Take time to recharge your batteries this holiday season

All of us in the conventions industry work unusual schedules and travel much, often to the detriment of our personal lives. We all need some precious time to relax, re-energize, and recharge our batteries. The holidays are a great time to unplug and regain our perspective.

As 2010 draws to a close, we have made the decision to close our office the last week of December. Our staff – like so many in this frenetic industry – have worked tremendously hard this year.

I truly appreciate everything that our team does to make sure that our clients’ events are 110 percent successful every time, and am grateful to work with such a talented group of people. It’s wonderful to come to work every day knowing that friends will surround me.

To our readers and industry colleagues, best wishes for joyful holidays and a happy, healthy 2011. I hope that you’ll be able to take some time to rest and recharge this holiday season. 2011 will present new opportunities and challenges, and I, for one, want to be prepared to face them.

Computing in the Cloud: What's it all about?

The recent article in Meeting & Conventions Magazine talks about "cloud computing". The word 'cloud' has been coined to describe using Software as a Service or SaaS. SaaS means using software applications over the Internet through your browser rather than purchasing and loading software onto your computer. This is the future of sharing information and technology. No longer are we constrained by specific hardware or operating systems. Information in the 'cloud' is available 24/7 and 365 days a year. It is accessible from any type of computer, on all mobile devices and it is accessible from anywhere.

Meetings & Conventions calls this change a "dynamic shift" in mindset. The major software developers are moving their software solutions to the 'cloud'. Companies are storing their information outside of their offices because the it is available with ease and real-time sharing of the data is more efficient than ever.

No wonder that Conference & Logistics Consultants chose to build its new mobile conference navigation app, meetsmart mobile 'in the cloud'. Every conference organizer wants to know that their meeting data can be accessed easily and won't be disrupted by programming or platform issues. Conference organizers work every day to avoid surprises. What planner would want to have their conference navigation app derailed by a phone manufacturer upgrade right before their event?

"Cloud computing" is the way of the future. Manage your costs, keep control of your data, minimize software issues and put your information into all the hands of your audience. meetsmart mobile: Meeting Technology by Meeting Planners.

Get out and explore with a SCVNGR hunt!

A few weeks ago, I blogged about harnessing geolocation technology (specifically Foursquare) for your meeting. As usual, technology is changing at such a fast pace that a newer and more useful tool is already available.

I’m learning more and more about SCVNGR, a game about doing challenges at places. SCVNGR’s website describes the platform as part game, part gaming platform. At the time of this blog entry, SCVNGR has native apps for the iPhone and Android as well as SMS (text) capability that allows players with other phones to join in the fun.

At heart, SCVNGR is similar to Foursquare in the fact that you use your mobile phone’s GPS to identify your location, and see what else is nearby. But the SCVNGR developers have added a new dimension to the basic check-in, allowing players to create challenges for one another and awarding points for complexity.

There are one-location challenges, where players do something at a specific location for points. There are also points for multi-location challenges, called Treks, where players go from place to place in a predetermined route to unlock a prize. Treks can be performed in a specific order (set by the organizer) or by closest location. Talk about the perfect incentive for your attendees to explore the local area or map their way through your exhibit hall!

A grown-up SCVNGR hunt is a great way to get your attendees out of the meeting room and interacting with the world around them. Why not encourage teams to participate? I could even foresee revenue opportunities in an official meeting trek, when local businesses are sold the opportunity to be added to the route.

I can’t wait to add a SCVNGR hunt for my next conference!

Tech without the Trauma

There was very interesting and valuable information collected by the Hospitality Sales & Marketing Association International’s (HSMAI) Affordable Meetings National Pre-Show Survey.

"According to the conference’s survey, respondents feel technology is most helpful in the planning industry for online registrations, social networking, eRFPs, e-mail blasts, marketing, blogs, conducting virtual meetings and utilizing e-commerce through online stores. Respondents suggested that technology saves time and enhances organization, while at the same time streamlines business processes, more accurately capturing or manipulating information and allowing a database of legacy data to be built. It also allows a wider audience to be reached, they said."

Technology touches our lives more and more every day. It can be overwhelming sometimes, but when approached with some guidance it is so surprising how the benefits far outweigh the initial reaction of hesitancy or stress.

