Shifts in the Meeting Industry ~ Are You Prepared!

In the ever evolving meeting world, you always have to stay abreast of the latest and greatest in order to give your clients the best options for memorable and cost effective events. During the recession, meeting planners had to cope with limited resources and demanding stakeholder expectations.

I will explore the shifts in the industry and how we as event and project managers can still to create memorable events for our clients and their stakeholders!

So with that said the question of the day is: What are the shifts in the meeting industry?

Planners and project managers are facing tighter budgets, having to navigate the social media world and become more savvy and efficient in social media, and overall a tougher job for the planner as a whole in getting stakeholder buy in. Here are three items that will be critical to the industry as a whole.

Budgets

Even though there has been some substantial growth in some sectors, budgets will continue to stay tight in 2013, due to these restrictions planners will have to become more knowledgeable and efficient in Strategic Meetings Management Program (SMMP) development and implementation, having procurement department engagement in the meeting planning process (this can be a good overall; as we educate these departments the relationships can be less volatile and more proactive and productive.), shorter lead times, continued emphasis on cutting costs, possibly more local/regional meetings, unique venues.

Social Media Development

Social Media is here to stay, so it’s best to get onboard and provide your client which the best, not just promote their events/meetings, but also to engage participants before, during, and after an event.

Hotel & Airfare

Hotel and air rates are rising and they do not look like the y are slowing up, and we can expect both to find new and creative things to charge a fee for. Planners will have to work harder than ever to provide compelling reasons to pay increasing costs to attend. Hopefully leading to cutting edge and unique meetings and events that will compel the stakeholder to invest in the event and continue to attend for years to come.


This is the time to show; what we are made of! We have the skill, drive and the resources to do what we do best; PLAN! Remember no one ever plans to fail, but the fail to plan. You want to network and gain knowledge in the areas you may be struggling in then, AIBTM Chicago being held June 11-13 is for you to connect with many of the DMC’s and international suppliers to take you meetings and events to the next level. Visit their Website at www.aibtm.com for more details.


For additional tips and trends on creating impactful and profitable events, please connect with Ellegant Affairs by Juanita online on twitter @EllegantAffairs, LinkedIn, Facebook, and of course on I-Meet.

Blog post sponsored in part by:

*AIBTM Chicago - June 11-13, 2013*

Join i-Meet at AIBTM as a Hosted Buyer in Chicago (June 11-13). Start your application today: http://www.i-meet.info/aibtm

Get your passports ready!

The business travel, meetings and events industry continues to evolve, and 2013 will likely reflect some significant shifts that will influence where, when and how we meet in the future.

Even though the economy has been sluggish for the industry 2013 looks promising.  Overall spending on business trips is predicted to grow 5.1% in 2013 and Group travel also on increase by as much as 6%, as more will be attending conventions and industry events.

So where are the up and coming locations for business events?  London, Shanghai and the Riviera Maya (Mexico) are likely to be top destinations for business meetings in their regions, according to the 2013 Global Meetings Forecast by American Express Meetings & Events. London should gain greater longer-term visibility by leveraging its Olympics legacy status to attract other major events and programs, starting this fall when Olympic Park will become available for private events. Other destinations that made the list include Las Vegas, Barcelona, Singapore and San Juan (Puerto Rico). Barcelona’s moderate winter climate and dedication to hospitality will always attract business travelers. And Singapore consistently appears as one of the top cities for international meetings, having a reputation for a high concentration of business and leisure activities. Other destinations on Business Travel Destinations’ watch list include (but are not limited to) Berlin, Madrid, Mexico City, New York City and Thailand.

Destination management companies (DMC) have grown from the ranks of ground transportation into their reputations today for serving as destination event experts, known for their ability to create unique experiences at unique venues. With the volume of destination information today, many meeting planners expect this, but are also requiring greater involvement from the DMCs they hire.

