When meeting planning isn't your job title 10 tips for success 8.23.12 webinar

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Few tasks are as daunting to the marketing VP, executive assistant, or director of sales as being assigned responsibility for your organization’s next meeting, no matter how big or small. Unlike most large associations or corporations that employ professional meeting planners -- often with an entire staff in tow -- smaller associations and many corporations tap their department heads and supporting professionals to produce the next board meeting, product launch, or annual conference.
For the novice or infrequent meeting planner, the key to a successful meeting lies in first doing your internal homework, then partnering with a CVB sales professional -- the local destination expert -- to work toward accomplishing your organization’s meeting goals and objectives. We will provide you with solid tips to create an applause-worthy event.
During this webinar you will learn:

• How to get gather all the internal information you will need before you begin to reach out externally to plan your meeting
• A host of on-line industry approved resources to aid your planning
• How to enlist the Convention and Visitors Bureau as your advocate in any destination for any size meeting

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  • Shimo to do introductions and general housekeeping announcements, turn over to Terri to begin:CVB Co-hostCharlie SpiegelDirector of SalesMonterey County Convention and Visitors Bureau BIO: Charlie Spiegel is currently Director of Sales for the Monterey County CVB. Spiegel also served as Director of Membership for Meeting Professionals International, where he was responsible for managing an international staff that were key in the recruitement, engagement and retention of MPI’s Global membership – a key customer group for the region. Spiegel also has over eight years of convention sales experience from the Overland Park CVB, where he was the Director of Sales from 1998 – 2006. Special Guest Panelist: Scott Lash, Certified Experience Economy ExpertPartner and Marketing DirectorStrategic Horizons LLP BIO: Scott Lash is partner and director of marketing for Strategic Horizons LLP. His role there includes planning, staging and promoting engaging learning experiences and events, including their annual thinkAbout which is being held in San Francisco this September and has been written up in major business publications including Time magazine and Fast Company.  
  • Terri: Overview ObjectivesFew tasks are as daunting to the marketing VP, executive assistant, or director of sales as being assigned responsibility for your organization’s next meeting, no matter how big or small. Unlike most large associations or corporations that employ professional meeting planners -- often with an entire staff in tow -- smaller associations and many corporations tap their department heads and supporting professionals to produce the next board meeting, product launch, or annual conference. For the novice or infrequent meeting planner, the key to a successful meeting lies in first doing your internal homework, then partnering with a CVB sales professional -- the local destination expert -- to work toward accomplishing your organization’s meeting goals and objectives. We will provide you with solid tips to create an applause-worthy event.During this webinar you will learn:  How to get gather all the internal information you will need before you begin to reach out externally to plan your meetingA host of on-line industry approved resources to aid your planningHow to enlist the Convention and Visitors Bureau as your advocate in any destination for any size meeting 
  • Terri to t-up Scott to discuss what you need to know before you reach out…and ? Charlie on why this information is important to CVBs, hotels and venues in order to get the fastest most complete responses to your RFP
  • Scott/Charlie:Often it’s tempting to just head out with just the rates, dates and space you are looking for and neglect the more in-depth reporting of your meeting information. These 5 Ws should help lead the way to receiving successful responses that are through and aimed at meeting your objectives completely. Will also avoid a lot of back and forth getting complete information if CVBs understand completely your needs up front they can better educate their destination partners and find you the right fit for your meeting.Scott you can speak to the success of not only finding a adequate facility for your meeting, but all the right components of the right meeting experience!!!Find answers to the 5 W’s – why (reason for the meeting), what (type of event), where (venue), when (date), and who (attendees) --Why. Determine the purpose of the meeting: does it support your organization’s mission and goals? Is the objective to raise your company’s profile, create excitement about a new product, promote teambuilding within your organization, or initiate strategic planning with minimal distractions?What. Understand the style of the event: down-to-business with few frills, or high-end with planned outside group activities? Where. Understand what is desired in a venue: does the board chair have a favorite resort in mind? Do the demographics of your membership or company facilities favor a particular city, state, or region? If there is not already a specific preferred destination, try to narrow the possibilities down to no more than three locations.When. Identify the preferred dates: is there flexibility in order to book the preferred hotel?Who. There are several here. First, understand who will attend: will the meeting be mandatory or will attendee promotion be required? The answer can mean the difference in simply informing attendees of the event details versus an all-out marketing campaign. Next, understand the internal “who” (division of responsibility): are you expected to engage speakers and provide meeting content or just handle meeting production logistics? Finally, define who is the final decision-maker: you, the CEO, your board of directors? If not you, how much involvement and intermediate information does the decision maker want, and in what form?