Our team at Conference & Logistics Consultants team is helping more and more clients everyday find a friend in technology. Take a minute and visit our "Tech without the Trauma" information: http://www.gomeeting.com/tech/

Diffusing a Sensitive Situation with Humor

Sometimes, a little creativity can pay off in a huge way.

At a recent client convention in Las Vegas, we were tasked with implementing an exhibitor priority system for advance booth purchase for the first time. This particular meeting has some very assertive exhibitors, and we were worried that they would not appreciate the difficult decisions that had been made regarding priority order.

Our staff was concerned that exhibitors would crowd the advance purchase table to get the best spot. We had to come up with a solution to keep the atmosphere professional, while systematically adhering to the association’s priority system.

We considered a number of scenarios to maintain order, and decided to add a security guard during the appointment times. Yet, we were concerned about the unwelcoming impression a uniformed guard would have on the association’s valued vendors.

In a last minute stroke of genius we decided to swap out the security guard for a signature Caesars Palace Roman centurion, in full costume. Exhibitors and attendees alike were delighted, and many asked for a photo opportunity. For just a small investment, our centurion Carlos helped us keep the atmosphere light while also providing some structure.

Improved Outlook for Meetings in 2011

A recent article in Successful Meeting shared a positive outlook. In encouraging news for 2011, American Express Business Travel released good news in its annual Global Business Travel Forecast. According to the results of the forecast, companies will hold an increased number of meetings next year and overall will spend more money on them. However, it is predicted that companies will spend less per-meeting as meeting sizes decrease and sourcing efficiencies increase.

American Express also predicts that planners will hold more local and regional meetings and will include more virtual alternatives to face-to-face gatherings.

Another projection lies in business travel prices. We can expect that airfare and hotel rates will rise up to as much as 10% in the next year, in key global markets. They specifically forecast domestic economy class airfares will rise 2% to 6% while hotel rates will rise 1%. "Throughout 2010, companies have lifted travel restrictions brought on by red bottom line fears and this is expected to continue into 2011 as firms look more toward growing the top line," said Christa Degnan Manning, director of eXpert insights and research, American Express Business Travel. "Yet pricing power will swing back to air and hotel suppliers for the first time in two years in 2011 as more competition for limited seats on planes and increased occupancy levels at hotels are expected."

With the increased demand and constrained capacity, airfare and hotel rates are expected to reach pre-recession levels next year, according to American Express.

For more information, including complete forecast data, visit www.businesstravelconnexion.com.

Find Me in the Exhibit Hall! Using Geolocation on your Tradeshow Floor (Part 2)

Last week, I blogged about the basics of FourSquare. If you read that post you may be thinking that FourSquare sounds fun but wonder what application it really has for the conventions industry.

And really, I must admit that when I first started using the program, I thought "This has no value for my life." But as my friends and I started using it, it became entertaining to jockey for mayorships and badges, and it's really fun to get notifications about where my friends are hanging out so I can decide whether to join them.

Though its roots are in social networking, I think there is a real place for FourSquare at a convention and specifically on the tradeshow floor. Show managers could pre-populate the meeting facility with points of interest such as the internet café, association booth, bookstore and/or stage area. Exhibitors could create a FourSquare record for their booth, and advertise a special just for FourSquare users. Individual users could add tips about a specific location, telling other attendees what's cool there and who they enjoyed speaking with. And the possibility of badges is endless – what about badges for visiting 10, 25 or 50 exhibit booths or for checking in at specific locations?

There are, of course, technical considerations; the area must have decent cell phone density from a variety of carriers or wireless internet coverage. This may be a problem in some meeting facilities, especially if the meeting rooms or exhibit hall are underground. Pay special attention to cell phone coverage on your site visit if you are considering using any sort of GPS navigation platform.

It’s a brave new world out there in meeting technology. FourSqure is free – why not give it a try for your next meeting?

Find Me in the Exhibit Hall! Using Geolocation on your Tradeshow Floor (Part 1)

One of the biggest issues challenging convention planners and exhibitors is how to drive more traffic to the exhibit show floor. Though the technology is far from perfect, using a geolocation platform like FourSquare inside the exhibit hall is intriguing.

Let's start with the basics before we go too far. Wikipedia defines geolocation as "the identification of the real-world geographic location of an object, such as a cell phone or an Internet-connected computer terminal." In other words, geolocation is the process of using the cell phone network to tell you where you are physically located. This is exactly the process that the GPS in your car uses before it provides you with directions.

