Meeting planning tips and tricks

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

9. Guest registrations

10. Must login to registerStaff Pre-registration Roster Checks Badge Pick-up What’s New?

11. A Word From Danny and Derrick

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.

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.

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: