How Meeting Planners Can Change the World


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Meetings will never go away. As businesses continue to tighten the bottom line, some meetings will get canceled, consolidated, reduced in size or executed virtually, but people will always need to meet face to face. The way meetings are conducted, however, is going to change. And meeting planners need to stay on top of technological advances, corporate initiatives, budget restrictions, attendee expectations, meeting innovations and organizational goals or risk becoming obsolete. Don't just adapt; innovate. As a meeting professional, you have more power than you think. In this session, Plan Your Meetings Editorial Director Kristi Casey Sanders will teach you three simple ways you can make a big difference.

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How Meeting Planners Can Change the World

  1. 1. How Meeting Planners Can Change the World Presented by Kristi Casey Sanders Editorial Director/Chief Storyteller PlanYourMeetings .com Illustrations by Scuba Dog Design: [email_address]
  2. 2. “ A war has been declared on the meetings industry.” — MPI President & CEO Bruce MacMillan
  3. 3. War on Meetings <ul><li>The “AIG effect” </li></ul><ul><li>TARP guidelines </li></ul><ul><li>$166 million (402 events) lost to Las Vegas from Oct-March </li></ul><ul><li>$1 billion in meetings canceled in Jan/Feb ’09 </li></ul><ul><li>$10 billion lost since Oct. ’08 </li></ul><ul><li>From Oct. ’08-Dec. ’09, hospitality industry may lose 450,000 jobs </li></ul>Sources: USA Today, U.S. Travel Association, International Association of Exhibitions and Events
  4. 4. Mighty Planners FIGHT BACK FIGHT BACK
  5. 5. Incentives Motivate <ul><li>75% of Americans say they can work harder </li></ul><ul><li>92% workers achieve goals because of incentives </li></ul><ul><li>Non-cash incentive recipients outperform cash recipients by 46% </li></ul>Sources: Site Global Foundation, Public Agenda Forum, Goodyear Tire & Rubber Company Photo source:
  6. 6. Meetings Work <ul><ul><ul><ul><li>Meetings are the most cost- and time-efficient way to deliver a company’s message, develop strategy and get buy-in </li></ul></ul></ul></ul><ul><ul><ul><li>Event marketing has the highest ROI of any other marketing channel </li></ul></ul></ul>Sources: , EventView 2009
  7. 7. “ Our people are the biggest asset we’ve got. … If we take care of our people, they will take care of our guests.” — Texas Roadhouse CEO & President G.J. Hart
  8. 8. Meetings Pay Off <ul><li>45% of workers fear their job will be eliminated </li></ul><ul><li>Appreciated employees are productive employees </li></ul><ul><li>Companies that are people-focused outperform their competition in revenues, net profit, growth and customer retention </li></ul><ul><li>G.J. Hart: ‘I only hope $2.5 million is enough’ </li></ul>Sources: Site Global Foundation, Public Agenda Forum, Goodyear Tire & Rubber Company
  9. 9. Knowledge is Power <ul><li>KeepAmericaMeeting .org </li></ul><ul><li>MeetingIndustryCrisisCenter .org </li></ul><ul><li>MeetingsMeanBusiness .com </li></ul><ul><li>PlanYourMeetings .com </li></ul>
  10. 10. Change the World! Illustrations by Scuba Dog Design: [email_address] <ul><li>Prove Your Worth & Value of Your Work </li></ul><ul><li>Meet Responsibly </li></ul><ul><li>Innovate & Embrace Change </li></ul>
  11. 11. Step One: Prove Your Worth By Using the F.O.R.C.E. Image ©Zeetz Jones, http://www. flickr .com/photos/zeetzjones/562496275/
  12. 12. F.O.R.C.E. Image ©Zeetz Jones, http://www. flickr .com/photos/zeetzjones/562496275/ <ul><li>Find out the goals </li></ul><ul><li>Organize a game plan </li></ul><ul><li>Research results </li></ul><ul><li>Calculate $$ impact & return on investment </li></ul><ul><li>Evaluate & communicate </li></ul>