Most cell phones -- even those that are not smartphones -- have GPS location chips to identify the user's location in case of an emergency. Geolocation capability is used in smartphones for Google Maps and other find-it types of applications.

Beyond the basic "Where Am I?" questions, geolocation can also be used to play games. FourSquare is a geolocation application that uses your phone's GPS to identify your physical location relative to points of interest nearby, such as restaurants, stores, and other people.

FourSquare is a competitive game: you get points each time you check in at a location, and compete against your friends to see who can rack up the most points each week. You can even become the Mayor of a location (complete with a digital crown!) if you check in there more than anyone else. Users get notifications if their friends check in within the same city, which is handy when you're all in town at the same convention.

FourSquare users can also earn Badges -- just like Girl Scout merit badges from your childhood! -- for completing certain tasks, such as checking in at landmarks or checking in with lots of other people. Badges range from mundane to wacky, and the collection is growing.

Dozens of brands, such as Starbucks, Zagat, and TLC, use badges to generate interest in their products and drive users to visit certain locations. Businesses can advertise specials on FourSquare, which are secret offers just for FourSqure users. Starbucks, for example, offers Mayors $1 off any drink. It's a super secret club, and all you have to do to join is log in and start playing.

Coming next week – how to use FourSquare at your convention to generate interest, advertise promotions and giveaways, and bring more attendees to your location.

Booking Inside the Block, Part 3

I’ve blogged a few times recently about how meeting managers can encourage their delegates to patronize their contracted housing block when lower rates are available at nearby properties. If a strongly-worded statement (i.e. the guilt factor) is unsuccessful, we often suggest incentives: valuable benefits provided to only persons who patronize the block or group housing mechanism.

Depending on the group, some of these have been very successful – the trick is to match the method to your group. Knowing what’s valuable to your attendees and targeting it will work wonders. Here are a few ideas:

Incentives to Encourage Housing Block Participation

• Registration discount or other financial incentive (for this conference or future conference) - either $$ off or $$ back, or discount on next conference
• Tie registration and housing together, managed under one system.
• Service giveaway, such as free/discounted webinar or other educational service offered by the association
• Merchandise giveaway - could include logo items, small gift card giveaway (such as Starbucks or one of the hotel outlets)
• Special privileges — special reception or event, special recognition or thanks on signage or during program
• Special access; reduce wait time in lines – special early access to registration check in, meal functions, receptions
• Complimentary services included in rate, such as wireless, breakfast, coffee, club access, etc.
• Room drop – something of value left in attendee rooms on the first night
• Grand Prize drawing – a drawing of high value (vacation, computer, etc.) that people who patronize the block are automatically entered to win
• Exhibitor housing – tie exhibitor priority booth assignment process to housing block participation

LinkedIn Primer, Part 2

Last week, I blogged about LinkedIn and it’s appropriateness for business networking. In this entry, I will explore the question, why is LinkedIn useful?

The LinkedIn user pool -- 53 million members as of January 2010 -- is uniquely qualified for event and business marketing. Users of LinkedIn are active and upwardly mobile professionals, eager to expand their professional reach and abilities. Unlinke Facebook, the chances that your great aunt Sally will become your organization’s biggest fan are slim.

LinkedIn also allows professional group pages, such as alumni organizations, companies, and professional groups. Group pages serve as a central gathering spot for persons of similar interest as well as a resource for expert advice or help. Group discussion pages provide a safe space for peers to share information and converse about current issues in their field. Participating in group discussions gives users visibility and allows you to build credibility as an expert in your field.

LinkedIn groups are designed to have longevity – so while you may not want to create one for a one-time event, LinkedIn is an appropriate place to nurture an online community around your organization, topic, or issue. Once your community begins to grow, you can then tap that community for ideas and participation in your meetings and events.

LinkedIn for Business Primer, Part 1

I’ve blogged a lot about social media this year, talking about the most common platforms including Facebook and Twitter. In my opinion, these two along with LinkedIn form the trifecta of free social networking applications that are useful for conference marketing. In this two-part entry, I will discuss LinkedIn and offer some tips for getting started with the site.

Let’s start with the basics: what is LinkedIn? LinkedIn is a professional networking site, designed for business use – networking, self-promotion, and job seeking. If Facebook is a family picnic, LinkedIn is an after-work cocktail reception.

