Volume 4 Issue 4 April 2012


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Volume 4 Issue 4
April 2012

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Volume 4 Issue 4 April 2012

  1. 1. C GazetteVolume , Issue 201Smart Meetings The Importance of MeetingsStrategic Meetings Management Program and Incentive Programs in a Down EconomyUnderstanding Smart Meetings Last Month’s Article CommentsCharisma Productions NetworkWhat is a Strategic Meetings Management Program? A From our LinkedIn FriendsStrategic Meetings Management Program (SMMP) is the Charisma Productions Networkstrategic management of enterprise-wide meeting relatedprocesses, spend, volumes, standards and suppliers to “This is an excellent commentary. Quoting "Contented Cowsachieve quantitative cost-savings, risk mitigation and superior Give Better Milk" is the key factor in your thesis. Managersservice. SMMP can help your company reduce meeting and the financial officers of the companies that give a "go" orcosts, reduce contractual risks and improve service. no "go" to meetings and incentives want quantitative analysisIts not a glamorous process. And it doesnt happen for their decision making process Sure smiling faces tell a lot,overnight. In fact, rolling out a strategic meetings but management wants hard numbers as shown in the book.management program is a pretty labor-intensive job thats Thank you for quoting from the book. I am going to buyoften met with some tough resistance. The primary purpose several copies for clients and potential clients! “PAof the SMMP is to ensure that everyone is working within thesame guidelines for sourcing and working with correct “As a speaker and event planner I find it interesting that theysuppliers of services. fail to see that this is when they need us the most. We are the shot in the arm, the people who can keep employees andTo be successful, an effective SMM program begins by companies on track.investigating literally every In the 80s we experience a similar hick-up in the economy asaspect of meetings spend. Companies need to know what well as a drastic reduction in jobs here in Michigan. But backthey are spending on meetings and events, where that them my business was going gang busters. CEOs andspending comes from, how the various costs are Managers would say to me "THIS IS WHEN I NEED YOUaccumulated, what steps are involved in the numerous THE MOST!" They would say they are tire of all the cryingapproval cycles, etc. This first step is primarily a data and now it is time to get motivated and see the light at thecollection process, and companies need to identify and end of the tunnel.collect as much meetings and event related data as possible. In fact one of my clients is putting on an event for hisThe question is – which data needs to be collected and how? employees as he has for the last twenty years. She saidThe ultimate goal of SMM systems is to provide increased "even though we had to layoff some people and restructurevisibility and control to the corporate meetings management we would be fools not to thank the employees remaining because without them we have not company." I believe this continued on page 2 company will be around a long time because they see what they need to and that is to take care of their employees who in some cases will someday be their customers”RPINSIDE THIS ISSUE “An excellent discussion and of course, I completely agree. We need to bring the discussion beyond this group of1 Smart Meetings corporate meeting and event planners ot the rest of corporate America, to the marketing departments, human resources,1 Comments From Our LinkedIn Friends and especially to the accounting departments! “PA2 Smart Meetings Continued3 From Our IT Department4 Recipe of the Month Thank You for All of Your Comments and Suggestions5 Strategic Partner – Airstage – A Must See6 Monthly Linked In Polls 1
  2. 2. continued from page 1 be accrued in addition to automating many of the management tasks and improving client service.Smart Meetingsprocess, and to extend this visibility, oversight and control 4. Reconciliation of Expensesacross the entire corporate enterprise. When the meeting is over, the bills will need to be paid. Tracking these payments is a crucial component of SMMP.This widespread perception has significant implications on The payment process should be consistent throughout thethe roles and responsibilities company and in compliance with standard procurementof meetings and events planning professionals, both inside policies. Meeting expense cards (such as a credit card) canthe corporate enterprise and simplify and streamline this process making it easier tothroughout the independent meetings/event planner and assign specific event costs to specific budget codes.corporate travel agency industries. As program cutbacks andpersonnel reductions take center stage in responding to 5. Measure and Evaluationstalled