Business meetings and events will contribute to the growth of travel industry jobs.
Travel and tourism is one of the world’s largest industries, supporting 255 million jobs and generating 9% of the world’s GDP, according to the World Travel & Tourism Council (WTTC). Travel will to continue to expand annually between now and 2021.

Business travelers and meeting professionals will play a key role in that growth. In doing so the industry will gain greater recognition for its favorable economic impact on local communities and countries around the world.

AIBTM Chicago being held June 11-13 is for you to connect with many of the DMC’s and international suppliers to take you meetings and events to the next level. Visit their Website at www.aibtm.com for more details.

Join me next month as we discuss ~ What are the shifts in the Meetings Industry!

For additional tips and trends on creating impactful and profitable events, please connect with Ellegant Affairs by Juanita online on twitter @EllegantAffairs,  LinkedIn, Facebook, and of course on I-Meet.

Blog post sponsored in part by:

*AIBTM Chicago - June 11-13, 2013*

Join i-Meet at AIBTM as a Hosted Buyer in Chicago (June 11-13). Start your application today: http://www.i-meet.info/aibtm

One Stop Shop

Innovative Services in the Meetings Industry

It’s time for meeting planners to recognize that we as an industry have the power to unify to truly create an optimistic future. We touch every industry across the planet from associations to corporations and beyond, all organized groups build community through meetings and events. Now we must be the change we want to see, because if we do not create it and become it, who will?

With that being said let’s discuss what innovation is and how it can be harnessed to create effective and memorable meetings. Innovation is the development of new values through solutions that meet new requirements, inarticulate needs, or old customer and market needs in value adding new ways. This is accomplished through more effective products, processes, services, technologies, or ideas that are readily available to markets, governments, and society.

Long gone are the days where you have to several vendors for different aspects of your event. You now can go to one company to handle everything from your initial site visit to the breakdown of your event.

Freeman Company (http://www.freemanco.com), an Alliance Partner of AIBTM has been a leader in face-to-face marketing since 1927, they offer a full range of face-to-face marketing solutions from sound strategy to compelling creative ideas and, of course, constant innovation. Also, they can effectively and delicately take care of all of the details from exhibit design, rental and transportation, to audio visual and electrical services for your event, worldwide.

How is this innovative? It saves time, money and allows you to think more outside of the box, one contract, and one point of contact. It keeps consistency to your event and it gives your attendees a top notch experience that can be second to none.

What to see and experience the latest products and solutions that can take your event to the next level and beyond? Then AIBTM Chicago June 11-13 is for you. Visit their Website at www.aibtm.com for more details.

Join me next month as we discuss International Travel!

For additional tips and trends on creating impactful and profitable events, please connect with Ellegant Affairs by Juanita online on twitter @EllegantAffairs,  LinkedIn, Facebook, and of course on I-Meet.

Blog post sponsored in part by:

*AIBTM Chicago - June 11-13, 2013*

Join i-Meet at AIBTM as a Hosted Buyer in Chicago (June 11-13). Start your application today: http://www.i-meet.info/aibtm

What do “Smart Meetings” mean to you?

In the ever evolving meeting world, you always have to stay abreast of the latest and greatest in order to give your clients the best options for memorable and cost effective events. Over the next few months, I will explore these changes and how we as event and project managers use these tools to create memorable events!

So with that said the question of the day is: What do “smart meetings” mean to you? At first thought you might think of Going Green, being energy efficient, social media savvy and have the latest technology of apps for your event. Those things are great and when combined properly they can create a memorable event indeed. However, the definition is something that is a little different.

So what should a “Smart Meeting” mean to you? A Smart Meeting is a meeting streamlined for content retention; by stripping unnecessary information away and putting a laser focus on crucial elements that maximizes learning and engagement. By doing so you create engagement experiences and interactions that make an event more brain-friendly; and also allows for efficient follow-up to keep event messaging alive and actionable.

In order for you to create this type of learning environment and have a successful event you must be:

Specific - Your goal statement for your event should be a clear and specific statement of what you want to accomplish.

