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.

The Myth of Facebook Marketing

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

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.