • 23. Benefits of Becoming a Certified Government Meeting Professional <ul><li>Obtaining the Certified Government Meeting Professional (CGMP) designation further defines ones ability to “get the job done” and establishes ones level of knowledge and expertise in planning and executing government meetings. Participating in this CGMP training course and taking the CGMP exam not only helps the credibility of the meeting planner, but also reflects an achievement of professional competency within your agency. </li></ul>
  • 24. CGMP Benefits <ul><li>Demonstrates your commitment and ability to perform the duties of a meeting planner. </li></ul><ul><li>Enhances the image of excellence in coordinating and planning government meetings. </li></ul><ul><li>Reflects professional and personal achievement designed for the federal/state/local government meeting planner. </li></ul><ul><li>Builds self-esteem that measures the quality of education, experience, and ethics required of a meeting planner. </li></ul><ul><li>Establishes a professional credential that serves as an endorsement of your knowledge and experience. </li></ul>
  • 25. CGMP Benefits (continued) <ul><li>Improves career opportunities and advancement that gives you an edge when being considered for promotion. </li></ul><ul><li>Prepares you for greater on-the-job responsibilities indicating your willingness to invest in your professional development. </li></ul><ul><li>Provides for greater earnings potential, monetary incentives and recognition. </li></ul><ul><li>Improves skills and knowledge by confirming proficiency and knowledge. </li></ul><ul><li>Offers greater professional recognition from peers and superiors. </li></ul>
  • 26. SGMP takes the CGMP Course on the Road, right to your chapter!
  • 27. With SGMP You get all the Tools You Need! <ul><li>Education Programs to download </li></ul><ul><li>Meeting Budget and Cost Analysis Forms </li></ul><ul><li>Quarterly Magazine </li></ul><ul><li>Discussion Board </li></ul><ul><li>Monthly Chapter Education Programs and Networking </li></ul><ul><li>National Education Conference </li></ul><ul><li>CEU’s </li></ul><ul><li>Certification Programs </li></ul><ul><li>Scholarship Opportunities </li></ul>
  • 28. SGMP Brings Today’s Meeting Knowledge Direct to You!

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