For Example ~ On the Americas Incentive, Business Travel & Meetings Exhibition (AIBTM), About Us Page , they are very clear who and what they do and they overall focus of their event. You don’t have to guess who they serve and how they intend to serve them; by doing so they continually have successful events that continually grow yearly because they are laser focused in their goals.

Measurable - There is an old saying that says "what gets measured gets done."

Achievable - This means that the goal should be achievable. It doesn't mean easy, just that you can have a reasonable expectation of achieving it.

Relevant - Good goals are relevant to your organization. Relevant goals are meaningful and significant; they can make a difference in your organization. If a goal is not relevant to the organization, then you need to ask yourself why you are even contemplating it.

Time-Bound - For goals that have a natural ending (like outcome goals), establishing a clear deadline for them adds an element of urgency and motivation.

Trackable - All goals should be trackable so you can see what the organization’s progress is, either in terms of results you are experiencing, or actions you are taking.

So whether you have a board meeting of tem people or a tradeshow with thousands, male sure that you attendees come away with more than just glitz and glam. Let them take away useful sharable knowledge that they are willing and able to pass on, to other staff members, colleagues and top management. Remember you event is your marketing platform, use it wisely.

Join me next month as we discuss Innovation in the Meetings Industry!

For additional tips and trends on creating impactful and profitable events, please connect with Ellegant Affairs by Juanita online on twitter @EllegantAffairs, LinkedIn, Facebook, and of course on I-Meet.

Blog post sponsored in part by:

*AIBTM Chicago - June 11-13, 2013* 

Join i-Meet at AIBTM as a Hosted Buyer in Chicago (June 11-13). Start your application today: http://www.i-meet.info/aibtm

Before You Hire A Planner

Before you sign a contract with an event planner or event management firm, there are some key questions that you need to ask, including: 

• What will you do for us? 
• How much will you charge? 
• What other events have you managed? 

But, don’t stop there. Before you entrust your organization’s event and brand identity to a professional event planner, you’ll want to do your homework. Ideally, the person or firm you choose will be highly qualified, easy to work with, and will always protect your organization’s bottom line and best interests.


Following are a few questions you should ask in order to get to the matters at hand.


1.     How long have you been in the corporate meeting and event business?

• Some companies will quote you the “total combined years of experience of their staff.” In event management, teamwork is everything, and you should know how long your prospective team has been in place. 

• Note the word “corporate.” If the planner or firm specializes in weddings vs. business events, that is important for you to know. 

2.     What professional certifications and/or professional education do you have?

• In the past decade, the visibility of the event management field has grown tremendously. Today there are university degree programs in event management and also well-respected certification programs in the industry. Asking about these will help you determine the planner’s true qualifications. 

3.     Who will be my key contact?

• You may love your account exec/salesperson, but oftentimes that person steps out of the loop once the project is sold. Ideally, clients should get to know their key contact prior to signing a contract. 

4.     What is your project management process?

• The objective with this question is to get a behind-the-scenes understanding for what happens once you sign that contract. You need to know who will handle each aspect of the planning and execution process, what systems are in place to establish and meet deadlines, and what checks and balances are used to make sure nothing falls through the cracks. 

5.     What procedures do you have in place to effectively manage my budget?

• Your event planner/firm should have your organization’s budget and bottom line in mind at all times. They should be able to clearly explain their negotiation strategy and budgeting process. 

6.     What insurance do you have in place?

• Event planners should maintain insurance that covers commercial liability, professional liability, automobile liability and workers’ compensation. 

7.     What is your on site crisis management planning process?

• If a crisis were to happen on site, all eyes will turn to your event team. Your event planner/firm should have a process in place to address emergencies from all angles, and they should be able to provide you with sample copies of those plans.

10 Tips for an Easy New Year's Eve Party

Here are a few quick tips to make your New Year's Eve party planning easier this year.

