Conference and Logistics Consultants Blog

Hopeful Financial News

2012-01-06T10:07:00.002-05:00

Some Hopeful News

Joseph Sanders Visa's Chief Talks Up Global Growth:

"Three years ago, in the throes of the recession, people who had money thought it was cool not to spend money. A lot of markets shrank. And those markets are beginning to open up.

The convention venues, resort venues, travel itineraries of individual families, business travel on a global basis. It's more than it has been in a long while. It's not as robust as it once was. But I think things are slowly and surely getting better."

meetsmart mobile - the mind blowingly easy mobile show guide

2011-11-03T16:50:00.007-04:00

meetsmart is the mind-blowingly easy mobile conference guide.

Specifically designed by meeting planners, its understanding of Conference needs is astounding. It hits the mark by delivering exactly what all the meeting attendee and the host organization expects - AND the meetsmart concierge staff does all the work. No added workload for your staff.

Quick navigation. Cross Platform. Powerful search. Lots of detail. Maps. Create schedules. Build sponsorship & exhibit revenues. Alerts. Analytics.

Special offer - book meetsmart mobile by December 31 and receive a complimentary iPad2! Email Larry Wilhelm at larry@meetsmartmobile.com or call 410-849-2177 for details.

meetsmart mobile - Another success!

2011-08-22T10:38:00.007-04:00

The Society of American Archivists (SAA) implemented meetsmart mobile for their 75th Anniversary Annual Meeting in Chicago. This was the first time SAA used a mobile app for their Meeting. During the week before the SAA Meeting, the app had already been visited over 1,074 times with 18,606 page views! On average, each user visited 17.3 pages and spent 9.5 minutes on the site.

SAA has 1,664 registered attendees. They had expected only a moderate use of the app because they thought their members were 'late technology adopters'. Surprise!! Everyone was thrilled by the very high traffic and the great feedback.

meetsmart mobile brought great new technology to SAA, put their Meeting into the palms of their members, added a positive new dimension to the attendee experience and provided great ROI to the sponsors and exhibitors. Another great success for meetsmart mobile and for SAA.

64% of Meetings Are Using a Mobile App

2011-08-19T09:50:00.004-04:00

With so much new meeting technology being developed it can be hard to know what’s worth investing your time in, and what will simply be a flash in the pan. Our clients rely on us to keep them abreast of trends and technology, so our team works hard to keep our finger on the pulse of the meetings and convention industry.

Earlier this summer, Conference & Logistics Consultants conducted a survey of over 300 meeting planners to gauge our industry’s comfort level with new technologies. A key finding of the 2011 Meeting Technology Trends Survey was that 64 percent of meetings are already using a mobile app, or intend to add one this year. Another 16 percent intend to add one within three years.

If you’re not thinking about a mobile app for your meeting, you’re being left behind. Attendees are clamoring for instant access to information, and ways to personalize their conference experience. Mobile technology is an easy way to provide both. Mobile conference guides run the gamut from inexpensive web-based platforms ($9 – 15K) to high-end custom native apps ($25 – 100+K).

The survey also revealed a lot of other interesting information, which we will put out in a white paper later this fall. Stay tuned to the blog or subscribe to our RSS feed for future updates.

PCMA Convene: A People-Based Approach to Virtual Meetings

2011-07-21T11:12:00.003-04:00

Next week, PCMA and the Virtual Edge Institute will release a new research report that takes a fresh look at the role of digital technology in the meetings industry.

Instead of the typical "virtual versus face-to-face" approach, this survey took a comparative approach, looking at how digital technologies can best be used within the framework of meeting environments. The survey asked: Why do people attend in-person and online events? What business goals are being achieved? How are attendees engaging within these environments?

Check out the full survey information.

Several points that I found interesting from a meeting planning perspective, which reinforce my opinion that virtual events just aren't going to replace face-to-face events any time soon:

1) The networking just Isn't the same. Only 33% of people surveyed said they traded contact information with other attendees in a virtual meeting, versus 78% of people at a face-to-face meeting. That's a lot fewer connections being made.

2) Attendees pay less attention. Virtual meeting attendees are more likely to IM due to boredom, shop or surf the web, take a phone call, check email, and leave the meeting than face-to-face meeting attendees. Online attendees are easily distracted, which means your content and delivery has to be twice as engaging to deliver the same educational value.

3) You'll have to charge less. Only 25% of people surveyed said they would pay the same for a virtual event as an in-person event. That's 75% who expect virtual events to cost less. Pretty important stuff when it comes to evaluating revenue and expenses for your next event.

meetings drive the US economy

2011-07-15T15:57:00.005-04:00

Meetings & conventions are valuable to the US and world economy. Our industry has always been difficult to quantify, because sometimes we’re considered part travel and leisure, part hospitality, part tourism.

So to prove our collective worth, in 2009 the Convention Industry Council undertook a study entitled “The Economic Significance of Meetings to the US Economy.” The study found that the total direct spending associated with US meeting activity is estimated at $263 billion!

And that’s only the direct spending: out total contribution to the GDP was estimated at $458 billion, including 6.3 million jobs. Other nifty facts:

205 million attendees participate in 1.8 million US meetings each year
We pay our taxes, including $64 billion in federal tax revenue and an additional $46 billion in state and local tax revenue
The 1.8 million meetings generate 250 million hotel room nights per year.

These figures show that the hospitality industry is vital to the health of the US economy. For more information, visit Meetings Mean Business (http://meetingsmeanbusiness.com/)

learn from social media with EventBurn

2011-07-06T17:14:00.004-04:00

One of my recent conferences took a spin with a cool new social media service, called EventBurn. EventBurn is a social media aggregator, created for use at conferences and meetings, that’s designed to “summarize social media conversations.”