revenue streams and plunging profits, internal The data tallied and tracked throughout the meeting lifeplanners and outside agencies alike are faced with growing cycle, should be easily accessible for analysis. What was thedemand for cutting costs. At the same time, these, already- average meeting cost per person? How much is thestrapped meetings and travel professionals are being company spending annually with a specific hotel chaincharged with delivering a higher level of value-added across all meetings? What are the meeting cost trends fromservices and measurable returns on new investments of year to year? What were the negotiated saving for a specificlimited corporate resources. meeting? How close are the actual to budget? These are among the hundreds of analytic questions answered throughThere are many elements to an SMMP and all do not apply a successful SMMP. If you do not know how much you areto every case (one size does not fit all!). In general, SMMP spending on your meetings, you are likely spending tooshould provide a formal meetings management policy much.extending to all departments and division of an organization.Among the key elements usually included in SMMP are the In addition to measuring meeting spend, there is a strongfollowing: need to measure meeting effectiveness – or return on investment (ROI). It is not just about the money spent, it is1. Meeting Design: about how much “bang for each buck” spent that counts.This involves the pre-event planning of the meetingincluding: This requires a systematic way to convey the specific, Meeting scope specification: the purpose of the measureable goals and objectives from the meeting owner to meeting, the agenda, size, and cost elements. all meeting stakeholders. The progress toward these goals Budget planning tools are commonly involved with (learning, new customers, increase sales, etc.) should be meetings design including the ability to track measured before, during and after the event usually by a budgeted, actual and negotiated savings for specific series of carefully worded, consistent surveys. At meeting’s meeting spend elements. end, the value of this progress divided by the meeting cost will give you the ROI measurement.2. Strategic Sourcing: Fortunately, the company-wide communication lines andOnce the meeting is approved, the next step is sourcing. discipline required for setting up a successful SMMP lendThis involves choosing the meeting site(s) and negotiating well for the two-way communication and tracking ROI datathe contracts for sleeping rooms, meeting space, travel and as well.other event services. Contract experts. Reduced regulatory risks and better legal3. Meetings and Attendee Management compliance to regulations such a Sarbanes-OxleyA significant component of tracking total meeting spend is (SOX) through policy guidelines and compliancemanaging the attendee registration, travel and housing trackingexpenses. Automated, web-based attendee management Increased efficiencies and productivity throughtools will not only track these expenses, they can standard operating procedures and technologysubstantially improve staff efficiency and customer service automation.as well. Specific components often include: Greater meeting value and quality through ROI The ability for attendee and their guest to register management and meeting consistency. for a variety of program tracks and more. The ability for the attendee to arrange all travel As we grow as an industry and with the maturation and matters online including air and ground proliferation of SMMP technologies and increased industry transportation automatically funneling to preferred awareness, corporations are increasingly moving toward vendors. SMMP. Additionally, regulatory laws, such as Sarbanes- The ability for planners to create arrival and Oxley requiring public corporations to have more auditable departure manifests drawing real-time date directly meetings processes, have spurred companies to move in from the travel bookings. this direction as well. Today there are a variety of SMMP Full hotel and flight confirmation number tracking technology providers as the range and scope of what Ability for attendees to make changes to the travel constitutes a strategic meetings management program records online. continues to evolve.When procurement principles are applied to travelarrangements through these tools, substantial savings can 2 box fills, the text will flow into the other text boxes that you’ve linked. To let the reader know that an article will continue on another page, insert a small text box under the text box, choose the Jump To style, and