A user’s LinkedIn profile is essentially a professional resume, complete with job titles, dates, and descriptions. Because everyone is on their best behavior, there are limited opportunities for personalization such as photos (save for a single profile picture), video, or other multimedia content.

Because it’s geared towards working professionals, LinkedIn has a few features not found on other social networking sites. There are opportunities to ask someone to recommend your work, providing opportunities to create an online brag book. You can also ask a contact to “introduce” you to someone else, expanding your network through that of others.

To learn more about LinkedIn, here’s a short video on how it works.

Gaylord Opryland Sets Opening Date of November 15, 2010

From the USAE newswire: Gaylord Opryland Resort Sets Re-opening ... The Gaylord Opryland Resort in Nashville will re-open Nov. 15.The resort closed in early May following disastrous flooding that left the city reeling. Due to the closing, 1,743 employees will be released from their contracts on June 12. The re-opening will follow months of extensive rebuilding and repair of structural damage. The total cost of repair, according to Gaylord, will be between $215 million and $225 million.

GMIC Has Green Meetings Directory

Located at www.GreenMeetingsDirectory.com, the Green Meetings Directory includes text as well as video listings, both of which feature complete product and service offerings and supplier contact information.

"Through the use of the Green Meetings Directory, planners who are familiar with the integrity of the GMIC community can now easily connect with organizations that are striving to be sustainable," said GMIC Board President Amy Spatrisano.

For more information about the Green Meetings Directory, which is searchable by category, company name or worldwide location, visit www.GreenMeetingsDirectory.com or www.GreenMeetings.info

The Facebook Fan Dilemma

Clients always ask us whether they should have a Facebook page for their meeting. There is no universal answer to this question. I always tell them that it really depends on what you have to offer and who you are trying to reach.

Organizations really struggle with their messaging on Facebook. I think the reason for this quandary is that, more than other mediums, Facebook is still a social – not business or professional – networking site.

To become a fan of a company or organization on Facebook is a very public choice, because it announces to your entire network that you feel a kinship with that particular company or cause. It also means that you get frequent – and sometimes too much so – updates from that page in your news feed. As a result, I know that I personally hesitate to become a fan of anything that doesn’t mean a lot to me.

All this is not to say that Facebook fan pages can’t be part of a coordinated event marketing strategy. Depending on your cause and the demographics of your audience, Facebook can be quite effective. (I think the Obama campaign would agree.) Research firm eMarketer recently published some interesting data on why Facebook users become brand fans.

With one quarter of respondents expecting coupons and promotions, this data demonstrates that organizations with a Facebook fan page must have a clear sense of purpose and offer their fans some benefits to keep them happy and engaged. Marketing agency Ignite Social Media recommends that you answer the following questions when getting started with Facebook.

• What do your fans value?
• What do your fans like talking about?
• What can you offer your fans that you can't offer them elsewhere?
• How will you consistently provide this value proposition?

In Honor of Earth Day...

Here are some Carbon Footprint Reduction Tips for Work & Home!

Tips for Reducing Your Carbon Footprint at Work:

There are many improvements to be made at your workplace as well. Small changes can be implemented to even make a positive impact on the climate, such as:

At your Office

• Only print as many copies as absolutely needed. Instead of having each employee have their own files, create a central filing system to avoid having to make many copies of the same documents.
• Use smaller fonts when printing internal documents to save paper and ink.
• Recycle everything, including ink cartridges and toner. Ask local suppliers if they can deliver supplies in reusable bins rather than cardboard boxes.
• Turn off and unplug equipment when not in use.
• Telecommute whenever possible, but make a commitment to do it at least one day per week.

For your Meetings

• Ask your caterer for biodegradable tableware (plates, cups, utensils, etc.), or use china and metal silverware.
• Monitor meeting room temperatures. Turn the heat down a few degrees in winter and up a few degrees in summer, and encourage attendees to dress in layers.
• Make sure lights and AV equipment in session rooms are turned off when not in use. Ask your AV provider to unplug equipment at night.
• Offer a carbon-offset donation on your registration form. Many companies will plant trees for as little as 50 cents each.
• Provide materials that are eco-friendly: recyclable, printed on recycled paper, or go paperless altogether.