  • Scott/Charlie:Often it’s tempting to just head out with just the rates, dates and space you are looking for and neglect the more in-depth reporting of your meeting information. These 5 Ws should help lead the way to receiving successful responses that are through and aimed at meeting your objectives completely. Will also avoid a lot of back and forth getting complete information if CVBs understand completely your needs up front they can better educate their destination partners and find you the right fit for your meeting.Scott you can speak to the success of not only finding a adequate facility for your meeting, but all the right components of the right meeting experience!!!Find answers to the 5 W’s – why (reason for the meeting), what (type of event), where (venue), when (date), and who (attendees) --Why. Determine the purpose of the meeting: does it support your organization’s mission and goals? Is the objective to raise your company’s profile, create excitement about a new product, promote teambuilding within your organization, or initiate strategic planning with minimal distractions?What. Understand the style of the event: down-to-business with few frills, or high-end with planned outside group activities? Where. Understand what is desired in a venue: does the board chair have a favorite resort in mind? Do the demographics of your membership or company facilities favor a particular city, state, or region? If there is not already a specific preferred destination, try to narrow the possibilities down to no more than three locations.When. Identify the preferred dates: is there flexibility in order to book the preferred hotel?Who. There are several here. First, understand who will attend: will the meeting be mandatory or will attendee promotion be required? The answer can mean the difference in simply informing attendees of the event details versus an all-out marketing campaign. Next, understand the internal “who” (division of responsibility): are you expected to engage speakers and provide meeting content or just handle meeting production logistics? Finally, define who is the final decision-maker: you, the CEO, your board of directors? If not you, how much involvement and intermediate information does the decision maker want, and in what form?
  • Scott/Charlie:Often it’s tempting to just head out with just the rates, dates and space you are looking for and neglect the more in-depth reporting of your meeting information. These 5 Ws should help lead the way to receiving successful responses that are through and aimed at meeting your objectives completely. Will also avoid a lot of back and forth getting complete information if CVBs understand completely your needs up front they can better educate their destination partners and find you the right fit for your meeting.Scott you can speak to the success of not only finding a adequate facility for your meeting, but all the right components of the right meeting experience!!!Find answers to the 5 W’s – why (reason for the meeting), what (type of event), where (venue), when (date), and who (attendees) --Why. Determine the purpose of the meeting: does it support your organization’s mission and goals? Is the objective to raise your company’s profile, create excitement about a new product, promote teambuilding within your organization, or initiate strategic planning with minimal distractions?What. Understand the style of the event: down-to-business with few frills, or high-end with planned outside group activities? Where. Understand what is desired in a venue: does the board chair have a favorite resort in mind? Do the demographics of your membership or company facilities favor a particular city, state, or region? If there is not already a specific preferred destination, try to narrow the possibilities down to no more than three locations.When. Identify the preferred dates: is there flexibility in order to book the preferred hotel?Who. There are several here. First, understand who will attend: will the meeting be mandatory or will attendee promotion be required? The answer can mean the difference in simply informing attendees of the event details versus an all-out marketing campaign. Next, understand the internal “who” (division of responsibility): are you expected to engage speakers and provide meeting content or just handle meeting production logistics? Finally, define who is the final decision-maker: you, the CEO, your board of directors? If not you, how much involvement and intermediate information does the decision maker want, and in what form?