EventBurn makes social media more useful for conferences and events, by combining all the different content streams into a single feed. The web-based service “ automatically summarizes the top links, photos, and users, and creates a browsable long-term archive of the messages.”

Basically, EventBurn scours social media networks like Flikr, Twitter, Facebook, and LinkedIn for parameters that you define, sorts through all the clutter, and bubbles the most interesting content to the top. Through sophisticated algorithms, EventBurn returns only the most relevant information, and cuts out the clutter. Isn’t that refreshing?

EventBurn also provides all sorts of interesting statistics about your users, to help you learn from your event. Here’s just a sampling of the data that EventBurn can provide:

· top users, photos, and networks used

· most shared links and most reshared messages

· most popular hashtags

· number of messages, links, photos, users

· usage statistics such as time and frequency of use

Check out the EventBurn archive from my event here.

Specifically created for face-to-date events, “EventBurn makes it easier for event attendees, remote followers, reporters, and others to learn about emerging topics of conversation, find people to connect with, and follow the buzz quickly and easily.”

If you’re already running a Twitterfall or some other social media aggregator at your conference, EventBurn is a great next step.

business cards go high tech with Poken

2011-07-05T15:13:00.006-04:00

One of our high-tech clients just finished their annual conference in Vancouver. This group the is perfect training ground for new meeting technologies, because the delegates are inquisitive early adopters, game to try anything once. This year, our social experiment was Poken: your social business card.

Pokens are small USB drives (AKA thumb drives, jump drives, memory sticks, etc.) that contain your contact information. Users plug them into their computers to create a Poken profile, which can also include any other social media information you might want to add, such as links to your Facebook page, twitter handle, etc.

The Poken devices can be customized with your conference logo, or you can select from several dozen stock Poken designs, which run the gamut from funky to fierce.

Poken has a little hand-shaped end that you can “high five” with other Poken users to swap information. When two Pokens are touched together, they light up so users know that their information has been shared. I was a bit apprehensive that Poken would catch on, but during our six-day conference, we had:

17,337 - Poken interactions
1,409 - Linked Pokens
3,366 - User logins

Though the numbers speak for themselves, my very favorite review of Poken came via the conference’s twitter stream: “Poken is the saviour for drunk research-related conversations I otherwise wouldn't remember in the morning.” So, Pokens are also good for jogging fuzzy memories.

Coming soon on the Poken front: Poken tagging using your iphone and other smart phones. Though the Pokens themselves are pretty nifty, that’s awesome too!

Get Amenities Will Travel

2011-06-22T14:38:00.002-04:00

I just saw this great idea from Meetings & Conventions:

BOTTLE SAVER

Little is more frustrating than picking up your luggage and finding everything soaked in wine from a broken bottle. One inexpensive way of preventing that is storing wine in the Jet Bag, an absorbent, zip-seal bag that protects a 750 ml bottle and absorbs all the liquid if it does break. A three-pack of Jet Bags costs $15. (248) 891-8939;thejetbag.com

Mobile App Success Story

2011-04-06T17:22:00.005-04:00

meetsmart mobile and Meeting Professional International Southern California Chapter (MPISCC) implemented the new mobile app at the MPISCC 30th Annual Conference. By offering the app at the Conference, MPISCC gave their members:

- A smart, easy-to-use first mobile experience
- A great way to put Meeting information into delegates hands quickly & easily
- Generated new communication & increased professional interaction

meetsmart mobile received great reviews and MPISCC derived excellent benefits. Read the article here:
http://engage365.org/2011/04/mpiscc-meetsmart-mobile-a-conference-navigation-app-success-story/

meetsmart mobile is the only event navigation app designed by meeting planners. Attendees get a powerful information tool and associations receive the benefits of a very affordable revenue-generating tool which keeps them on the cutting edge of technology.

Meeting Trends: Mobile Technologies Are Green in More Ways than One

2011-01-21T15:35:00.003-05:00

We are excited about the continued efforts across our industry to reduce the environmental impact of meetings and conventions. Our team often works with clients to incorporate common-sense green initiatives that also save money, such as using local suppliers to reduce shipping cost, custom-building menus to take advantage of local and seasonal ingredients, and managing power usage.

Small changes are important, but their impact is gradual. One big step that organizations can take to reduce their carbon footprint as well as boost the budget is to add technologies that reduce or eliminate the need for printed materials. Online registration virtually eliminates faxes, as well as reduces staff time and stress. E-marketing has become easier and more affordable – as well as more effective! – than expensive postcards and printed advance programs. And e-posters allow content to be captures and shared beyond the boundaries of time and space.

Replacing a printed conference program with a mobile app can easily save an annual meeting thousands of dollars in printing costs alone. In fact, one of our team members saved an association nearly $50,000 in printing and shipping costs by transitioning their meeting to a paperless format. By contrast, mobile apps start at just $5,000!

A comprehensive mobile app reduces or eliminates the need for printed materials of many kinds, including:
* Conference program books
* Exhibit hall maps
* Exhibitor guides
* Speaker biographies and session descriptions
* Onsite errata sheets to alert attendees about changes and last-minute additions

The C&LC team is proud that our meetsmart mobile conference navigation app is being used to support green initiatives. For additional ideas on greening your meeting, visit meetsmartmobile.com.

Meeting Trends: Using Mobile Technologies to Boost the Bottom Line

2011-01-21T15:30:00.002-05:00

If you have a smartphone, you’re probably familiar with mobile apps that save you time, simplify mundane tasks, or just entertain you with movies or games. We rely on our phones for much more than just talking or texting.

