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Planning Your Event
Planning Your Event
Planning Your Event
Planning Your Event
Planning Your Event
Planning Your Event
Planning Your Event
Planning Your Event
Planning Your Event
Planning Your Event
Planning Your Event
Planning Your Event
Planning Your Event
Planning Your Event
Planning Your Event
Planning Your Event
Planning Your Event
Planning Your Event
Planning Your Event
Planning Your Event
Planning Your Event
Planning Your Event
Planning Your Event
Planning Your Event
Planning Your Event
Planning Your Event
Planning Your Event
Planning Your Event
Planning Your Event
Planning Your Event
Planning Your Event
Planning Your Event
Planning Your Event
Planning Your Event
Planning Your Event
Planning Your Event
Planning Your Event
Planning Your Event
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Planning Your Event

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  • 05/31/10
  • KEVIN 05/31/10
  • Transcript

    • 1. Conference Organizer’s Workshop Planning Your Event Elsie Cabrera, CMP Manager, Sales & Conference Activities IEEE Meeting & Conference Management (MCM)
    • 2. Workshop Agenda <ul><li>How to develop a conference timeline </li></ul><ul><li>Creating request for proposals (RFP) </li></ul><ul><ul><li>hotel/venue </li></ul></ul><ul><ul><li>audio visual supplier </li></ul></ul><ul><ul><li>destination management company (DMC) </li></ul></ul><ul><li>Negotiating – how to get the best deal </li></ul><ul><li>Food and beverage planning </li></ul><ul><li>Hotel room block management </li></ul><ul><li>Summary </li></ul>May 31, 2010
    • 3. How to Develop a Conference Time May 31, 2010
    • 4. How to Develop a Conference Timeline <ul><li>Begin by considering all tasks and dates required in planning your event </li></ul><ul><ul><ul><li>IEEE and OU requirements </li></ul></ul></ul><ul><ul><ul><ul><li>Sponsorship requirements </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Budgeting requirements </li></ul></ul></ul></ul><ul><ul><ul><li>Building your technical program </li></ul></ul></ul><ul><ul><ul><ul><li>Abstract Submission </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Paper Submission </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Peer Review Process </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Notifications </li></ul></ul></ul></ul>May 31, 2010
    • 5. How to Develop a Conference Timeline <ul><li>Visa process </li></ul><ul><li>Registration </li></ul><ul><ul><ul><li>Searching for a Payment Card Industry (PCI) vendor </li></ul></ul></ul><ul><ul><ul><li>Early Registration Deadline </li></ul></ul></ul><ul><ul><ul><li>Onsite Registration Activities </li></ul></ul></ul><ul><li>Review Contractual Obligations and incorporate into timeline </li></ul><ul><ul><ul><li>Deposit due dates </li></ul></ul></ul><ul><ul><ul><li>Contract room block review dates </li></ul></ul></ul><ul><ul><ul><li>Cancellation dates </li></ul></ul></ul>May 31, 2010
    • 6. How to Develop a Conference Timeline <ul><li>Exhibit management </li></ul><ul><ul><ul><li>Exhibit Decorator </li></ul></ul></ul><ul><ul><ul><li>Floor Plan </li></ul></ul></ul><ul><ul><ul><li>Prospectus (selling document) </li></ul></ul></ul><ul><ul><ul><li>Payment Due Date </li></ul></ul></ul><ul><ul><ul><li>Booth Assignment (date) </li></ul></ul></ul><ul><li>Other functions </li></ul><ul><ul><ul><li>Social functions </li></ul></ul></ul><ul><ul><ul><li>Tours &amp; Transportation </li></ul></ul></ul><ul><li>Assign tasks to committee members </li></ul><ul><li>Managing your conference timeline is crucial </li></ul>May 31, 2010
    • 7. Sample Timeline May 31, 2010
    • 8. Sample Timeline cont. May 31, 2010
    • 9. Creating Request for Proposals (RFP) May 31, 2010
    • 10. Request For Proposal (RFP) What is it? <ul><li>The RFP is a request for a quote for service </li></ul><ul><ul><li>identifies the goals and objectives </li></ul></ul><ul><ul><li>provides a profile of the group </li></ul></ul><ul><ul><li>provides historical data </li></ul></ul><ul><li>When writing an RFP, think about it as the first step to negotiating a contract </li></ul><ul><li>Consider what you need vs. what you want </li></ul><ul><ul><li>needs are non-negotiable </li></ul></ul><ul><ul><li>wants can become the basis for negotiations </li></ul></ul>