  • Scott/Charlie:Often it’s tempting to just head out with just the rates, dates and space you are looking for and neglect the more in-depth reporting of your meeting information. These 5 Ws should help lead the way to receiving successful responses that are through and aimed at meeting your objectives completely. Will also avoid a lot of back and forth getting complete information if CVBs understand completely your needs up front they can better educate their destination partners and find you the right fit for your meeting.Scott you can speak to the success of not only finding a adequate facility for your meeting, but all the right components of the right meeting experience!!!Find answers to the 5 W’s – why (reason for the meeting), what (type of event), where (venue), when (date), and who (attendees) --Why. Determine the purpose of the meeting: does it support your organization’s mission and goals? Is the objective to raise your company’s profile, create excitement about a new product, promote teambuilding within your organization, or initiate strategic planning with minimal distractions?What. Understand the style of the event: down-to-business with few frills, or high-end with planned outside group activities? Where. Understand what is desired in a venue: does the board chair have a favorite resort in mind? Do the demographics of your membership or company facilities favor a particular city, state, or region? If there is not already a specific preferred destination, try to narrow the possibilities down to no more than three locations.When. Identify the preferred dates: is there flexibility in order to book the preferred hotel?Who. There are several here. First, understand who will attend: will the meeting be mandatory or will attendee promotion be required? The answer can mean the difference in simply informing attendees of the event details versus an all-out marketing campaign. Next, understand the internal “who” (division of responsibility): are you expected to engage speakers and provide meeting content or just handle meeting production logistics? Finally, define who is the final decision-maker: you, the CEO, your board of directors? If not you, how much involvement and intermediate information does the decision maker want, and in what form?
  • Scott/Charlie:Often it’s tempting to just head out with just the rates, dates and space you are looking for and neglect the more in-depth reporting of your meeting information. These 5 Ws should help lead the way to receiving successful responses that are through and aimed at meeting your objectives completely. Will also avoid a lot of back and forth getting complete information if CVBs understand completely your needs up front they can better educate their destination partners and find you the right fit for your meeting.Scott you can speak to the success of not only finding a adequate facility for your meeting, but all the right components of the right meeting experience!!!Find answers to the 5 W’s – why (reason for the meeting), what (type of event), where (venue), when (date), and who (attendees) --Why. Determine the purpose of the meeting: does it support your organization’s mission and goals? Is the objective to raise your company’s profile, create excitement about a new product, promote teambuilding within your organization, or initiate strategic planning with minimal distractions?What. Understand the style of the event: down-to-business with few frills, or high-end with planned outside group activities? Where. Understand what is desired in a venue: does the board chair have a favorite resort in mind? Do the demographics of your membership or company facilities favor a particular city, state, or region? If there is not already a specific preferred destination, try to narrow the possibilities down to no more than three locations.When. Identify the preferred dates: is there flexibility in order to book the preferred hotel?Who. There are several here. First, understand who will attend: will the meeting be mandatory or will attendee promotion be required? The answer can mean the difference in simply informing attendees of the event details versus an all-out marketing campaign. Next, understand the internal “who” (division of responsibility): are you expected to engage speakers and provide meeting content or just handle meeting production logistics? Finally, define who is the final decision-maker: you, the CEO, your board of directors? If not you, how much involvement and intermediate information does the decision maker want, and in what form?
  • SCOTT:Understand your budget parameters: are you given an amount that you must stay within, or will you create a budget for approval?Not just room rate but F/B and all ancillary expenses like audio visual, internet charges, resort fees, attrition charges.
  • CHARLIE:Be aware of any political sensitivities or red flags: does your organization produce a product that has been the target of bad press in a certain state? Will a local chapter of your organization welcome your meeting in their territory or see it as competition to their own regional meeting?Other groups in house at the same time or events going on in the city that may impact your meeting.
