GMIC Has Green Meetings Directory

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

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

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

The Facebook Fan Dilemma

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

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

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

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

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

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

In Honor of Earth Day...

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

Tips for Reducing Your Carbon Footprint at Work:

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

At your Office

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

For your Meetings

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

Tips for Reducing Your Carbon Footprint at Home:

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

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

Want to Learn More? Additional Resources:

www.carbonfootprint.com
whatsmycarbonfootprint.com
coolaustin.org

HAPPY EARTH DAY!

Is Meeting Swag a Conflict of Interest?

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

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

Read the full article at MSNBC.com.

When a Natural Disaster Strikes

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

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

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

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

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

Always Share in the Local Experience

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

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

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



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

Booking Inside the Block, Part 2

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

SAMPLE STATEMENT

Why book at the Conference Hotel?

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

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

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

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

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

Booking Inside the Block, Part 1

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

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

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

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

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

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

What is a "Carbon Footprint" Anyways?

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

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

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

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

Styrofoam Doesn’t Fall Far From the Tree

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

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

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

Here are a few:

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

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

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

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

Why Social Media Matters

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

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

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

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

Read the full article here.

Airline Delays and the new Three Hour Rule

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

Creating a Hybrid Expo Hall

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

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

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

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

Tastes Like Chicken

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

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

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

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

Personalize your Convention Experience with Boston’s iPhone app

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

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

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

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

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

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.