8 Inexpensive Eco-Friendly Acts

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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).