Tips for Reducing Your Carbon Footprint at Home:

Carbon emission from your home is directly correlated to everyday energy consumption. One way to reduce your carbon footprint is to improve energy efficiency inside your home. Some simple solutions with major impact include

• When appliances are not in use, turn them off and unplug them. Even small appliances like cell phone chargers waste energy when plugged in all day.
• Take shorter, cooler showers and turn off the tap when brushing your teeth.
• Recycle everything you can.
• Replace incandescent light bulbs with CFL low energy bulbs, which use just 20% of the energy of a normal light bulb and last 15 times longer.
  
• When replacing older appliances, always opt for appliances that use less power and receive a good energy rating.
  

Want to Learn More? Additional Resources:

www.carbonfootprint.com
whatsmycarbonfootprint.com
coolaustin.org

HAPPY EARTH DAY!

Is Meeting Swag a Conflict of Interest?

Promotional items (also known as "swag") are commonplace at most large meetings. You can have your logo emblazoned on anything from pens to popsicles, and many sponsors and exhibitors use swag to drive traffic to their booth and increase interest in their products.

Today, one medical society is cracking down on both the manner and the medium. The Council of Medical Specialty Societies, which includes 32 medical societies with over 650,000 members, argues that when doctors accept promotional items emblazoned with corporate logos it constitutes a conflict of interest. Among other guidelines, the CMSS code requires organizations to "ban company or product names and logos from pens, bags and other giveaways at conferences."

Read the full article at MSNBC.com.

When a Natural Disaster Strikes

Last week, I was managing a 2,400-delegate international conference in Atlanta. The conference went superbly, with very few unexpected events or unplanned disruptions.

Just as we were planning our departure, however, Mother Nature threw a monkey wrench into things with the eruption of Iceland’s Eyjafjallajökull volcano. This particular conference is approximately 40% graduate students and 25% European delegates, for whom being stranded unexpectedly poses financial and logistical stresses.

Convention managers are under no obligation to accommodate stranded attendees in a natural or other disaster. Like many organizations, however, this group felt obligated to their community and asked us to provide logistical and financial support for people who were truly stranded. Though this conference does not have a written emergency plan, our team immediately took action in the following ways:

• Pushed out accurate information early and often, using Twitter and the conference hashtag. Circulated a new Twitter hashtag to allow stranded conference travelers to keep in touch with one another.
• Contacted the hotel immediately to confirm the availability of hotel rooms at the conference rate through the weekend.
• Set up a stranded traveler help desk to provide moral support and resources.
• Provided a roommate matching service, pairing empty beds with needy travelers.
• Developed an official meeting point outside of the conference venue, with basic necessities such as meals and work space.
• Set up an information page on the conference website (check out our page at http://www.chi2010.org/v/) with continuously updated information and resources.

Today, five days after the first eruption, nearly 200 delegates remain in the US awaiting flights back to Europe. Our communications plan continues to evolve, but because we were able to respond quickly our delegates had accurate information while they scrambled to make plans.

Always Share in the Local Experience

Part of making the most out of any trip is to make every effort to experience the local culture, no matter how small a taste you get to enjoy. Recently while on a small program in Cabo San Lucas, Mexico I spotted a food stand where two local men where furiously working prepping some kind of unusual food.

Having never seen this food before, I stepped up and asked if I could touch this strange and exotic looking green 'thing'. I found myself holding a green spongy tear-shaped plant up to my nose. It had a slightly tangy aroma and was nothing like any food I had ever seen. One of the men smiled and said, "It is a delicious young cactus. You should try it." Of course not one to be shy, I accepted the challenge.

The next morning much to my colleagues' consternation, I was excitedly chopping onions, slicing limes, dipping the cactus in milk & flour and sautéing the mixture in a little bit of butter, salt & brown sugar. Well, when I served everyone's breakfast up with fresh local eggs and this truly Mexican side dish of sautéed cactus, we had a delicious travel moment that no one will forget.



So remember, reward yourself on every trip with a little bit of local adventure!

Booking Inside the Block, Part 2

Earlier this week I blogged about the challenges meeting planners face managing housing in a buyer's market. Consider including a statement (such as the sample below) in your conference marketing materials to encourage attendees to participate in your room block. Market preemptively: early and often.

SAMPLE STATEMENT

Why book at the Conference Hotel?

Our organization has booked a block of rooms at the [hotel name] as a courtesy to our valued attendees. We work hard to make sure that the conference rate is competitive, and monitor the hotel’s other rates to make sure that our attendees are receiving the best deal.