    • 11. Hotel RFP <ul><li>A hotel needs as much information as possible so they know what is important to the event </li></ul><ul><li>Don’t assume a hotel will have space available later </li></ul><ul><ul><li>be sure to include all space requirements at the start </li></ul></ul><ul><li>Be specific about the number and type of guest rooms required </li></ul><ul><ul><li>number of rooms needed at varying rates </li></ul></ul><ul><ul><ul><li>government vs. standard; </li></ul></ul></ul><ul><ul><li>upgrades for VIPs </li></ul></ul><ul><li>Don’t be overly optimistic about the block; you will pay if you fall below the allowed shortfall </li></ul><ul><li>Event history, if available, is invaluable to the negotiation process </li></ul><ul><ul><li>establishes the value of the event to the hotel </li></ul></ul><ul><ul><li>reduces risk to the hotel by demonstrating solid history </li></ul></ul>May 31, 2010
    • 12. Hotel RFP What It Should Include <ul><li>Group profile (who/what the event is about) </li></ul><ul><li>Preferred event dates (pattern and any flexibility) </li></ul><ul><li>Number of attendees (if possible, include attendee profile) </li></ul><ul><li>Meeting space requirements (i.e. setup of each room, # of people, accessibility) </li></ul><ul><li>Preliminary schedule of events </li></ul><ul><li>Estimated food/beverage functions </li></ul><ul><li>Room block pattern (days/number of rooms per night) </li></ul><ul><li>Concessions (i.e suites required, parking passes, etc.) </li></ul><ul><li>Specify if you plan to use your own a/v supplier </li></ul><ul><li>Conference history (past locations, actualized room pick up, food/beverage spend) </li></ul><ul><li>Date when proposals are due </li></ul><ul><li>Decision date </li></ul>May 31, 2010
    • 13. Sample Hotel RFP May 31, 2010
    • 14. Sample Hotel RFP
    • 15. Audio Visual (A/V) RFP <ul><li>A/V is critical to the event </li></ul><ul><li>Cost should always be considered, but should not be the most important criteria </li></ul><ul><li>Clearly communicate as much detail as possible about your technical needs </li></ul><ul><li>The needs of the event will determine what vendor to use </li></ul>May 31, 2010
    • 16. Audio Visual (A/V) RFP What It Should Include <ul><li>Event name </li></ul><ul><li>Dates, time, location </li></ul><ul><li>Preliminary schedule of events </li></ul><ul><ul><li>Rooms assignments and setups </li></ul></ul><ul><li>A/V requirements per room (i.e. projectors, screen, podium, microphones) </li></ul><ul><li>Concessions (what you would like) </li></ul><ul><li>Date when proposals are due </li></ul><ul><li>Decision date </li></ul>May 31, 2010
    • 17. Sample Audio Visual RFP May 31, 2010 DATE BEGIN END EVENT LOCATION ROOM SET-UP # of Pax A/V &amp; Telecom Needs Wed, 17-Sep-2008 8:00 12:00 Region 4 Executive Committee Meeting Hilton Beaumont &amp; Belair U-Shape for 15 with 10 chairs in rear of room for observers 25 1-Screen with dress kit 1-Projector with appropriate VGA cable 1-AV Cart 1-Powerstrip to the Projection Cart 1-Power Strip for each 6&apos; table in the U Wed, 17-Sep-2008 8:00 17:00 MGA Student Activities Committee Hilton Beauport U-Shape for 25 with 10 chairs in rear of room for observers 35   Wed, 17-Sep-2008 13:00 17:00 Region 4 Long Range Strategic Planning Hilton Beaumont &amp; Belair Exsiting Set-Up 25 Existing Set-Up Thu, 18-Sep-2008 8:00 17:00 Region 2 Committee Meeting Congress Center 301 A/B U-Shape for 40 with 20 chairs in rear of room for observers 60 1-Screen with dress kit 1-Projector with appropriate VGA cable 1-AV Cart 1-Powerstrip to the Projection Cart 1-Power Strip for each 6&apos; table in the U Thu, 18-Sep-2008 8:00 17:00 Region 4 Committee Meeting Congress Center 302 A/B U-Shape for 40 with 20 chairs in rear of room for observers 60 1-Screen with dress kit 1-Projector with appropriate VGA cable 1-AV Cart 1-Powerstrip to the Projection Cart 1-Power Strip for each 6&apos; table in the U Thu, 18-Sep-2008 8:00 17:00 Region 7 (IEEE Canada) Committee Meeting Congress Center 303 A/B U-Shape for 40 with 20 chairs in rear of room for observers 60 1-Screen with dress kit 1-Projector with appropriate VGA cable 1-AV Cart 1-Powerstrip to the Projection Cart 1-Power Strip for each 6&apos; table in the U
    • 18. Destination Management Company (DMC) or Professional Conference Organizer (PCO) RFP <ul><li>They save time, research, and money </li></ul><ul><li>DMCs/PCO’s offer a wide range of services including </li></ul><ul><ul><li>tours </li></ul></ul><ul><ul><li>transportation </li></ul></ul><ul><ul><li>convention staffing </li></ul></ul><ul><ul><li>Extra services (i.e. entertainment, décor) </li></ul></ul><ul><li>Use a local DMC/PCO </li></ul><ul><ul><li>obtain recommendations from the hotel, convention center, or the city’s visitor bureau </li></ul></ul>May 31, 2010