In the last year, mobile apps have also emerged as an innovative method of both generating revenue and reducing costs for meetings and conventions. In fact, a leading meeting industry publication has dubbed 2011 the Year of the Mobile App. Savvy organizations are realizing that mobile apps return a great deal of value for a relatively small investment.

The question we often hear from our clients is, How can we maximize our investment in meeting technology? Mobile apps are extremely attractive to conference sponsors, who realize that conference delegates spend countless hours on their smartphones – both during conference sessions, as well as in their free time.

Technology sponsorships offer much richer delegate engagement than traditional sponsorship opportunities. A mobile app used throughout the conference draws hundreds of page views, while single-use items like food & beverage or disposable giveaways are quickly forgotten.

Sponsors are willing to invest $10K - $25K or more to get their logo and message in the place that attendees are already looking. A single sponsorship pays for the app several times over – bringing in additional revenue well beyond the initial investment. Additional sponsorships and ads can also be sold to produce even more profit. Small investment, big return!

Take time to recharge your batteries this holiday season

2010-12-23T14:55:00.001-05:00

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?

2010-12-20T21:03:00.005-05:00

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!

2010-11-18T11:08:00.003-05:00

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

2010-11-12T16:09:00.002-05:00

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

2010-11-02T16:41:00.007-04:00

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

2010-10-25T10:51:00.004-04:00

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)

2010-09-29T12:56:00.004-04:00

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)

2010-09-29T12:37:00.010-04:00

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

2010-08-11T11:20:00.002-04:00

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

2010-06-28T12:28:00.006-04:00

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

2010-06-28T12:25:00.001-04:00

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

2010-06-03T14:14:00.002-04:00

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

2010-04-30T15:23:00.002-04:00

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

2010-04-27T13:48:00.007-04:00

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...

2010-04-22T16:09:00.010-04:00

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?

2010-04-22T14:04:00.004-04:00

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

2010-04-20T14:11:00.002-04:00

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

2010-02-25T18:40:00.013-05:00

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

2010-02-16T17:29:00.005-05:00

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

2010-02-16T17:24:00.005-05:00

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?

2010-02-15T15:34:00.002-05:00

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

2010-02-08T14:22:00.003-05:00

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

2010-01-27T14:20:00.003-05:00

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

2010-01-19T11:16:00.001-05:00

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

2010-01-04T17:20:00.003-05:00

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

2010-01-04T16:51:00.006-05:00

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.

Personalize your Convention Experience with Boston’s iPhone app

2009-12-22T11:03:00.007-05:00

Today, the Boston Convention & Exhibit Center announced the launch of a proprietary application for iPhone and iTouch users that combines center navigation with a robust set of add-ons including built-in social networking capability. Named “myBCEC,” the application is a personal concierge for your phone with information about wayfaring around New England's largest building, local restaurants, hotels, and retailers, transit and travel information, and a custom Twitter client designed specifically for events.

The iTunes application description notes that “the myBCEC app is a mobile concierge for visitors to the Boston Convention & Exhibition Center, one of the Top 10 convention centers in the nation. The myBCEC application combines networking and navigation in one united platform." Features include:

Wayfinding around New England’s largest building
Nearby restaurants, hotels, retailers,
A Twitter client customized for events
Real-time transportation information for departing flights from Logan Airport, MBTA (subway) alerts and traffic alerts; and
Visitor information about the venue.

With this app, Boston is leading the way in becoming more accessible to visitors through their mobile devices. Other centers are sure to follow. The app is compatible with iPhone and iTouch, and available to download for free at:

itms://itunes.apple.com/us/app/mybcec-for-boston-convention-exhibition/id347104218?mt=8

Eco-Friendly U.S. Convention Centers

2009-12-03T10:26:00.005-05:00

Centers in the U.S. are designing green rooftops and growing herb and vegetables gardens and harvesting the growth to be used at the dining table. Others are implementing sustainable decisions to include climate control system, reduction or elimination of poisons used at the facility like pest control and toxic cleaning products, recycling, reducing the use of non-recyclable items, composting, and water and energy conservation.

So glad to learn of the many, many convention centers in the United States updating their designs and operating with the environment in mind. In our own backyard, the Baltimore Convention Center is designing a green roof top and the Walter E. Washington Convention Center (D.C.) has a 10-page online brochure outlining various methods of implementing environmentally-friendly initiatives to make our world a greener place.

Meetings professionals are including green initiatives in their RFPs, asking valid environmental questions about the sustainability of the convention centers and hotels and analyzing their own events for improvement and more execution of eco-friendly initiatives. Don't forget to pass along to conference attendees every little and every huge step you're taking to help the environment.

Streamlining & Simplifying to Protect your Bottom Line

2009-12-02T14:29:00.002-05:00

All across the conference sphere, organizations are looking for ways to minimize the financial risk associated with holding their meetings. If you haven’t already done so, tying registration and housing together provides one-stop convenience for attendees and allows you to better manage your housing block.

When implemented correctly, a unified housing and registration system increases registration numbers and collects your revenue earlier in the registration process, optimizing your cash flow. It also ensures that all persons in the housing block are registered for the conference and prevents non-registrants from cannibalizing your housing block – which is important if you have an excellent rate in a popular city. Most importantly, you have ultimate control of your housing block, which minimizes wash and cancellation exposure

A number of registration providers now offer housing as an add-on service to the basic registration package, including RegOnline , eShow, and EventRebels. Alternatively, some housing bureaus are also offering convention registration. For a small cost, these companies can also collect attendees’ housing data and transmit it to the hotel(s) at a predetermined time. Housing deposits can also be processed directly through the registration interface allowing organizations greater control over last-minute cancellations and refunds.

