We really value and appreciate the relationships that we have with our industry vendor partners. Not only do they provide the highest level of customer service but they share our commitment to continue to provide clients with the latest information and advice.
If you missed the posting from Omni Press about Justifying Going to a Conference, I would like to invite you to view the good ideas, references and insight that they shared with us:
http://blog.omnipress.com/2009/04/justifying-going-to-a-conference/
4.28.2009
4.27.2009
On Sale: Your Meeting Décor
One of the great things I love about planning special events is the opportunity it affords me to be creative. A great way to add the notable “wow” factor is with décor. But with groups having to watch spending a little closer in this new era of economic uncertainty, décor seems to be way down at the bottom of list of priorities. So, how can be have the best of both worlds? CATCH A SALE!
As I was out at various shopping centers this weekend, I noticed a couple of “Going Out of Business” sales with 30%, 50%, and up to 70% discount signs in the window. Several businesses just haven’t been able to weather the storm. While this is unfortunate, it can also be a great opportunity for crafty shoppers. Now, some stores will advertise great sales, and then when you go inside, you find out the “sale” really isn’t a sale at all. Yes, you might have to stop at a few stores before finding what you need. But for those with patience, there is a possibility you will find several items to use as décor for receptions, dinner parties, and even plenary staging. Things like floral centerpieces, table linens or overlays, potted small trees, candles, etc. can be purchased below cost.
So don’t abandon the idea of presenting a stylish and creative Event just yet. A sale can be a great way to do more with less – even when it comes to your special events!
As I was out at various shopping centers this weekend, I noticed a couple of “Going Out of Business” sales with 30%, 50%, and up to 70% discount signs in the window. Several businesses just haven’t been able to weather the storm. While this is unfortunate, it can also be a great opportunity for crafty shoppers. Now, some stores will advertise great sales, and then when you go inside, you find out the “sale” really isn’t a sale at all. Yes, you might have to stop at a few stores before finding what you need. But for those with patience, there is a possibility you will find several items to use as décor for receptions, dinner parties, and even plenary staging. Things like floral centerpieces, table linens or overlays, potted small trees, candles, etc. can be purchased below cost.
So don’t abandon the idea of presenting a stylish and creative Event just yet. A sale can be a great way to do more with less – even when it comes to your special events!
THE MILLION TONS OF TRASH CHALLENGE
Did you know that the average meeting produces 20 pounds (9.1 kilograms) of waste PER PERSON, PER DAY?
Join event industry leaders who are pledging to divert 1 Million Tons of trash from worldwide landfills in 2009.
The Million Tons of Trash Challenge was conceived by leaders and members of the Green Meetings Industry Council during the 2009 Action=Sustainability Conference. The purpose of the Challenge is to build momentum and awareness toward the ultimate goal of reducing the environmental footprint of meetings and events, thereby building a more sustainable industry.
Q: What kind of data do I need to collect?
A: All participants are required to report how much trash their event or company produced, and how much was recycled by weight at a minimum. Two simple numbers. For those who are also reducing trash by composting, providing donation programs or cutting back on things like paper you can report this information as an option. Optional data fields include weights of plastics, glass, paper, e-waste, cardboard, oil, compost, wood, construction waste, donations and others. Data can be provided in metric or imperial, and will be converted for aggregate calculations.
Go to http://www.greenmeetings.info/trashchallenge/challenge.html for tips, resources, case studies, and networking opportunities for anyone who wants to reduce event trash.
GMIC invites all who are involved with events to sign up and commit here to reduce and divert waste and to measure and submit statistics using our online calculator.
Follow them on Twitter and check back often to see Blog updates and new case studies that will motivate the industry to make a difference and change our event waste habits forever.
Join event industry leaders who are pledging to divert 1 Million Tons of trash from worldwide landfills in 2009.
The Million Tons of Trash Challenge was conceived by leaders and members of the Green Meetings Industry Council during the 2009 Action=Sustainability Conference. The purpose of the Challenge is to build momentum and awareness toward the ultimate goal of reducing the environmental footprint of meetings and events, thereby building a more sustainable industry.
Q: What kind of data do I need to collect?
A: All participants are required to report how much trash their event or company produced, and how much was recycled by weight at a minimum. Two simple numbers. For those who are also reducing trash by composting, providing donation programs or cutting back on things like paper you can report this information as an option. Optional data fields include weights of plastics, glass, paper, e-waste, cardboard, oil, compost, wood, construction waste, donations and others. Data can be provided in metric or imperial, and will be converted for aggregate calculations.