1. Set your budget. This will help you when determining how many people to invite and what your party options are.
2. Save time & money on your invitations. Email or phone invites are your cheapest options, and with so many options for email invites you can go all out. If you prefer to mail your invitations; save a stamp by including your New Year's Party invite in with your holiday cards.
3. Choose a theme. You can choose anything from Western to Aliens! You can also go with a more subtle theme such as a color. Metallic colors are always fun, but we also love an all white New Year's Eve party.
4. Are Children Allowed? If your party will include children, make sure you have food appropriate for them as well as activities planned to keep them entertained. A quiet area where they can go to rest is always a smart idea for those who cannot make it until midnight. You can even arrange to let them have their own separate sleepover party and hire a babysitter to mind them for the night.
5. Unique Menu Ideas. Since a New Year's party will start later, guests will not expect a full meal. A variety of hors d'oeuvres is the best way to go. A dessert buffet and drinks is another great option.
6.  Always have extra. Be prepared for the unexpected guests or extra-hungry, super-thirsty crowd. Add a couple of bags of quality chips, extra crackers and cheese, and even an extra roll of cookie dough. Make sure these items are something you will eat if you don't break them out for the party. Ice you may have to take a loss on, but it is better than having to little.
7. Keep you liquor cost under control. Guests will usually have 2 drinks in the first hour, and one drink each hour after that. Many places will allow you to return unopened alcohol, so you can overbuy and return the excess if you worry about running out.
8. Rent. Local rental companies are a great source for glassware, linens, flatware and more. I find this to be a great alternative to purchasing (and then storing) all of the extra items for entertaining.
9. Create a great soundtrack. Depending on your theme or personal tastes, you may have different ideas for music. Time is always a great theme for a New Year's playlist. Here are a few fun songs to get you started:
             1999 - Prince
             Celebration – Kool & the Gang
             Rock That Body – The Black Eyed Peas
             In Da Club – 50 Cent
             All Night Long – Lionel Ritchie
10. Don't forget to have fun! Try to prepare food ahead of time and set up a self serve drink bar to cut down on the work you need to do throughout the party. That way you can have to time see your guests and be a good host or hostess! If you are planning on having more that 50 people, enlist a few close friends to lend a hand throughout the night or hire a party planner so all you have to do is sit back and enjoy the party.

Holiday Party Planning Tips

It's that time of year again…the holidays…Halloween, Thanksgiving, Christmas and New Years.

Planning your own party can be stressful. You want your party to be the best and you want all of your guests to have a great time and talk about your party for months to come.

How do you plan a great party?  We've listed a few useful tips to help you plan the best holiday party ever.

1. Start You Planning Now!

Give yourself plenty of time to plan and organize. You need time to research (vendors, venues, etc.) It’s important when planning your party to start the planning process early so you can book the vendors you want when you need them.

2. Visualize your party

What do you want your party to look like? Is it formal or informal? What's the décor?

3. Prepare a Budget

Take what you've visualized and begin to create a realistic plan. Your budget may not allow you to have everything so you may have to prioritize. Make a list of what you feel you absolutely have to have for your party, then based your budget eliminate those things you can do without.

4. Hire an Event Planner

If your budget allows enlist the help of a party planner. Planners can help you with all those tiresome little details that are so easy to overlook. Planners can help you find reputable vendors, great venues, help you establish and maintain your budget and help you get the most for your money.

5. Send Your Invitations

Once you've finalized your guest list get your invitations out ASAP. You need to give your guests ample time to RSVP so you can get an accurate guest count. Providing accurate head counts to your vendors is vital to help you stay within your budget.

6. Create an Event Timeline

When does the caterer arrive? What time do you want the band to begin playing? What time do those extra tables and chairs arrive so they'll be set up when the guests arrive?

These are just a few guidelines on how you can start your holiday planning process.

Remember to have some fun with the planning process, after all it is a party you're planning and parties are supposed to be fun!

So best of luck and happy holiday party planning