Your stay helps our organization meet our obligation to the hotel, allowing us to keep registration rates low. Without your hotel stay, our organization may be assessed a financial penalty. This would jeopardize our ability to provide quality educational opportunities in the future. Please help us as we work to continue the many benefits of this conference.

Just a few benefits of booking at the headquarters [or official] conference hotel(s) include:

• You will be supporting the conference and helping us keep registration costs low.
• You’ll have the quickest access to all the conference has to offer, just a short elevator ride away.
• You can attend early-morning breaks and sessions without having to fuss with a taxi or get up early enough to walk.
• You will be in the center of all the action, able to meet other colleagues in the conference space, lobby, and restaurants.
• You can be assured that your sleeping room will be clean, and the hotel will offer all the customary business services.

Thank you for your continued support of our conference. We look forward to serving you for years to come.

Booking Inside the Block, Part 1

A recent survey of 2010 Meeting Trends by Meetings Media paints a bleak picture of the U.S. hotel industry in 2009. In a webinar reporting the results of the survey, industry analysts reported that:

• Overall hotel room supply increased by 3.2%, while demand decreased by 6.6%. This is a gap of nearly 10 percent between supply and demand, which results in lower prices.
• Occupancy decreased 9.5%
• Overall hotel rates fell by 9.0%, and hotel room revenue plummeted by 15.0%

These rates are aggregated for the U.S. hotel industry; some sectors of the market – particularly luxury and upper upscale – have been hit harder than lower-end products. So it’s no surprise that hotels are trying to win back customers by charging lower rates.

All of this turmoil means that there are excellent bargains out there for meeting planners who are booking future meetings. But one of the biggest challenges for 2010 will be minimizing attrition as attendees snatch up less expensive rooms on the internet. One of the questions that meeting managers dread is this: “I found a cheaper room on the internet. Why shouldn’t I book that one instead of the more expensive conference rate?”

In a time when bargains abound, its important to be forthright with attendees and let them know that booking outside the block hurts your organization. You work hard to provide a valuable educational and networking experience for them, and if they want to continue to benefit from the conference they need to hold up their end of the bargain.

Check back later this week for a sample statement you can include in your conference materials to encourage delegates to book within the block.

What is a "Carbon Footprint" Anyways?

Your carbon footprint measures the impact your activities have on the environment, determined by the amount of greenhouse gases produced through burning fossil fuels, electricity, heating and transportation. The average U.S. household has a carbon footprint of 16,008 pounds per year.

Your carbon footprint is made up of two parts: primary and secondary footprints. Your primary footprint is a measure of direct emissions from burning fossil fuels. This includes your home gas, oil, and coal use, home electricity, private transportation, public transport, flights, and food and drink. Your secondary footprint includes your share of public services, financial services, recreation and leisure, house buildings and furnishings, car manufacture and delivery, and clothes and personal effects.

Several factors affect your footprint: the number of people in your household, what kind of heat you use in your home, miles driven per year and fuel efficiency of your automobile, number and duration of flights, your average monthly electric, gas, and fuel bill, and recycling habits.

Calculate your carbon footprint here: http://whatsmycarbonfootprint.com/calculate.htm

Styrofoam Doesn’t Fall Far From the Tree

450 years. 164,250 days, 3,942,000 hours. This is the time it takes for just one foam core sign to decompose in a landfill. That is an average of 6 human lifetimes per sign, which was most likely only used once, to biodegrade. It is time to make a change. More and more green options are becoming available to meeting planners in all different aspects. Sometimes when we think “green” our minds automatically land on “big picture” efforts, but every green change being made helps. While, yes, foam core signs are a quick and easy solution, we have found that Madison Avenue, Inc. has created a green AND cost effective option for eco-friendly event signs.

EcoSMARTsigns have one major pro for a step in the green direction, they are recyclable! EcoSMARTsigns are manufactured from 100% recovered fibers as well as an average of 35% post consumer waste. When the meeting is over, you can just place them out with all of your other paper recycling, unlike foam core signs. And if there are no recycling services available at your venue Madison Avenue, Inc will recycle them for you!

Looking for other small(but BIG!) changes to make around your meeting? There are a lot of “green meeting” resources you can check out to get other helpful tips and ideas.

