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Meeting Planning

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Meeting planning tips and tricks

Meeting planning tips and tricks

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  • Born Oct. 27, 8lbs, 13 oz, 21 inches
  • We are implementing a new food and beverage format for Winter Conference—Group breaks and meals that are placed in a common area.
  • Look at Excel Worksheet
  • Transcript

    • 1. Intro to the WC/FC Team
      Registration Info
      The a/v guys
      Money saving tips
      WC/FC conference changes
      Meeting Planning on a Dime
      Sarah Mintz
      Conference Management
      Ext. 1450
    • 2. Drum roll please…
      Fall & Winter Conference Staff
    • 3. Kim Harmon
      Sarah Mintz
      Conference Director
      All Knowing
      Programming
      Speakers
      General Session
      CME and Special Events
      Conference Logistics
      Hotel contact-sleeping rooms
      Food/Bev
      Audio/Visual
      Finances
      All Knowing
      On-site crazy woman
      You have questions, we have answers.
    • 4. Sara Regalado
      Landen David Regalado
      TMA Building Logistics
      On-site at TMA building
      TexMed Director
      Proud Mom
      Conference Staff
    • 5. La’Shauna Maxwell
      Derrick & Danny
      Registration Guru
      On-site go-to gal
      Whoever you’re looking for, La’Shauna can hunt down
      Conference Staff
      TMA Building
      All things A/V
      AT&T Center
      A little different: No TMA LCD projectors
    • 6. When in Doubt, Just ask Mintz
      Questions on Who to Question?
    • 7. Registration 101
      La’Shauna Maxwell
      Conference Management
      Ext. 1453
      Lashauna.maxwell@texmed.org
    • 8. iMIS Upgrade
      Known issues
      • Cannot modify a registration( key for TexMed)
      • 9. Guest registrations
      • 10. Must login to register
      Staff Pre-registration
      Roster Checks
      Badge Pick-up
      What’s New?
    • 11. A Word From Danny and Derrick
    • 12. AT&T Center for 2012-2013
      • Contracted with the AT&T Center for both Fall and Winter Conference 2012-2013
    • “I can’t afford to save all that money” –My dear ole’ dad
    • 13. Money Saving Tips: Hyatt & TexMed(Freeman A/V)
    • 14. Money Saving Tips: AT&T Center
    • 15. Hint: The Cheapest A/V is NO a/V
      Questions on A/V Savings?
    • 16. Event Spec Sheets
      rePORTSroOM
      Food and Beverage
      Website
      Chain, Chain, Change will do you (and your budget) good.
    • 17. Why I live & die by Event Specs
      In a nutshell: 95 Meetings in 1.5 days!
      They are the nuts/bolts of your meeting
      Take your time when filling them out—it will pay off on-site
      I place meetings based on what A/V is in each room—saving you $$!
      The sooner I know about changes, the better for everyone!
      Cmte Chair TMA Staff Mintz Hotel CSM Manager Line Staff
      During crunch time, even hours can make a difference
      Please let me know ASAP when a new meeting might possibly be somewhat rumored to be thought about.
    • 18. Reports Room
      Located next door to Registration on the 2nd Level
      Copy/Fax Machine Available; Large printing jobs at TMA
      Rooms 208/209Reports Room
      Rooms 212/214A/V & Exhibitor Storage
      Rooms 210/211Meeting Lounge for Chair/TMA Staff
    • 19. Group Meals: Saving you time anD money
      New Food and Beverage Format
    • 20. Group Meals and Breaks
      AT&T Center offers low cost group dining options
      Reminder: We’re at the AT&T Center for the next 2 years
      Breakfast Breaks & Midday snacks will be served in a common area outside meeting rooms
      What is this going to look like? …I’m glad you asked.
    • 21.
    • 22.
    • 23. Group Meals and Breaks
      Breakfast Break Example:
      AM HOT: Breakfast Tacos w/ Salsa
      Seasonal Hand Fruit
      Sliced Fruit
      Yogurt, Granola
      Hard Boiled Eggs
      Peanut Butter
      Sour Cream Coffee Cake
      Blueberry Muffins
      Croissants w/ Assorted Jellies
      Assorted Sodas & Juices
      Coffee & Tea Service
      How is this going to save me money? …I’m glad you asked.
    • 24.
    • 25.
    • 26. New F&B Format Saves you Time!
      If you are just serving a break, all I need is your guarantee
      No more 1.3879 gallons of $70 coffee
      If you are serving a meal, I need your guarantee and pick one:
      ($) Boxed Lunch-Served just outside your meeting room
      ($$) Tejas Dining room-Restaurant style dining (Level 2)
      To-Go boxes will be available at the front
      Great Vegetarian options (per survey)
      ($$$) Group Buffet Meal-Central Location on every level
      Great News! Now available in Tiered Classrooms
      No more $80 small group fees (Spent $1,100 at FC)
    • 27. Guarantee Email
      Good Afternoon,
       
      If you have food and beverage scheduled with your meeting at Winter Conference,
      send me your Final Guarantees by 5pm on Thursday, 1/20/11.
      Meeting Name = Committee on Committees
      Date of Meeting = 1/29/2011
      Guarantee = 15
      Meal:
      __ BREAK ___ BOXED MEAL _15_ TEJAS DINING ___ BUFFET
      Vegetarian Requests/Special Dietary Needs = 3
       
      As always, please feel free to contact me with any questions or concerns,
       
      Sarah Mintz
      Meeting and Event Planner
      Conference Management
      Texas Medical Association
      401 West 15th St
      Austin, TX 78701
      (800)880-1300, Ext. 1450
       
      It’s time to renew your TMA and CMS memberships! http://renew.texmed.org
    • 28. I know you’ll have questions…just ask.
      This applies to all TMA meetings at Fall/Winter Conference
      Meetings in conjunction with TMA (TMAIT, TMAF, TEXPAC, CMS Leadership, ICWS) are welcome to join in on the savings!
      TMA Building meetings will have the same F&B format as before
      This does not apply to TexMed 2011
      We want your feedback—please don’t knock it until you try it!
    • 29. I love my job
      I really enjoy working with TMA Staff
      I realize that you don’t eat/sleep/breathe conferences like I do
      Thank you for coming today and for all your hard work!
      For the Record: