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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

Meeting Planning Meeting Planning Presentation Transcript

  • 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
  • Drum roll please…
    Fall & Winter Conference Staff
  • 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.
  • Sara Regalado
    Landen David Regalado
    TMA Building Logistics
    On-site at TMA building
    TexMed Director
    Proud Mom
    Conference Staff
  • 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
  • When in Doubt, Just ask Mintz
    Questions on Who to Question?
  • Registration 101
    La’Shauna Maxwell
    Conference Management
    Ext. 1453
    Lashauna.maxwell@texmed.org
  • iMIS Upgrade
    Known issues
    • Cannot modify a registration( key for TexMed)
    • Guest registrations
    • Must login to register
    Staff Pre-registration
    Roster Checks
    Badge Pick-up
    What’s New?
  • A Word From Danny and Derrick
  • 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
  • Money Saving Tips: Hyatt & TexMed(Freeman A/V)
  • Money Saving Tips: AT&T Center
  • Hint: The Cheapest A/V is NO a/V
    Questions on A/V Savings?
  • Event Spec Sheets
    rePORTSroOM
    Food and Beverage
    Website
    Chain, Chain, Change will do you (and your budget) good.
  • 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 $$!
    The sooner I know about changes, the better for everyone!
    Cmte Chair TMA Staff Mintz Hotel CSM Manager Line Staff
    During crunch time, even hours can make a difference
    Please let me know ASAP when a new meeting might possibly be somewhat rumored to be thought about.
  • Reports Room
    Located next door to Registration on the 2nd Level
    Copy/Fax Machine Available; Large printing jobs at TMA
    Rooms 208/209Reports Room
    Rooms 212/214A/V & Exhibitor Storage
    Rooms 210/211Meeting Lounge for Chair/TMA Staff
  • Group Meals: Saving you time anD money
    New Food and Beverage Format
  • Group Meals and Breaks
    AT&T Center offers low cost group dining options
    Reminder: We’re at the AT&T Center for the next 2 years
    Breakfast Breaks & Midday snacks will be served in a common area outside meeting rooms
    What is this going to look like? …I’m glad you asked.
  • Group Meals and Breaks
    Breakfast Break Example:
    AM HOT: Breakfast Tacos w/ Salsa
    Seasonal Hand Fruit
    Sliced Fruit
    Yogurt, Granola
    Hard Boiled Eggs
    Peanut Butter
    Sour Cream Coffee Cake
    Blueberry Muffins
    Croissants w/ Assorted Jellies
    Assorted Sodas & Juices
    Coffee & Tea Service
    How is this going to save me money? …I’m glad you asked.
  • New F&B Format Saves you Time!
    If you are just serving a break, all I need is your guarantee
    No more 1.3879 gallons of $70 coffee
    If you are serving a meal, I need your guarantee and pick one:
    ($) Boxed Lunch-Served just outside your meeting room
    ($$) 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)
  • 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
  • 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!
  • 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: