Give Me What I Asked For & How I Asked For It!

Being an event planner, designer & manager for the past twenty years you come to realize all the small details that come together to make an event a successful one. Over the years technology has made a lot of our day to day easier; but it has also made it harder. 

How you say? People have become lazy and complacent and no longer pay attention to the minute details that are needed to make the process smoother.

Which leads into my main pet peeve within my industry: Suppliers not paying attention to what is sent to them.

Scenario: I have just landed a new client; I am now sourcing for a venue and other items for their event. I create a detailed RFP (Request for Proposal) with every possible thing the client may need and finally how to contact me. I’m specific with my contact instructions; “after your review of the proposal should you have any questions or would like to set a time to speak please email me at (email address)”. That should be it right; wrong! Within hours of hitting the submit button I am receiving phone calls left and right saying they received my proposal and would like to speak with me regarding my needs. After speaking with a salesperson I realize that they have never read the event specifications that I have sent them.

Most suppliers don’t realize that I just mark you off my list and keep it moving; because if you can’t be bothered to follow details prior to an event; I am not convinced that you will follow them during my client’s event and that is not a chance I’m willing to take.

 I sent a request to your company because my client was interested in utilizing your services; so help me help you, please, please, please give me what I asked for and how I asked for it!!!

eRFP to the Rescue ~ Hotel & Venue Sourcing made Easy

eRFP, what is that??? If you have been in the meeting and event planning industry for longer than 10 years, you remember how we used to source and track RFP’s when we were looking to set up an event. Are you still using Email and Excel spreadsheets to send and managing your event RFP’s? Well if you are it’s time to move into the new way to search and source your venues.

eRFP to the Rescue!!! ACTIVE Network and i-Meet conducted a survey of event planners to get a feel on the frustrations that your fellow planners have when trying to set up an event; and the results have been complied and published in an article titled “What RFP’s Mean to SMBs: Turning Headaches into Solutions for Planners”.

As a planner like to handle all the aspects of setting up and managing an event for my client, but the having to work through various tools, is complicated, time consuming and draining. So your question is “Does such a tool exist?” Why yes it does; Active Regonline’s has completely overhauled and redesigned their software adding a robust and expansive Hotel & Venue search feature to it; now you can search, review and source a venue in one location without having to leave the event portal. Active RegOnline has created a datasheet on Hotel & Venue Sourcing; it’s a quick cheat sheet on how you can use the feature.

The Hotel & Venue Sourcing tools offers the following:

• A single location to source and track your eRFP’s
• An easy to use eRFP Wizard
• Access to ACTIVE Network’s Global network that includes expansive hotel & venue locations in more than 200 countries.
• Free specialist support for planners who want and/or need assistance during the planning process

Want to see what all the talk is about; visit ACTIVE RegOnline and try it out for yourself for free! This web-based application has no set up costs, no software to install, and no contracts to sign. With RegOnline your event will be up and running in no-time!

RegOnline offers best-in-class Online Event Registration Software and Event Management Software. Turn your next conference, meeting or trade show into a huge success. Event management software includes online registration forms, event websites, badges, event marketing, credit card processing and so much more.



Juanita E. Gaynor (http://i-meet.com/jegaynor)

President & CEO

Ellegant Affairs by Juanita (http://www.ellegantaffairs.com)



i-Meet.com is the worldwide business community for people who plan meetings and events. With over 111,000 members in 175 countries, i-Meet brings professional networking, online marketing, and social tools to create awareness and a voice for the industry.

I’ve Been There is a travel history and sharing application for planners and enthusiasts.

Active Network, The New ACTIVE RegOnlineTM is Here!

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

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.