Charisma Productions Gazette Volume 2 Issue 6


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Charisma Productions Gazette Volume 2 Issue 6

  1. 1. Charisma Productions Gazette Volume 2, Issue 6 June 2010 Smart Meetings The Importance of Meetings Strategic Meetings Management Program and Incentive Programs in a Down Economy Understanding Smart Meetings Last Month’s Article Comments Charisma Productions Network What is a Strategic Meetings Management Program? A From our LinkedIn Friends Strategic Meetings Management Program (SMMP) is the Charisma Productions Network strategic management of enterprise-wide meeting related processes, spend, volumes, standards and suppliers to “This is an excellent commentary. Quoting "Contented Cows achieve quantitative cost-savings, risk mitigation and superior Give Better Milk" is the key factor in your thesis. Managers service. SMMP can help your company reduce meeting and the financial officers of the companies that give a "go" or costs, reduce contractual risks and improve service. no "go" to meetings and incentives want quantitative analysis It's not a glamorous process. And it doesn't 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 that's Thank you for quoting from the book. I am going to buy often met with some tough resistance. The primary purpose several copies for clients and potential clients! “PA of the SMMP is to ensure that everyone is working within the same guidelines for sourcing and working with correct “As a speaker and event planner I find it interesting that they suppliers 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 and To be successful, an effective SMM program begins by companies on track. investigating literally every In the 80's we experience a similar hick-up in the economy as aspect of meetings spend. Companies need to know what well as a drastic reduction in jobs here in Michigan. But back they are spending on meetings and events, where that them my business was going gang busters. CEO's and spending comes from, how the various costs are Managers would say to me "THIS IS WHEN I NEED YOU accumulated, what steps are involved in the numerous THE MOST!" They would say they are tire of all the crying approval cycles, etc. This first step is primarily a data and now it is time to get motivated and see the light at the collection 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 his The question is – which data needs to be collected and how? employees as he has for the last twenty years. She said The ultimate goal of SMM systems is to provide increased "even though we had to layoff some people and restructure visibility 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”RP INSIDE THIS ISSUE “An excellent discussion and of course, I completely agree. 1 Smart Meetings We need to bring the discussion beyond this group of 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! “PA 2 Smart Meetings Continued 3 From Our IT Department 4 Recipe of the Month Thank You for All of Your Comments and Suggestions 5 Strategic Partner – Airstage – A Must See 6 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 Meetings process, and to extend this visibility, oversight and control 4. Reconciliation of Expenses across 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 the the roles and responsibilities company and in compliance with standard procurement of meetings and events planning professionals, both inside policies. Meeting expense cards (such as a credit card) can the corporate enterprise and simplify and streamline this process making it easier to throughout the independent meetings/event planner and assign specific event costs to specific budget codes. corporate travel agency industries. As program cutbacks and personnel reductions take center stage in responding to 5. Measure and Evaluation stalled revenue streams and plunging profits, internal The data tallied and tracked throughout the meeting life planners and outside agencies alike are faced with growing cycle, should be easily accessible for analysis. What was the demand for cutting costs. At the same time, these, already- average meeting cost per person? How much is the strapped meetings and travel professionals are being company spending annually with a specific hotel chain charged with delivering a higher level of value-added across all meetings? What are the meeting cost trends from services and measurable returns on new investments of year to year? What were the negotiated saving for a specific limited corporate resources. meeting? How close are the actual to budget? These are among the hundreds of analytic questions answered through There are many elements to an SMMP and all do not apply a successful SMMP. If you do not know how much you are to every case (one size does not fit all!). In general, SMMP spending on your meetings, you are likely spending too should 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 strong following: need to measure meeting effectiveness – or return on investment (ROI). It is not just about the money spent, it is 1. Meeting Design: about how much “bang for each buck” spent that counts. This involves the pre-event planning of the meeting including: 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 and Once the meeting is approved, the next step is sourcing. discipline required for setting up a successful SMMP lend This involves choosing the meeting site(s) and negotiating well for the two-way communication and tracking ROI data the contracts for sleeping rooms, meeting space, travel and as well. other event services. Contract experts. Reduced regulatory risks and better legal 3. Meetings and Attendee Management compliance to regulations such a Sarbanes-Oxley A significant component of tracking total meeting spend is (SOX) through policy guidelines and compliance managing the attendee registration, travel and housing tracking expenses. Automated, web-based attendee management Increased efficiencies and productivity through tools will not only track these expenses, they can standard operating procedures and technology substantially 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 travel arrangements 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 Department Save it First One of the most important things you can do before making registry changes is to make a backup of the keys you change BEFORE you make the changes. The best way to handle this is to export the affected key for later recovery. For example, in the last tip we showed you a REG file designed to remove the Shortcut to prefix from shortcut names. To do this, we modified the Registry key HKEY_CURRENT_USERSoftwareMicrosoftWindowsCurrentVersionExplorer. To save this key prior to running the REG file, click Start, Run. Type regedit And press Enter. Now, navigate to HKEY_CURRENT_USERSoftwareMicrosoftWindowsCurrentVersionExplorer and select the key. Choose Registry, Export Registry File. When the Export Registry File dialog box opens, make sure the Selected Branch radio button is deselected. Type a name for the file and click Save. 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 to put the Registry key back to its default settings. 3
  4. 4. From Our Executive Chef Chili-Rubbed White Fish with Asparagus and Lemon Prep Time – 20 Min Serves - 4 Ingredients 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 more Directions 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 and steam 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. Heat oil in a large nonstick skillet over medium-high heat. Add the fish and cook until just opaque in the center, gently turning halfway, 5 to 7 minutes total. Divide among 4 plates. Immediately add lemon juice, the remaining 1/4 teaspoon salt and asparagus to the pan and cook, stirring constantly, until the asparagus is coated and heated through, about 2 minutes. Serve the asparagus with the fish. 4
  5. 5. Strategic Partner The impression of seeing a seemingly heavyweight object flying gracefully through the air is both magical and uncanny. We construct and operate radio controlled custom-made objects that look like the real thing, but magically fly without the need for any further technical support. Each flying object is precision-made in our own production facility from special ultra-light expanded polystyrene foam that surrounds a helium filled inner casting. Using mini motors, plasma or ion as propulsion 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, thus ensuring its shape will match the original in every detail. It is also possible to build-in special features such as 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 free flying objects combining “made in Germany” precision engineering, uniqueness and superior customer service. 5
  6. 6. Recent Results of Surveys Taken by Charisma Productions Network on LinkedIn Let Charisma Productions Network become your one-stop solution for all your corporate meeting, events and conference needs. 6
  7. 7. Thank You for Your Support We wish to thank our readers and our clients for their support and feedback helping to continually grow the Charisma Productions Network. We look forward to another successful year in 2010 as we continue to grow and provide you with successful stress-free events. We appreciate hearing from all of you and strive to improve our articles and hope to have something for everyone at one point or another. Please send us suggestions for topics you would like to read about or if you have an article that you would like to share we’ll be happy to post it.: Please send all comments to: Earn A Referral Gift Card In Appreciation of a Client Referral That Is Converted Into An Actual Event, Charisma Productions Network, is offering a $100 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, 2010 Promo Code Number : CPN06010831-10 Charisma Productions Network A Geoff Andrews Company 805-241-0566 © Charisma Productions Network 2010 7