  3. 3. From Out IT DepartmentSave it FirstOne of the most important things you can do before making registry changes is to make a backup of thekeys you change BEFORE you make the changes. The best way to handle this is to export the affectedkey for later recovery. For example, in the last tip we showed you a REG file designed to remove theShortcut to prefix from shortcut names. To do this, we modified the Registry keyHKEY_CURRENT_USERSoftwareMicrosoftWindowsCurrentVersionExplorer.To save this key prior to running the REG file, click Start, Run. TyperegeditAnd press Enter. Now, navigate toHKEY_CURRENT_USERSoftwareMicrosoftWindowsCurrentVersionExplorerand select the key. Choose Registry, Export Registry File. When the Export Registry File dialog boxopens, make sure the Selected Branch radio button is deselected. Type a name for the file and clickSave. Now close RegEdit by choosing Registry, Exit.If you have a problem with the changes the new REG file made, you can always run the exported file toput the Registry key back to its default settings. 3
  4. 4. From Our Executive Chef Chili-Rubbed White Fish with Asparagus and LemonPrep Time – 20 MinServes - 4Ingredients 2 pounds asparagus, tough ends trimmed, cut into 1-inch pieces 2 tablespoons chili powder 1/2 teaspoon garlic powder 1/2 teaspoon salt, divided 1 pound tilapia, Pacific sole or other firm white fish fillets 2 tablespoons extra-virgin olive oil box if you don’t want to save the art with the newsletter. 3 tablespoons lemon juice change line properties and crop the image. For moreDirections detailed editing, double-click on the graphic to activate the drawing layer. Bring 1 inch of water to a boil in a large saucepan. Put asparagus in a steamer basket, place in the pan, cover andsteam until tender-crisp, about 4 minutes. Transfer to a large plate, spreading out to cool.Combine chili powder, garlic powder and 1/4 teaspoon salt on a plate. Dredge fillets in the spice mixture to coat. Heatoil in a large nonstick skillet over medium-high heat. Add the fish and cook until just opaque in the center, gentlyturning halfway, 5 to 7 minutes total. Divide among 4 plates. Immediately add lemon juice, the remaining 1/4 teaspoonsalt and asparagus to the pan and cook, stirring constantly, until the asparagus is coated and heated through, about 2minutes. Serve the asparagus with the fish. 4
  5. 5. Strategic Partner AirstageThe impression of seeing a seemingly heavyweight object flying gracefully through the air is both magicaland uncanny.We construct and operate radio controlled custom-made objects that look like the real thing, but magicallyfly without the need for any further technical support.Each flying object is precision-made in our own production facility from special ultra-light expandedpolystyrene foam that surrounds a helium filled inner casting. Using mini motors, plasma or ion aspropulsion and high tech radio controlled systems, the object flies freely in the air.The complex shape of each object is reproduced using the original computer-aided-design data, thusensuring its shape will match the original in every detail. It is also possible to build-in special features suchas functioning lighting, moving parts, miniature video cameras, etc.We are to-date the only company in the world that provides such spectacular show productions with freeflying objects combining “made in Germany” precision engineering, uniqueness and superior customerservice. www.airstage.biz http://www.youtube.com/watch?v=6WYjlOzZxqM 5
  6. 6. Recent Results of Surveys Taken by Charisma Productions Network on LinkedIn Informative, Inspiring and EmpoweringLet Charisma Productions Network become your one-stop solution for all your corporate meeting, events and conference needs. 6
  7. 7. Thank You for Your SupportWe wish to thank our readers and our clients for their support and feedback helping to continually grow the CharismaProductions Network. We look forward to another successful year in 201 as we continue to grow and provide youwith successful stress-free events.We appreciate hearing from all of you and strive to improve our articles and hope to have something for everyone atone point or another. Please send us suggestions for topics you would like to read about or if you have an article thatyou would like to share we’ll be happy to post it.: Please send all comments to: comments@cpnevents.com Earn A Referral Gift Card In Appreciation of a Client Referral That Is Converted Into An Actual Event, Charisma Productions Network, is offering a $10 0 Gift Card For Every Confirmed Account. The Gift Card Will Be Mailed To The Referring Party Within 14 Days After The Event Completion. Promo Code, & Full Details Of The Referring Party Must Be Given To The CPN Representative At The Time Of Receiving A Request For Proposal (RFP). Offer Valid Only In The Continental United States, & Is Subject To All Local State, & Federal Taxes. This Offer Is Void Where Prohibited By Certain State Laws Authorized by: Geoffrey R. Andrews Expires: August 31st, 201 Promo Code Number: CPN06010831-1 C 805-241-0566 www.charismaproductionsnetwork.com info@cpnevents.com © Charisma Productions Network 201 7