Packaging registration and housing together protects organization and provides a one-stop shop for your conference delegates.

Hashtags Make Twitter Work Harder

2009-11-16T15:20:00.009-05:00

Sure, it’s interesting to following friends and colleagues on Twitter just to see what they’re up to. But many of us are vexed about the actual usefulness of the tool. Still others have shied away from incorporating Twitter into marketing plans because it can’t be easily controlled. Yet, that’s the real beauty of the tool: microblogging is a grassroots tool that allows you to collect attendee feedback and capture emerging trends in their infancy.

To get the most out of twitter for your next meeting or event, make the application work harder for you in just two steps.

Step 1: Create a hashtag. A hashtag is a shortened version of a few related keywords that allows people to categorize their posts. A sample hashtag for the XYZ Annual Conference might be #XYZ2010. Twitter’s functionality allows clickable searching by hashtag, and allows you to sort out only posts related to your event. To be useful, keep your hashtag short and descriptive – remember, these are people who have to communicate their entire thought in 140 characters or less!

Step 2: Publicize your hashtag in all conference materials. Ask some of your energetic supporters, volunteers, speakers, or staff to blog about your event regularly (once per week or more) and include your hashtag. The more interesting their tweets, the more likely they’ll be retweeted (forwarded to others) and the more publicity you’ll get.

Onsite, publicize your hashtag in all materials: in the program, on the conference bag, on the back of staff shirts, on slides during the plenary session …. well, you get the picture. Encourage attendees to tweet about the sessions they’re in and their experience overall. The feedback you collect will be piecemeal, but honest and timely.

Data mining of attendee and member tweets can show you entirely new dimensions of their needs and expectations – and allow you to provide products and services that meet those needs and expectations before anyone else. Regularly monitored, Twitter is like an ongoing virtual focus group. Get tweeting!

SUSTAINABILITY IS ABOUT HELPING PEOPLE UNDERSTAND WHAT’S POSSIBLE

2009-11-11T12:15:00.000-05:00

Hospitality communities and organizations nationwide place a high priority on forming a viable sustainability event and are being assisted in furthering this goal by webcasts and universities offering continuing education where the focal point and emphasis is to devote our planning to long-term sustainability – not just one year, one city at a time.

On October 5, President Obama signed a new Executive Order on Federal Sustainability, which challenges all federal agencies to lead by example in energy and environmental performance. The Order gives them 90 days to set a 2020 greenhouse reduction goal and also sets targets for efficient, sustainable buildings, reduced petroleum use in vehicles, water efficiency, waste reduction, purchasing green technologies and products, and supporting sustainable communities. Council on Environmental Quality chair Nancy Sutley added that "...by putting Federal purchasing power to work – more than $500 billion per year in goods and services – the government can build on the momentum of the Recovery Act to help turn good entrepreneurial ideas into great American enterprises that create jobs.

That’s great for the down the road … but, hey -- The hospitality industry continues to lead the way on sustainability at hotels, convention centers and the cities they borrow for the week by demonstrating the important and significant benefits of exercising ‘environmental best practices’. Most designated sustainability officers offer guidance, encouragement and solid support for implementing effective sustainability policies prior to and during your conference.

Hot Wheels - A Simple Solution

2009-11-10T10:53:00.006-05:00

We have all been there... It’s 9:00PM, you’re waiting for a reception to end and you figure you might as well set out all the signs and boards for the next morning. The last thing you want to do after a long day of being on your feet is hand carry heavy pocket signs around to 3 different floors. At a conference earlier this year, we came up with an easy and convenient solution for this daunting task. It’s simple really, a trashcan with wheels.

We have tried several different options, such as bell carts, but these can get cumbersome to be moving around quickly and hard to maneuver. In some cities, union requirements prohibit the use of bell carts. Trashcans are lightweight and the wheels allow for easy turns.

All you have to do it stack signs on top to make a flat surface. Then you can just wheel around to the space you are using the next day and put out the signs appropriately. This saves on having to make multiple trips back and forth to the office to get more signs, you can get it all done in one quick shot.

This system also works when having to move heavy things to a different location without having to get the hotel involved. For example, you have a box with all of the heavy awards in it. You can use the trashcan as a dolly. Just place one signboard over the top to create a flat surface and you’ve got a dolly to carry your awards to the ceremony without having to carry them individually or break your back.

Using a trashcan instead of a bell stand also aids in transporting easels to breakout rooms. Laying these flat on a bell stand can potentially be hazardous, but standing the easels up straight in the well of the trashcan allows for easier transportation.

Although this seems like a simple solution, we sometimes do not think of utilizing materials that are at our fingertips in these situations. Rather than going through the trouble of obtaining a bell cart to use for the week, these industrial trashcans are usually already present in your meeting office to begin with. Using a trashcan to move items around might seem unconventional but really, its practical, mobile, and gets the job done quickly and efficiently.

The Myth of Facebook Marketing

2009-11-09T10:32:00.005-05:00

We are often asked whether clients should try to incorporate social networking into their meeting marketing. Facebook, in particular, comes up frequently -- it seems that the application has received so much press in the past three years that for some people it’s synonymous with social networking.

Facebook should not automatically be part of the conference marketing strategy for an association or professional association, except in select cases where the value proposition is clear. Most 30+ professionals use Facebook to stay in touch with friends and family, sharing photos and stories about their personal lives. We hesitate to join professional groups or fan pages because we like to keep our personal lives private.

As the age of your demographic increases, putting one’s personal life out on the internet for all to see becomes even less appealing. If you’re doubtful, consider the fact that ASAE has over 22,000 real-life members but just 338 Facebook fans. The Professional Convention Management Association (PCMA) has over 6,000 members but just over 400 Facebook fans. These organizations are spending precious resources managing an outreach platform that is reaching just a tiny percentage of their members.