    • 19. Destination Management Company (DMC) What It Should Include <ul><li>Detailed information will allow the DMC/PCO to develop a program and pricing specific for your event. Details should include: </li></ul><ul><ul><li>Group profile </li></ul></ul><ul><ul><li>Event services desired </li></ul></ul><ul><ul><ul><li>Offsite event shuttles (buses, mini vans) </li></ul></ul></ul><ul><ul><ul><li>Tour program (which days, time frame, cost) </li></ul></ul></ul><ul><ul><ul><li>Offsite event location selection and planning (gala dinner, reception) </li></ul></ul></ul><ul><ul><ul><li>Airport transfers </li></ul></ul></ul><ul><ul><li>Budget </li></ul></ul><ul><ul><li>Anticipated attendance </li></ul></ul><ul><ul><li>Conference dates and location (venue name) </li></ul></ul><ul><ul><li>Specify if you intend to have an exclusive tour program </li></ul></ul><ul><ul><li>Date when proposals are due </li></ul></ul><ul><ul><li>Decision date </li></ul></ul>May 31, 2010
    • 20. Sample DMC/PCO RFP
    • 21. Negotiating How to Get the Best Deal May 31, 2010
    • 22. Negotiating How to Get the Best Deal <ul><li>Negotiating is the process leading up to the point of contracting </li></ul><ul><li>Many items are negotiable most of the time </li></ul><ul><li>The ability to negotiate depends on your knowledge of the meeting (history; size, scope; profile; revenue generated for the facility) </li></ul><ul><li>Recognize that are vendors/suppliers are in the business to make money, you should understand how each vendor makes its money (sleeping rooms, f&amp;B, a/v, ancillary) </li></ul>May 31, 2010
    • 23. Negotiating How to Get the Best Deal <ul><li>Negotiate items that are important to your group first </li></ul><ul><ul><li>You can ask for more, but everything has a price </li></ul></ul><ul><li>Never say yes to the first offer </li></ul><ul><ul><li>suppliers rarely put their best offer first and will usually come down in price </li></ul></ul><ul><li>Vendor consolidation leads to better pricing </li></ul><ul><li>Utilize vendors who have an established relationship with the conference and/or IEEE or have been recommended </li></ul><ul><ul><li>discounts offered for repeat business </li></ul></ul><ul><li>Get all that you have negotiated in writing </li></ul>May 31, 2010
    • 24. Negotiating Tools <ul><li>IEEE has standard templates in place to help get you started </li></ul><ul><ul><li>Hotel contract templates </li></ul></ul><ul><ul><li>Meeting Management company template </li></ul></ul><ul><li>You will need to negotiate pricing, concessions, function space, and other details specific to your conference </li></ul><ul><li>Using the established templates creates more efficient and timely execution of the contract </li></ul><ul><li>Templates are located </li></ul><ul><ul><li>http://www.ieee.org/web/conferences/organizers/contracts.html </li></ul></ul>May 31, 2010
    • 25. Food and Beverage Planning May 31, 2010
    • 26. Food and Beverage Planning (F&amp;B) <ul><li>Understand the conference history for attendance at meal functions </li></ul><ul><ul><li>do the majority of delegates attend the functions? </li></ul></ul><ul><ul><li>what type of meals are ordered? (i.e. buffet, plated, or boxed) </li></ul></ul><ul><ul><li>are the meals additional purchase items or included in the registration fee? </li></ul></ul><ul><li>Hotel/venue considerations </li></ul><ul><ul><li>understand how the venue counts delegates at meal functions (i.e. by plates used or by seats) </li></ul></ul><ul><ul><li>does the venue prepare for 5% more than guaranteed? </li></ul></ul>May 31, 2010
    • 27. Food &amp; Beverage Planning (F&amp;B) Menu Selection Tips <ul><li>Consider the location and setup of the meal function space </li></ul><ul><li>Select the menu prior and compare to the conference budget </li></ul><ul><ul><li>remember to include tax and service charges </li></ul></ul><ul><li>If the standard hotel menus cost are prohibitive, inquire to customize a menu to fit your budget </li></ul><ul><li>Try to offer local cuisine as part of the conference meals if possible </li></ul>May 31, 2010
    • 28. Food &amp; Beverage Planning (F&amp;B) Menu Selection Tips <ul><li>If you have parallel events with meal functions, utilize the same menu </li></ul><ul><li>For smaller events, consider hosting joint meal functions to eliminate additional service charges </li></ul><ul><li>Inquire about menus ordered by other groups in-house at the time of your event </li></ul><ul><ul><li>bulk ordering creates better discount </li></ul></ul><ul><ul><li>reduces labor for the venue </li></ul></ul><ul><li>Review your advance registration activity to determine guarantees </li></ul>May 31, 2010