  • SCOTT:Set your timelines: is your meeting next year or next month? Determine your deadlines for receiving RFP responses, confirming the hotel, inviting attendees, and selecting vendors, then create an action calendar to keep you on track.Set your expectations up front to save time and frustration on everyone’s part!
  • CHARLIE:Don’t reinvent the wheel: has this meeting been held before? If so, do you have access to notes, histories, banquet orders, invoices, or programs from that event to serve as a reference for the new meeting? If you were not the organizer, can you talk to the prior planner for advice and perspective -- what went well and what didn’t? What would he or she change this time around? At the very least, speak with a former attendee about their impression of the last meeting.NOTE: You will also need this information as most hotels will require 2 years previous history/room pick up to secure your meeting. Meeting histories (PER) are tracked by hotels and CVBs and shared with in the industry. Your CVB sales professional can help you find your meeting history if you don’t have good records and Terri will review later on how you can check your PER at empowerMINT.com
  • Terri to review:If you’re feeling insecure about your meeting planning skills, there’s a myriad of resources to tap including periodicals and workshops. But, for immediate reference, numerous hospitality industry organizations have websites with extensive online information about the nuts and bolts of meeting planning, sample templates for various RFPs and contracts, negotiation skills, and other best practices tips. You might want to check these out to broaden your knowledge base:
  • Terri to note:This list will be provided in the email sent following the webinar and also there will be a link to the recording of this session
  • Terri to transition to Charlie and Scott reviewing the CVB Value and how they work as your advocate
  • Terri:CVBs make great partners for meeting planners, and even better partners for those who need to minimize the time meeting planning takes because it isn’t their primary job responsibility! FINDING the right venue, comparing proposals, arranging site inspections, and extended services after the meeting has been booked is all part of their value proposition!
  • Terri to ask Charlieto Review-exactly what a CVB will do and Scott to comment on his personal experience using a CVB to plan his meeting! Work with the destination’s convention & visitors bureau. As the destination expert and your “inside” advocate, no one can ensure a faster, higher quality response from their hotel partners than the local CVB – and no entity has more leverage. Here’s how your CVB representative can make researching any destination fast, easy and pain free:When meeting planning is not your primary job responsibility the time devoted to event planning is especially precious! Let the CVB take on the time consuming details for you!  “I prefer letting the CVB disperse the RFP to the appropriate hotels, collect the responses back and serve as my relay so I don’t have to field all of those emails and phone calls,” says Shawna Suckow, founder and president of the Senior Planners Industry Network (SPIN). “If the hotels have questions that I haven’t answered, I get one clarifying phone call from my CVB rep.” The best part? All of this invaluable CVB assistance, support and insight is free.In a nutshell, the CVB serves as your trusted extended staff, at no cost to you or your attendees. By asking the right pre-planning questions, brushing up on your meeting planning skills online, creating a well thought out game plan, and partnering with your CVB early on, you will have the knowledge, confidence, expertise, and leverage to produce a successful event. But watch out – you may get the next meeting assigned to you as well!   
  • Terri:Remember you don’t have to go it alone! The CVB in the local destination is there to familiarize you with unfamiliar territory
  • Terri:A CVB will help you find the right fit, all for FREE. Their services are already paid for by the tax base in their destination. So whether you are planning or own meeting or planning the meeting for your customer as a third party service….the CVB should be your first call in any destination….and of course you can find the BEST CVBs right here in empowerMINT.comAnd don’t forget to think of them as the “RFP Herder” when you are looking for fast complete responses. They can be called upon to assist you in finding real solutions and organizing the many different sources you may need to call upon in the destination. That’s why they are the best first call in any destination to support all your meeting needs, pre, during and post event.