Unless your meeting is geared towards twentysomethings -- or it’s in a market segment where Facebook is common currency -– creating a professional group on Facebook is likely to be disappointing. Though social networking and viral marketing can be successful for many conventions, Facebook is not the right fit for most groups. Stay tuned to the blog for ideas about effective social networking tools that are successful for event marketing.

8 Inexpensive Eco-Friendly Acts

2009-08-07T14:37:00.002-04:00

1. Recycle
2. Bike and carpool
3. Save a tree - switch to e-Statements
4. Conserve water
5. Turn off lights
6. Switch to compact, fluorescent light bulbs
7. Keep your car tuned up to improve fuel efficiency
8. Dispose of chemicals properly

Lean & Green: Trimming Conference Costs through Environmentally Responsible Practices

2009-07-24T15:44:00.001-04:00

Many organizations have made strides towards “going green,” whether in small steps or grand gestures. But in a challenging economy, it’s easy to put responsibility practices on the back burner as other priorities demand attention. The good news is that environmental and fiscal responsibility don’t have to be at odds with one another.

Greening your meetings simply requires making thoughtful choices throughout the planning process that support your organizational priorities. Here are just a few tips to effectively manage resources – both environmental and financial! – for your next meeting or convention.

Transitioning from paper handouts to web-based solutions saves printing and shipping costs, gives meeting content a longer shelf life, and allows delegates to share the value with colleagues.
Switching from packaged foods to bulk items eliminates wasteful packing and reduces your food and beverage expenses.
Finding a local school or charity to reuse conference bags and other materials is a positive contribution to the community, as well as a tax write-off.
Including a carbon-offset donation on your registration form allows attendees to make tax-deductible contributions to support planting trees.
Asking the chef to source food locally reduces food miles and provides attendees with fresher ingredients that taste better and cost les.
Requesting that meeting facilities place recycling bins throughout your event won’t cost you a dime.

Going green isn’t just about saving the planet – making smart choices that can save your organization money make good business sense, too.

A Buyer’s Market Means Great Deals on Meetings

2009-07-16T11:26:00.002-04:00

It’s said that desperate times call for desperate measures – and in the current economy, it’s a buyer’s market.

In an unprecedented marketing effort, today the hotels and meeting facilities of the Dallas-Fort Worth launched a multi-city, multi-brand promotion to encourage bookings of meetings and conventions in the Dallas metro area. The promotion includes every major hotel brand in four participating cities, representing every tier of service - including luxury, economy, full-service and extended stay. The deal, called the “DFW Promise,” includes automatic no-attrition room contracts as well as group discounts on airfare and ground transportation.

Although this is an excellent opportunity for conventions that are considering DFW, it’s also highly likely that other cities will seize the opportunity to follow suit – building on already amazing offers. The bargaining power of buyers continues to offer excellent opportunities to save money on future bookings and renegotiate existing ones.

Contact us to find out how our firm can help you take advantage of amazing site selection packages -- in DFW or any other city -- for your next meeting or convention.

Get More out of your Conference with Swift Mobile

2009-06-24T17:17:00.002-04:00

There’s not been a lot written about convergence in the meetings industry. Most of us stay connected though our mobile devices (iPhones, Blackberries, and the like), but we’ve not been able to use our trusty handheld device to connect with others during a conference. Until now.

Enter Swift Mobile for your smartphone: a veritable paintbox of features combining conference content, social networking, and mobile geolocation in the palm of your hand. The Swift application – which works best on the iPhone but is also supported on the mobile web and accessible by any wireless handheld device – allows users to create a personal profile to share information about themselves and connect with other convention goers with similar interests.

Swift allows conference delegates to navigate through educational content on their phone, essentially providing the conference program in the palm of their hand. The application also combines conference-related Twitter posts (“tweets”) into a single, relevant stream that can be customized for each user. Real-time feedback lets attendees keep tabs on other sessions, even those that they aren’t able to attend. In this way, Swift expands the conference experience beyond the limits of physical space and time.

On the revenue side, Swift offers branding opportunities for sponsors on the splash screen as well as long-range potential publications phase-out. Exhibitors and sponsors also have access to fee-based tools including polling, video publishing, and user messaging.

The Swift Mobile application is still in beta testing, but the implications for long-term use in the convention industry are encouraging. Keep up the good work!

Cost-Cutting Advice for Thrifty Planners

2009-06-03T15:29:00.001-04:00

Originally published in Associations Now magazine (June 2009)

Not long ago, association conventions had a reputation for being a money pit—a huge black hole in your annual expenses through which money flowed like water. But in the current economy, maximizing your conference budget has become more important than ever. Execs and meeting managers are scrutinizing every dollar spent, from big-ticket items such as audiovisual and F&B down to even the tiniest of expenses.

Luckily there are a number of changes you can make that your members will never even notice. The following are a few tips to help you do more with less.

Be a piggy(back). Hotels and convention centers are a revolving door: When your group is moving in, someone else is moving out. Chances are, the group before you also had a general session and an exhibit hall. Contact them to find out who their vendors are and whether you can share labor and/or equipment costs.

Put your partners to work. Your conference vendors are valuable partners with real-world experience at thousands of conventions. They can offer great suggestions to save you money. Engage them as part of the convention management team, and ask them to think creatively for you. You'll be amazed what your vendor partners are able to do for you if you can be a little bit flexible.