    • 29. Communicating Your Details to the Venue <ul><li>Prepare and send detailed event specifications that include </li></ul><ul><ul><li>Day and date of the function </li></ul></ul><ul><ul><li>time the room should be setup and how (i.e. theater, schoolroom, u-shape) </li></ul></ul><ul><ul><li>food and beverage selections and counts </li></ul></ul><ul><ul><li>room assignments as well as published start and end times </li></ul></ul><ul><ul><li>a/v and electrical requirements </li></ul></ul><ul><li>The venue will translate the information into a format known as a banquet event order (BEO) for review and signature </li></ul><ul><li>Ensure the BEOs correlate with your specifications </li></ul><ul><ul><li>communicate any discrepancies immediately </li></ul></ul><ul><ul><li>once signed, these become the contract with the venue </li></ul></ul><ul><li>Conduct a pre-conference meeting with the hotel to review all the beo’s once onsite to be sure the needs are interpreted and captured correctly </li></ul>May 31, 2010
    • 30. Meeting Specifications
    • 31. Room Block Management May 31, 2010
    • 32. Room Block Management Keep an Eye on the Contract <ul><li>Many hotels require conferences to pick up at least 80% of the contracted room block </li></ul><ul><li>Monitor the room pickup regularly and assess if reductions/increases in block are required </li></ul><ul><ul><li>increases may not be available or may be at higher rates </li></ul></ul><ul><ul><ul><li>before increasing, confirm that it is necessary </li></ul></ul></ul><ul><ul><li>reductions may incur penalties </li></ul></ul><ul><ul><ul><li>If fall below the contracted room block </li></ul></ul></ul><ul><ul><ul><ul><li>attrition charges may apply </li></ul></ul></ul></ul><ul><ul><ul><ul><li>concessions may be reduced or eliminated </li></ul></ul></ul></ul><ul><ul><ul><ul><li>meeting space allocation may change due to the size of the group and space charges may apply </li></ul></ul></ul></ul><ul><li>All changes to the contract should be agreed in writing by both parties (hotel and conference chair) by creating a contract addendum </li></ul>May 31, 2010
    • 33. Room Block Management Tips for Success <ul><li>Understand the conference pickup pattern </li></ul><ul><ul><li>How far in advance do delegates normally make their reservations? </li></ul></ul><ul><ul><li>Monitor and compare the pickup to the previous years to determine if you are on target </li></ul></ul><ul><ul><li>Confirm the following have made their reservations </li></ul></ul><ul><ul><ul><li>VIPs (ie. award winners, plenary speaker) </li></ul></ul></ul><ul><ul><ul><li>Authors/speakers </li></ul></ul></ul><ul><ul><ul><li>Committee </li></ul></ul></ul><ul><ul><li>Compare hotel rooming list to conference registration list(s) </li></ul></ul>May 31, 2010
    • 34. Summary <ul><li>There are many components to planning a successful event </li></ul><ul><li>The timeline is key to staying on track to meet deliverables </li></ul><ul><li>Always keep an eye on the contract terms </li></ul><ul><li>Don’t be afraid to ask for help from an expert; there are many resources available </li></ul><ul><ul><li>Event management professionals </li></ul></ul><ul><ul><li>Convention visitors bureau </li></ul></ul><ul><ul><li>Destination management company </li></ul></ul><ul><ul><li>Audio visual suppliers </li></ul></ul>May 31, 2010
    • 35. Questions?
    • 36. Resources and Tools <ul><li>Conference Organizers website </li></ul><ul><ul><li>www.ieee.org/web/conferences/organizers/index.html </li></ul></ul><ul><li>Attend Panel of Conference Organizers and visit the website for review of presentations </li></ul><ul><ul><li>www.ieee.org/web/conferences/organizers/poco/index.html </li></ul></ul><ul><li>Utilize a professional management company </li></ul><ul><ul><li>www.ieee.org/go/mcm </li></ul></ul><ul><li>Convention Industry Council’s Accepted Practices Exchange (provides industry best practices and standard templates) </li></ul><ul><ul><li>https://www.conventionindustry.org/apex/accepted.htm </li></ul></ul>May 31, 2010
    • 37. May 31, 2010 Website: www.ieee.org/go/mcm Email: mcminfo@ieee.org IEEE Meeting &amp; Conference Management (MCM) 445 Hoes Lane Piscataway, NJ, 08854 U.S.A. Contact Email Phone Elsie Cabrera, CMP Mgr. Sales &amp; Conference Activities [email_address] +1 732 981 3428
    • 38. <ul><li>THANK YOU </li></ul>May 31, 2010

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