Meeting Planning


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Meeting planning tips and tricks

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Meeting Planning

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