Go to http://www.greenmeetings.info/trashchallenge/challenge.html for tips, resources, case studies, and networking opportunities for anyone who wants to reduce event trash.
GMIC invites all who are involved with events to sign up and commit here to reduce and divert waste and to measure and submit statistics using our online calculator.
Follow them on Twitter and check back often to see Blog updates and new case studies that will motivate the industry to make a difference and change our event waste habits forever.
4.13.2009
Twittering Onsite: A Real-Life Case Study
In an earlier post, I wrote about the utility of Twitter for communication with attendees onsite at conferences. Well, last week I used Twitter’s GroupTweet mechanism for the first time to communicate with conference delegates. Here’s what I learned during the test.
1) Twitter is only useful if you have critical mass. Even at a conference for a computer-related association, just 101 of our 2400+ attendees signed up to follow the conference feed. If you are planning to use Twitter for critical announcements, ensure that you have other mechanisms in place for those who don’t participate.
2) Mobile access is a must. I admit, I am an early adopter of the iPhone and rarely go anywhere without it. I was able to use the Twitterfon application to send updates while on-the-go, which made it easier for me to stay in touch with the group. Folks with another mobile device such as a Blackberry or PDA can find similar freeware. Text message updates are also possible though do deplete your monthly text allotment. I would never have been able to manage the feed if I had to run back to my office to post the updates.
3) Updates can be time-consuming. Even with my handy iPhone app, I had to make a conscious decision to keep Twitter at the forefront of my mind to remember to post the updates.
4) Network access speeds the pace. I was lucky that our convention location had good, reliable wireless access throughout the space. This allowed me to make updates in real time, instead of texting my updates to the Twitter server and waiting for them to be posted.
I’m not convinced that Twitter will replace morning announcements or the message board right away, but overall I would say that our use of this communications mechanism was a success. Considering using Twitter for your next meeting? Click here to visit our conference feed and see how we used this free tool to improve communications to and between delegates.
1) Twitter is only useful if you have critical mass. Even at a conference for a computer-related association, just 101 of our 2400+ attendees signed up to follow the conference feed. If you are planning to use Twitter for critical announcements, ensure that you have other mechanisms in place for those who don’t participate.
2) Mobile access is a must. I admit, I am an early adopter of the iPhone and rarely go anywhere without it. I was able to use the Twitterfon application to send updates while on-the-go, which made it easier for me to stay in touch with the group. Folks with another mobile device such as a Blackberry or PDA can find similar freeware. Text message updates are also possible though do deplete your monthly text allotment. I would never have been able to manage the feed if I had to run back to my office to post the updates.
3) Updates can be time-consuming. Even with my handy iPhone app, I had to make a conscious decision to keep Twitter at the forefront of my mind to remember to post the updates.
4) Network access speeds the pace. I was lucky that our convention location had good, reliable wireless access throughout the space. This allowed me to make updates in real time, instead of texting my updates to the Twitter server and waiting for them to be posted.
I’m not convinced that Twitter will replace morning announcements or the message board right away, but overall I would say that our use of this communications mechanism was a success. Considering using Twitter for your next meeting? Click here to visit our conference feed and see how we used this free tool to improve communications to and between delegates.
4.09.2009
First Things First -- Establish Emergency Guidelines
Be Prepared BEFORE you go onsite. Take precautions and set up a crisis management plan well in advance of going onsite. Establish a lead person and a calling tree for staff, leadership, facility and vendors. Vendors -- Decorator, A/V and Security in particular -- are important as they know the facility and the back of the house well.
If an event occurs while on-site at the meeting, implement your course of action. When you have been made aware of an emergency, it is important to remain calm. Meet at the pre-determined crisis meeting location and perform a roll call. Begin implementing crisis management team assigments.
All emergency calls should be directed to Security within the facility -- the extension was given to you during your Pre-Con. Be calm and be brief; identify yourself and your location. Do not contact the media. Identify one single point-of-contact to handle the media.
If a medical emergency, do NOT administer First Aid techniques you are not trained in and do not move the person and do not give them anything to drink. Report the emergency immeidately, along with location -- be prepared to answer questions as to the condition of the injured.
Power Outages ARE DANGEROUS: Do not attempt to proceed if you are not sure of your path or obstackles in front of you. Most likely, the facility is equipped with an emergency generator that is designed to star within seconds after a power failure. Take stairs -- generators generally cannot power elevators.