Meet the chef. Food and beverage represents a huge line item in most conference budgets, and the facility's executive chef is an excellent resource to help you reduce F&B costs. Ask to meet the chef during an early planning meeting, and build a relationship leading up to your conference. Learn what produce will be in season during your event and ask that these cheaper items be substituted. Ask what the facility makes in house (less expensive) and what is purchased from other sources. You can always request custom menus that fit your price point; with appropriate advance notice, the chef will be glad to prepare something that meets your needs.

Skip the soda. Conference attendees increasingly appreciate healthful choices in food and beverage. Cut out expensive bottled drinks and replace them with beverages you can purchase by the gallon, such as iced tea and lemonade. And ask your catering manager to get creative with everyone's favorite free beverage: water. Regular ice water becomes a gourmet option when you serve it in glass canisters with a few slices of citrus fruit or herbs such as mint or lavender.

Forgo packaged foods. Prepackaged foods such as chips, candy, and snack bars are convenient when attendees need to grab something quickly between sessions. Your attendees also appreciate that you are offering them snacks for the plane on the way home—probably not what you had intended when you prepared your conference budget. When it comes to packaged foods, remember that taking two, three, or more is just as easy as taking one. Switch to other break food options to cut down on quantity and cost. Mother Nature will thank you for reducing wasteful packaging, too.

Rob Peter to pay Paul. Hotels make money from conventions in a variety of ways, including sleeping rooms, meeting room rental, F&B, telecommunications, restaurants, and other guest services. Each of these areas has different value; some are pure profit, while others have a slimmer margin. If your organization is facing severe cuts and is unable to meet your contractual obligations, ask your sales manager whether you can redistribute your spending in areas that will net the hotel greater profit. Often you can reduce your commitment proportionately and save your association money on the bottom line.

Revising Plans in Tough Times

2009-05-15T16:03:00.002-04:00

One of the many benefits that the clients of Conference & Logistics Consultants derive by hiring us as their meeting consulting firm is that we keep them appraised of key legal and industry issues.

In our ongoing discussion about key industry partnerships, it is important that I devote time to our strong relationship with the law firm of Howe & Hutton, LTD. Howe & Hutton, LTD. serves the unique needs of nonprofit organizations, which are the core clients of our company. We rely on the professional guidance and counsel of Howe & Hutton, LTD. to support our clients. We share the same philosophy of business by practicing honest communication in a proactive manner. We believe in facing challenges head on to achieve mutually beneficial solutions.

Jonathan T. Howe, Esp. was recently published in Meetings & Conventions Magazine in an article discussing "Revising Plans in Tough Times". He talks about the need for meeting professionals to evaluate the impact of the economy on their meetings. He strongly suggests initiating positive discussions with contracted hotel partners about ways to collaborate to meet the needs of both the hotel and the association. Opening the door to honest discussions about rate, sleeping room block adjustments, attrition benefits everyone.

Mr. Howe offers suggestions for key clauses to include in future contracts to help manage "rescue" instead of having to deal with "bailout".

If you missed the article, it is well worth the time to read it. It is available online at:
http://www.mcmag.com/article_ektid23664.aspx?terms=*Revising+Plans+in+Tough+Times*

Good partners make great teams!

Getting the Most for your Conference Dollars

2009-05-15T11:06:00.002-04:00

In these economic times, organizations of all types are looking for ways to slash expenses across the board. The Annual Conference, with all its associated costs and contracts, is often scrutinized. Savvy managers know that all businesses are feeling the squeeze, which means that short-term contracts can be renegotiated to provide lower rates and greater incentives.

But it is also an excellent time to negotiate favorable long-term agreements, particularly site contracts for future years. Bargains abound in both first- and second-tier meeting locations across the world. as well as resort and luxury properties When considering future meeting locations, however, facility fees and incentives aren’t the only consideration. Organizations will reap the greatest savings by selecting a location where overall costs are lower.

Earlier this week, Forbes magazine released its annual list of the Top 10 Bargain Cities in the U.S. – places where you can pay the least for the most. The financial gurus at Forbes developed their list by analyzing a city’s overall cost of living, pay scale, labor and housing statistics, and unemployment rate.

Austin, Texas tops the list as the best bargain city; followed by Phoenix, Arizona and Washington, DC. All of these cities are meetings-friendly and excellent destinations, as well as providing lots of bang for your buck. The magazine also publishes an annual list of Most Overpriced Cities, a resource managers might want to consult when booking future years.

These indices are not the final word on the matter, but a useful barometer for gauging overall meeting costs in a destination. Final site decisions must of course be based on the best overall fit, but financial considerations are king in a sluggish economy.

Going Green in the Office

2009-05-14T14:07:00.006-04:00

There's a great networking opportunity for the environmentally-minded in the Annapolis area where our offices are located. It's called Green Drinks and it's a monthly get-together in a fun, informal way and the common cause is the Health of the Chesapeake Bay. At Green Drinks this past Tuesday, we celebrated Tourism Week in Maryland and conversations were engaging, casual and fun! Go to greendrinks.org to find a Green Drinks in your area!

Here's some tips on going Green in the office:

Turn off your computer every night
Make sure your monitor turns off
Change your computer power settings to it will go into sleep mode if unused
Put all your office equipment on power strips which can be turned off
Start using CFL bulbs for lighting
Install an Occupancy Detector for lighting
Invite in sunlight, open up blinds, set up your desk so that it maximizes light

*If every US computer and monitor were shut off every night, we would shut down eight large power stations and decrease CO2 emissions by 7 million tons annual. *Office Energy Guide, developed by the city of Portland, Oregon

Justifying Going to a Conference

2009-04-28T09:23:00.006-04:00

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/

On Sale: Your Meeting Décor

2009-04-27T17:05:00.003-04:00

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!