Here are a few:

Reducing Paper Waste: http://www.conservatree.org/paper/Choose/SRpurchasing.shtml

Tips for Planners: http://www.bluegreenmeetings.org/HostsAndPlanners/10EasyTips.htm

PCMA Going Green: http://www.pcma.org/Resources/Meeting_Management_Resources/Green_Meetings.htm

Green Meeting Trends: http://meetingsnet.com/green_meetings/

Why Social Media Matters

The world of social media changes every minute. Whereas it used to be enough to put together a blast email campaign, your conference delegates are increasingly turning to online tools such as Facebook, Twitter, and LinkedIn to find information and make decisions.

Many meeting managers struggle with the relevance of social media. We hear, "Sure, it’s exciting. But the learning curve is steep and I’m already busy. How does it benefit me? My organization? My attendees?"

A recent article titled “10 Ways that Social Media Will Transform Events in 2010” provides a concise list of why event managers should work to incorporate social media into the planning process. Just a few highlights include the ability to:

• Gather real-time feedback and address attendee concerns in real time.
• Facilitate peer-to-peer learning and audience-to-speaker learning rather than just traditional speaker-to-audience learning.
• Extend the reach of live events beyond the boundaries of time and space.
• Create dynamic online communities that allow attendees to connect with people of similar interests.
• Reach audiences never before possible.

Read the full article here.

Airline Delays and the new Three Hour Rule

When a tarmac delay exceeds three hours, a new DOT rule allows airline passengers to deplane. This is a welcome development for anyone trapped inside a cramped regional jet for hours as well as those who've already missed their meetings due to the delay. But while the new rule may please some business travelers, others may be inconvenienced if taxiing back to the gate negates that one chance to get home before an airport closes for the night in inclement weather.

Creating a Hybrid Expo Hall

Organizations are looking for ways to expand their audience, engage their members, and demonstrate return on investment of their precious conference dollars. Hybrid meetings that combine the real-life with online are gaining some traction.

Virtual tradeshows are an innovative way to increase value to exhibitors and sponsors, extending the show both in scope and duration. Meetings & Conventions magazine recently profiled a Cisco conference that successfully utilized Chicago-based InXpo’s virtual exhibit hall as part of a live event. The conference was marketed under a single brand, and included both physical and online components.

A virtual exhibit hall supports many methods of interaction, including instant messaging, video chat, e-mail, and business card exchange to create qualified, trackable leads for exhibiting companies. InXpo also offers “Intelli-booth," an interactive company experience that allows customers to engage with your company’s products and services in ways that are meaningful to them. Both platforms provide detailed metrics regarding when and how often customers visited and what content was of interest. The firm also offers webcasting, online job fairs, and other HR-type tools.

The InXpo software is pricey – ranging from $50K – $100K for a standard configuration and more for a highly customized event – but provides options for conferences currently constrained by space, time, or geography.

Tastes Like Chicken

With budget still high on everyone’s priority list moving into the New Year, looking at ways to pare-down Food and Beverage costs are becoming more and more important. Planners may think that since attendees are traveling away from home to go to a meeting they expect to have lavish meals and complicated cuisines served up on a silver platter. This is actually quite the contrary. While away from home attendees seek comfort food and classic dishes, breakfast and lunch especially. Keeping things simple will please both attendees and your budget.

This month in Meetings and Convention Magazine, we can read about the “F&B Trends in 2010” and how these can be implemented in upcoming shows. Over the last year hotels have seen a dramatic increase in “cheaper” proteins such as chicken and a dramatic decrease in expensive filet mignon and seafood such as lobster. Dishes you cannot pronounce are out and classic foods are born again. However, this does not mean your menu will be bland and unexciting. Just because you are going back to basics does not mean there cannot be a little flavor. By taking a simple dish and adding a little flair attendees will still have a “wow” factor while keeping costs down.

With New Year’s resolutions to get to the gym and to be more health conscience in mind, it is sometimes hard to stick to it while onsite. Long days and hectic schedules detour attendees as well as planners from getting in a daily workout. Offering healthier options and smaller portions allow attendees to focus more on networking rather than indulging on that second helping. We are seeing a lot more vegetarian options included, which are both healthy and less expensive.

For receptions, shorter time windows, tapas themed hors d’oeuvres, and smaller quantities, are becoming a trend. The buffet should not be the focus, but rather getting a quick bite then onto networking. For dessert, mini dessert shooters have been more prominent. Just a taste is all that is needed to enjoy these delicious treats. In the December 2009 issue of One+ you can read, “That’s So Last Year, Oh Wait, This Year” giving you some 2010 food trends to keep in mind.