Social Disturbances (people arguing to many angry protesters in our out of the facility): Do not loiter. Leave the area immediately. Alert hotel or convention center security immediately. Do not attempt to enter into, defend a position, or subdue anyone involved in a disturbance.
In the event of a Hurricane:
Evacuate only if you are directed by local authorities and follow their instructions. If unable to evacuate, stay indoors and away from glass windows and doors. Close all interior doors and curtains and blinds. Do not be fooled if there is a lull; it could be the eye of the storm - winds will pick up again. Take refuge in a small interior room, closet, or hallway on the lowest level and lie on the floor under a table or other sturdy object.
In the event of a Tornado:
Go to lowest building level -- use the stairs. Stay aways from corners, windows, doors and outside walls. Put as many walls between you and the outside.
If an event occurs while on-site at the meeting, implement your course of action. When you have been made aware of an emergency, it is important to remain calm. Meet at the pre-determined crisis meeting location and perform a roll call. Begin implementing crisis management team assigments.
All emergency calls should be directed to Security within the facility -- the extension was given to you during your Pre-Con. Be calm and be brief; identify yourself and your location. Do not contact the media. Identify one single point-of-contact to handle the media.
If a medical emergency, do NOT administer First Aid techniques you are not trained in and do not move the person and do not give them anything to drink. Report the emergency immeidately, along with location -- be prepared to answer questions as to the condition of the injured.
Power Outages ARE DANGEROUS: Do not attempt to proceed if you are not sure of your path or obstackles in front of you. Most likely, the facility is equipped with an emergency generator that is designed to star within seconds after a power failure. Take stairs -- generators generally cannot power elevators.
Social Disturbances (people arguing to many angry protesters in our out of the facility): Do not loiter. Leave the area immediately. Alert hotel or convention center security immediately. Do not attempt to enter into, defend a position, or subdue anyone involved in a disturbance.
In the event of a Hurricane:
Evacuate only if you are directed by local authorities and follow their instructions. If unable to evacuate, stay indoors and away from glass windows and doors. Close all interior doors and curtains and blinds. Do not be fooled if there is a lull; it could be the eye of the storm - winds will pick up again. Take refuge in a small interior room, closet, or hallway on the lowest level and lie on the floor under a table or other sturdy object.
In the event of a Tornado:
Go to lowest building level -- use the stairs. Stay aways from corners, windows, doors and outside walls. Put as many walls between you and the outside.
Green Initiatives -- Establishing Guidelines
It’s important to examine greening practices and involve the city, the convention center and hotels in the city. Let’s determine some minimum guidelines for determining your meeting destination while keeping green initiatives foremost in the process.
How is the transportation accessibility? Is this a destination which is easy to get to? And, how do you get around in it (e.g., public transportation, walking, etc.)?
Look online and search government policies on what is protected – the infrastructure of the city: recycling policies, for example.
Involve the Convention & Visitors Bureau to learn how active and helpful they are in greening this destination and investigate the activity level from the convention services manager and the convention center, as well.
Thorough research needs to be done, of course, in selecting the meeting venue and/or hotel accommodations, but ask about these common initiatives:
1) Does the hotel have Eco-Friendly rooms and are the following practices in place:
2) Are minimum guidelines in place for sustainable Food and Beverage practices?
This land is your land,
this land is my land,
from California
to the New York Island
- WOODY GUTHRIE
How is the transportation accessibility? Is this a destination which is easy to get to? And, how do you get around in it (e.g., public transportation, walking, etc.)?
Look online and search government policies on what is protected – the infrastructure of the city: recycling policies, for example.
Involve the Convention & Visitors Bureau to learn how active and helpful they are in greening this destination and investigate the activity level from the convention services manager and the convention center, as well.
Thorough research needs to be done, of course, in selecting the meeting venue and/or hotel accommodations, but ask about these common initiatives:
1) Does the hotel have Eco-Friendly rooms and are the following practices in place:
- Energy saving (key cards; recycling; LEED certified; commitment from front to back of house
- Linen/towel reuse program (genuine commitment from top)
- Organic/local food on menus
- Employee commitment from top management to front of the house to back of the house.
2) Are minimum guidelines in place for sustainable Food and Beverage practices?
- Does the hotel purchase locally grown w/in “x” number of miles from the property?
- Is it common hotel practice to donate leftovers to food banks, community shelters, etc?
- Is Composting leftovers a facility practice and are they involved with suppliers/purveyors with environment strategies in place?
This land is your land,
this land is my land,
from California
to the New York Island
- WOODY GUTHRIE
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