THE MILLION TONS OF TRASH CHALLENGE

2009-04-27T11:13:00.002-04:00

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.

Twittering Onsite: A Real-Life Case Study

2009-04-13T15:48:00.003-04:00

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.

First Things First -- Establish Emergency Guidelines

2009-04-09T12:04:00.004-04:00

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.

Green Initiatives -- Establishing Guidelines

2009-04-09T09:52:00.002-04:00

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:

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?

Come back to the blog soon so read about communicating greening objectives to Board/Committee/Clients.

This land is your land,
this land is my land,
from California
to the New York Island
- WOODY GUTHRIE

Navigating Troubled Economic Times

2009-03-26T09:14:00.002-04:00

With all the news about corporations under government scrutiny cancelling travel, lots of executives are asking if their companies should move ahead with upcoming conference. My answer to this question is, definitely!

Though virtual meetings are a great option, nothing can replace the value of meeting clients or industry partners face-to-face. Meetings and events are smart, cost effective ways to retain and develop employee talent, build engagement, generate ideas and share knowledge that drives business growth.

Conferences are also a key source of revenue for our economy; in fact, nearly one in eight jobs in the U.S. is linked to the travel and tourism industry. The meetings and conventions industry is one of the top twenty micro-economies, contributing to our gross domestic product. If companies hesitate, the effects could be catastrophic.

Last month, President Obama and key lawmakers met with travel industry representatives to express ongoing support for the meetings industry. The President encouraged businesses to continue supporting employee travel and attendance at events that provide measurable return on investment. Further information, guidelines, and resources can be found on the Meetings Mean Business website, co-sponsored by ten industry associations including the Professional Convention Management Association and ASAE.

A Treasure Hunt through the CVB

2009-03-25T15:37:00.003-04:00

The Convention and Visitors Bureau (CVB) is a great resource in most cities to find interesting information about the area where you are traveling or hosting a meeting. Most planners reach out to the CVB for vague marketing tools such as area maps, restaurant guides, tour information, promotional items/photos, etc., but now is the time to encourage them to do more to promote their city as a viable destination for groups.

Because travel budgets are shrinking (and in some cases non-existent), prospective attendees need our help to justify their travel expenses to their bosses, and in some cases themselves. Recently, I've been working closely with the CVB to advocate for significant discounts from local businesses, especially restaurants, for my groups. A personalized flyer or coupons from the CVB can be posted on your organization's website or sent as a conference marketing piece to advertise these cost savings. By doing so, attendees can then easily calculate how much they will need to spend (or not spend) on things like meals and cab fare.

Over the next few years, the bottom line on what it will cost to participate in a meeting will be even more critical than in times past. If local discounts of 20% or 30% shave a few hundred dollars off the overall travel expense, it could have a significant impact on your registration numbers. When "every little bit helps," encourage the CVB of your meeting destination to dig deep to make travel to their city and your meeting attractive AND affordable.

Creating A Green Meeting

2009-03-06T17:12:00.000-05:00

Action Plan
Is your organization and its Annual Meeting thinking of “Going Green”?

The first step to creating a Green Meeting is identifying the reasons to “go green”. Gather leaders and volunteers and brain-storm the many areas of creating sustainability throughout your meeting.

What message do you feel compelled to portray? There are many to ponder. Is it the organizations image to their delegates and within their industry with respect to the environment or could it be that leaders of the organization hold significant their own social responsibility beliefs. Others envision credibility in their marketplace.

Identify where you want the movement to begin: is it with registration materials (e.g., lanyards made from soda bottles) or with buying food and beverage from local purveyors or composting left-overs)? Or is it producing a paperless meeting and offering USB’s for uploading speaker presentations?

What do you see as your most important step forward? Engage your leadership and membership and start small and watch the effort gain momentum.

Improving one’s brand with the greening concept of their meeting can be tricky -- best to move slow and sure and engage buy-in at all levels for an eco-friendly meeting. Remember: Greening a meeting evolves over time.

Reach out and "Tweet" Someone

2009-03-05T20:24:00.002-05:00

Twitter is a free social networking tool designed to answer the universal question, “What are you doing right now?” The site lets you send short messages (called “tweets”) to people who sign up to follow your activities. If your colleagues follow your tweets, you can let people know that you’re running late, schedule a lunch date for later in the day, or invite your co-workers out for a drink – all en masse. Think of it as an instant message sent to lots of people at once.

But the real beauty of Twitter is that it’s short and sweet: tweets are limited to 140 characters, which can be submitted online, by email, or from your mobile phone. Beyond simply being interesting, some organizations are harnessing Twitter to connect with conference delegates, and to connect them with each other. Creating a Twitter site for your conference ties attendees together, creating a back channel where attendees can communicate with each other about sessions or activities.

Twitter also allows developers to create add-on applications that build on their platform. One outstanding example is GroupTweet’s group message broadcasting. Want to let attendees know that there has been a time change, or that the break is open? GroupTweet is an efficient way to get the word out, sort of like putting your message board in the palm of your attendees’ hands.

Twitter also provides a forum for you to monitor and respond to attendee comments and concerns in real time. You’ll definitely end up with more data than you need, but it’s an excellent tool to remind your attendees that you value their input and care about their experience.

Instant Feedback = Improvement

2009-02-24T10:29:00.001-05:00

I recently learned about an exciting new online tool designed to help staff and managers improve their performance. It’s called Rypple. The online tool is designed to allow users to solicit and collect feedback on their performance, one question at a time. It’s quick and easy, both for the user and for the people from whom they are seeking feedback. Everything is done by email, and it’s completely anonymous so that responders can be candid. Rypple is not designed to replace the annual performance review, but rather to supplement it at regular intervals and allow employees to act on the feedback immediately.