  13. 13. Love Your Metrics <ul><li>Historical data </li></ul><ul><li>$$$ saved </li></ul><ul><li>Business impact </li></ul><ul><li>ROI </li></ul><ul><li>Objectives achieved </li></ul>E-mail [email_address] .com to get 152+ Ways to Save.
  14. 14. Step Two: Save The World, One Meeting at a Time
  15. 15. It’s Easy Being Green <ul><li>Reduce, reuse and recycle — everything </li></ul><ul><li>Going green in five easy steps </li></ul>
  16. 16. Going Green in 5 Easy Steps <ul><li>Do an eco-audit </li></ul><ul><li>Eliminate paper </li></ul><ul><li>Reduce & recycle </li></ul><ul><li>Think local </li></ul><ul><li>Communicate </li></ul>E-mail [email_address] .com to receive a detailed whitepaper of the steps.
  17. 17. What You Can Do <ul><li>Draft statement of intent </li></ul><ul><li>In all RFPs, ask suppliers what sustainable initiatives they have in place </li></ul><ul><li>Have all suppliers and exhibitors sign sustainability statement of intent </li></ul><ul><li>Or, put green/sustainable elements into the contract language offering incentives for compliance/penalties for non-compliance </li></ul>For more ideas, go to .
  18. 18. Do Good While Doing Business Takeda Cares 2007
  19. 19. Do Good While Doing Business <ul><li>Meet in a community that needs your business </li></ul><ul><li>Incorporate a community service/voluntourism activity </li></ul><ul><li>Donate left-over supplies </li></ul><ul><li>Involve sponsors, suppliers and attendees </li></ul><ul><li>Decorate with donations that will benefit the community </li></ul><ul><li>Contact CVBs and organizations like Tourism Cares to organize a community service program </li></ul>
  20. 20. Step Three: Innovate & Embrace Change
  21. 21. Innovate & Embrace Change <ul><li>Think of your event as a movie: What will be fun, unexpected? </li></ul><ul><li>Virtual speakers & events </li></ul><ul><li>Virtualis in Second Life </li></ul>
  22. 22. How Can You Shake Things Up? <ul><li>Kinesthetic education </li></ul><ul><li>User-generated content </li></ul><ul><li>Interactive education </li></ul><ul><li>Go to conferences </li></ul><ul><li>Put expectations in RFPs </li></ul><ul><li>Read “Make to Stick” </li></ul><ul><li>Book pleasant environments </li></ul><ul><li>Ask hotels/venues what’s available that’s different </li></ul>
  23. 23. You Set the Stage
  24. 24. Are You A Flashing 12?
  25. 25. Technology is Your Friend <ul><li> </li></ul><ul><li>Audience Response systems </li></ul><ul><li> : Nabaztag/tag, ntag &RFID </li></ul><ul><li> </li></ul><ul><li>#werock! </li></ul><ul><li> </li></ul>
  26. 26. What Are You Trying to Do? <ul><li> </li></ul><ul><li> (MeCo) </li></ul><ul><li> (Groups) </li></ul><ul><li> (Fan Page/Group) </li></ul><ul><li>Everything you post becomes public knowledge </li></ul><ul><li>Emergent technologies for meeting professionals </li></ul>
  27. 27. Are You A Flashing 12?
  28. 28. Be Mighty Mighty <ul><li>Mentor the next generation </li></ul><ul><li>Keep learning </li></ul><ul><li>Prove value of events </li></ul><ul><li>Save the world with each event </li></ul><ul><li>Innovate & stay open to change </li></ul>
  29. 29. For More Ideas, Go To: PlanYourMeetings .com Any questions? [email_address] Twitter. com/PYMLive PYMConnect .com This work is licensed under the Creative Commons Attribution-No Derivative Works 3.0 United States License. To view a copy of this license, visit http: //creativecommons .org/licenses/by-nd/3.0/us/ or send a letter to Creative Commons, 171 Second St., Ste. 300, San Francisco, Calif., 94105, USA. Illustrations by Scuba Dog Designs: [email_address]