  • Terri: Read the bulletsAnd empowerMINT is there to connect you online in one stop with all the best CVBS.Give you the ability to search, compare even submit one RFP to multiple destinations of interest. Then feature….Destination Services ChecklistFacilities OverviewPlanner Profile
  • TerriStress that the planners cannot change anything---but connect to the reporting bureau with an inaccuracies for them to make the appropriate changes.
  • Terri to review. Follow up email will provide a link to go to in order to print proof of credit.A word about CREDIT!!!
  • Shimo to facilitate ?’s.Take any questions…Terri,Scott and Charlie
  • When meeting planning isn't your job title 10 tips for success 8.23.12 webinar

    1. 1. 10 Tips for Success: When Meeting Planner Isn’t Your Job Title Scott Lash Certified Experience Economy Expert Partner and Marketing Dir. Strategic Horizons LLP Terri Roberts Training for empowerMINT.com DMAI Charlie Spiegel Director of Sales Monterey County CVB
    2. 2. Planning this Meeting… Who’s Job Is It Anyway???  Gathering the internal information you’ll need before reaching out  Industry approved resources to aid your planning  Enlisting the CVB as your advocate in any destination
    3. 3. Getting Your Act Together Understanding Internal Expectations
    4. 4. The 5 W’s • Why-the reason for the meeting
    5. 5. The 5 W’s • Why-the reason for the meeting • What-type of event
    6. 6. The 5 W’s • Why-the reason for the meeting • What-type of event • Where-destination, hotels or venues
    7. 7. The 5 W’s • Why-the reason for the meeting • What-type of event • Where-destination, hotels or venues • When-dates
    8. 8. The 5 W’s • Why-the reason for the meeting • What-type of event • Where-destination, hotels or venues • When-dates • Who-attendees
    9. 9. A Little Coaching Never Hurts Online Resources to Support Your Planning Efforts
    10. 10. Where the Pros Go • Convention Industry Council (CIC) http://www.conventionindustry.org/index.aspx • Meeting Professionals International (MPI) http://www.mpiweb.org/Home • American Society of Association Executives (ASAE) http://www.asaecenter.org/ • Professional Convention Management Association (PCMA) http://www2.pcma.org/
    11. 11. Taking It on the Road Enlisting the CVB as Your Advocate in Any Destination
    12. 12. Why do CVBs make perfect meeting planning partners? • They are the best first call to help you FIND the right fit for any size meeting – Comprehensive view of the destination – Local expertise – Extensive in-market relationships – And they’re FREE…to YOU!!!
    13. 13. Call Your CVB First • Educate you about the hotels • Help you understand the desirability and fit of your meeting for the different types of hotels. • Discuss the seasonality and pattern preferences of the hotels, especially if lower rates are a priority or preferred date availability is an issue. • Help you tweak your RFP to be destination-specific. • Distribute your RFP to the hotels you want to consider, and follow up with them to be sure they are responding in a timely and complete manner. • Lobby on your behalf. • Set up your site inspections and coordinate your visit to the destination • Intercept hotel questions and collect responses so you’re not inundated with emails or phone calls.
    14. 14. With over 113,000 hotels and facilities in the US… how do you navigate?
    15. 15. Well, there are over 880 destination experts to help you FIND just the right FIT and all the right answers…
    16. 16. Direct to the CVB ….one- stop-shop for planners: •Planners easily search and compare meeting needs across multiple destinations. •Planners save time and money submitting one FastTrackRFP to multiple destinations. •Planners manage a single profile, check their histories and power shop at over 200 top cities.
    17. 17. CMP CREDIT • This session has been verified by CIC to qualify for continuing education credit. towards the CMP certification. • Participation has earned you .50 Clock Hours (30 minutes) for CMP-IS Domain: B Project Management • We will send you an email following the webinar that will give you a link to print proof of your participation • Simply list the course on your year-end detail. • Thank you for participating!
    18. 18. contactus@empowerMINT.com or troberts@destinationmarketing.org

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