Beyond the obvious implications for employees and managers, it seems to me that Rypple could also be used to engage conference attendees, both before and during a conference. It’s a fast and painless way to gauge attendee satisfaction, without making them complete a lengthy survey form. Just a few conference uses might be:

Did you have any problems with the registration process?
What’s one thing we could do to make your conference experience better?
What did you think of this morning’s plenary session?
How’s the food at the coffee breaks?

Rypple provides quick results so you can identify and resolve problems on the fly. Best of all, attendees feel the personal touch, and know that you value their input.

Hard times can bring great joy

2009-02-18T14:44:00.003-05:00

Today, I went to an industry event for meeting professionals. During the event, one committee member reported on a charity event that took place during the Christmas holidays. She read a letter from one of the recipients of an in-kind gift, which eloquently expressed their gratitude. Everyone in the room was touched and let out a great sigh of joy, which got me to thinking. Despite the difficult economic times we face as a nation, it still means so much to so many when we take the time to help someone in (real) need.

During their annual conference or corporate events, it would be wonderful to see groups participate in giving back to the community or some national charitable organization. I know some associations already implement this into their meeting, and for those who do, I encourage you to continue to do so even though funds might be a little tight this year. For those who haven't considered this, I encourage you to give it some thought. Your participation doesn't have to be something grand or expensive -- just helpful to someone who needs a little support. Whether it's donating school supplies to the local school district where your meeting is being held or giving a monetary contribution to a worthy cause, it would be great to contribute in some way to the empowerment of people who want a hand up and not a hand out!

Not to seem preachy, but I couldn't help but notice at my industry event how great everyone in the room felt who contributed to this individuals holiday needs. I don't know about you, but when we constantly hear so much about the doom and gloom of the economy and job market, for me it was just nice to see people with a smile on their face about something that had to do with GIVING and not focusing on what's been taken away (or downsized).

Hotel Negotiating on Both Sides of the Fence

2009-02-11T17:51:00.004-05:00

I recently finished a first-time Healthcare Conference in Philadelphia. Our client put together an excellent plan for the Conference but like many first time events, they over estimated the attendance and sleeping room block. The result was that the Conference was assessed a $20,000 attrition charge.

During our debriefing, I worked closely with the client to review the goals they accomplished this year and to evaluate the viability of their second Conference next year. Everyone agreed that the Conference was marketable, worthwhile and should be held again.

I put together a revised plan for the subsequent Conference and used the new plan to discuss rebooking with the hotel for next year. I worked hard to reconfigure the meeting for 2009 with a better agenda and a more efficient use of meeting space. I was able to negotiate a mutually beneficial deal for both the client and the hotel.

The new plan met both the needs of the client and the needs of the hotel. We designed a more efficient use of meeting space to help the hotel, to improve the flow of the program, to better support the needs of the Conference Sponsors and to meet the needs of the Conference attendees. The modified Conference plan worked well for the hotel and allowed the hotel to sell another group concurrently with our client’s conference to maximized the hotel’s revenues.

The new plan helped me to negotiate the following items for the client:

A waiver on 80% of the 2008 Conference attrition charges
A 10% discount on all F&B for next year, which is valued at $4,500
Maximum cap increase of F&B menu pricing
Reduction of exhibit hall cleaning fee in half
Reduction of total room block for next year
One staff room at 20% off the group rate
Attrition if incurred, will be charged at the Group Rate and not at the Average Daily Hotel Rate
Room rental savings
Inclusion of non-competing group verbiage
Improved Force Majeure clause

Negotiations are always more effective when you take the time to carefully learn what the most important issues are for both groups. Knowing this information to work ‘both sides of the fence’ makes it easy to negotiate the deal to make everyone happy.

Taking (Social) Networking to the Next Level

2009-02-11T10:39:00.003-05:00

Many of us are familiar with social networking sites such as Facebook, LinkedIn, and MySpace. Savvy planners who want to connect people beyond time and physical space are increasingly looking to social networking tools like these to build communities and forge relationships. Although I have been part of these online communities for several years, I had never really considered that they could also increase the effectiveness of my conferences.

Last spring, however, I planned a convention in Florence, Italy that introduced some social networking tools to engage their army of student volunteers. As technology association this client is often ahead of the curve, but they struggled to connect with 150+ students traveling from all over world.

A social networking tool seemed like the perfect fit, so we established a Facebook group approximately nine months before the conference began. Although it was intended primarily as an information tool, the students also utilized the discussion board to make travel arrangements and rent apartments together. Within just a few weeks, the group had taken on a life of its own – totally driven by the students. By the time they arrived onsite, the students were excited to meet the virtual friends they had already made.

Onsite, we utilized a Twitter stream to inform the students of breaking news, changes in schedules or tasks, and even what was being served at the coffee break. Last year’s experience was so successful that we’re rolling out the Twitter stream to all attendees this April. We are also considering beta testing an emerging technology called SWIFT (www.imswift.com), designed to connect attendees in real-time onsite though the use of their mobile devices.

In the coming years, I anticipate that social networking will become an integral part of managing any conference. With just a little extra advance planning, these easy – and often free! – tools can be used to generate excitement and connect people who are spread far apart geographically.

Welcome!

2009-02-10T16:04:00.001-05:00

Welcome to the Conference & Logistics Consultants, Inc. blog. This blog is intended as a tool for our clients, to help keep them abreast of current industry trends and happenings. Our team plans to update this site weekly with new and noteworthy items from the meetings and conventions industry. Please sign up for our RSS feed to receive these updates by email.

Thanks for visiting our blog. Please stop by again soon!