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

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.

Meeting Planners Tip Sheet: Steps To Successful Site Selection

Here’s the fourth in a series of five quick tip sheets for meeting and event professionals regarding food and beverage, site selections and handling professional speakers. It’s also a great resource sheet for those who must handle meeting logistics for their organization’s meetings and need some insight.


While a journey is a road, not a destination, most meetings are about the destination not the road. Choosing the right destination is critical to a meetings’ success.

Effective event and meeting professionals focus on two key factors in the site selection process:
·   Foretelling an organization’s meeting and/or event requirements
·   Evaluating a potential site’s ability to meet those requirements

The needs of an event must be identified first and then aligned with sites that can properly accommodate them. Here are several steps to a successful site selection.

1.   Identify the meeting objectives

What is the purpose of the meeting or event? Is it to deliver education? To discuss business? To provide an exhibition of products and services? To network? Most meetings serve several purposes.

2.   Gather historical data.

Collect past records of this meeting including attendance, amount of meeting and exhibit space used, financials, food and beverage requirements, room block pick-up and schedules. A review and comparison of the past three years of history serves best. If it is a first-time meeting, assemble historical data from similar meetings you conduct. Customer surveys may serve you better than historical data.

3.   Establish the physical requirements

The meeting format and objectives will dictate most of the physical requirements.

4.   Date of meeting

What are the preferred dates for the meeting? Are those dates flexible? What is the preferred day pattern? What ethnic, federal, religious and state holidays should be avoided? What other conferences or meeting dates should be avoided? Are there any seasonal or peak times that should be avoided?

5.   Attendance

What is anticipated attendance? What internal or external factors could impact attendance?

6.   Sleeping Rooms

What is the total number of sleeping rooms needed? What is the typical arrival and departure pattern? What is the number of sleeping rooms for the peak night? Do you need double beds or any special accommodations like suites? How will reservations be made with the hotel(s)? What has been the average room rate? Are room rates commissioned to a group or third party? Are rebates or housing fees included in the rate?

7.   Meeting space

What is the total square footage of meeting space needed for your event? How many meeting rooms are required on a daily basis? How many are needed simultaneously on a daily basis? Are additional meeting rooms needed for breakout groups? How are the rooms traditionally set up? What are the AV requirements? Do you need a minimum ceiling height to accommodate AV? Do you need time for set-up or tear down? Does the meeting space need Internet access or Wi-Fi? Do the rooms need to be in close proximity to each other?

a.    Food and beverage events

·      How many food and beverage events are held? What types: breaks, breakfasts, lunch, dinner, receptions? What is the estimated attendance at each? What price range do you have for each food and beverage event?

b.    Exhibits

·      Will the meeting have a tradeshow? What is the square footage required for the exhibit hall? Do you need column free space? How close are the loading docks? What utilities do your exhibitors require? Are the facility’s workers union employees? How much time do you need for set-up or tear down?

c.    Registration and Offices

·      What is the square footage needed for registration? Is the designated area in a high-traffic space or away from the general public? Do you need nearby office space? Are adequate utilities available? What additional services such as local entertainment option, restaurant reservations, tours, etc., are needed in the registration area? Do you need this space early for set-up?

d.   Special needs

·      What special needs does the meeting have such as people with disabilities? Are there any potential language barriers? Does the facility have ample space for loading and unloading buses? 

8.  Select a destination city and facility type

Many organizations establish a rotational pattern for future meeting sites, moving from one region to another. Consider travel convenience and cost for the maximum number of potential attendees. Then investigate major airline availability, total number of seats, etc. Once a general area is identified, determine the type of facility: airport hotel, conference center, convention center, downtown, resort or suburban?

a.   Prepare a meeting request for proposal (RFP)

·      There are numerous options to release RFPs to CVBs, hotel chains and multiple sites. Hotels are most aggressive when they know that they are one of a handful of hotels being considered.

b.   Review and evaluate sites

·      Site inspections are invaluable to judge the appropriateness and condition of the property. For larger programs, CVB’s and hotels may be willing to pick up your air after confirmation. Online features allow for virtual site inspections as well.

c.     Select site

·      Site Selection Success

Each of these steps plays a key role in selecting a meeting site. How well the meetings needs are aligned with the facility will determine the success of the meeting.

Meeting Planners Tip Sheet: Site Selection – “What Your Attendees Want”

Here’s the third in a series of five quick tip sheets for meeting and event professionals regarding food and beverage, site selections and handling professional speakers. It’s also a great resource sheet for those who must handle meeting logistics for their organization’s meetings and need some insight.

Location, Location, Location.  Three of the most important words in a meeting and event professional’s repertoire.

The selection of a city and venue is a very critical factor in the success of any meeting or event. Choose the wrong city and your potential attendees may not register. Choose the wrong venue location (airport, downtown, resort or suburb) and your attendees will complain that it doesn’t meet their needs and you will never hear the end of it. Also choosing the wrong venue can give you major challenges with logistics, service and possibly perceptions.

Through the eyes of your Attendee’s

Ultimately, the meeting or event you’re planning is for and about the attendee. Choosing a location that delivers a lot of value to them is crucial.

Usually,  meeting and event professionals choose a city and venue that meets the logistical needs and delivers a great deal. However, If you don’t focus on what the attendees want and need first, you are likely to choose a site that can derail the meeting before it’s ever started.

Five Things that Drive Attendee’s

 

1.  Attractiveness of Location

Is it a city that your attendees want to visit? How attractive is that city to your regular attendees? Would it attract a new audience or larger group of your regular customers?

2.  Affordability

How affordable is it to travel to your location? What is the proposed hotel rate? Many business employees have a budget to attend one conference a year. And the amount they can spend is typically decided before you announce your fees and hotel rates. Keeping the cost as economical as possible without decreasing any value is important.

3.   Accessibility

How accessible is your venue and city? If most of your attendees fly to your event, is it a major airlines hub? What are the total number of daily seats into the airport? Is it easy and affordable to travel to that destination? What is the commute time and cost from the airport to the hotel? If the majority of your attendees drive to the event, is your site within a two- or three-hour radius of a large density of your customers? Is there ample and affordable parking once they get there?

 

4.  Entertainment Options

Is the venue near a major entertainment district? Is it within walking distance of restaurants, retail and nightlife? Is golf nearby?

5.   Networking Friendly

Does the meeting facility or hotel offer welcoming areas that help stimulate networking? Are there seating areas or outlets that are good for meet-ups or collaboration? Is there WiFi in those public areas?

Meeting Success Dependent Upon These Drivers

If the conference is in a city that is not attractive, affordable, easily accessible, near entertainment and stimulates networking, the potential registrant will look for a different option at another event.

Remember, a potential attendee’s interest in visiting an area can contribute to significant increase in attendance and revenue.

What are some questions meeting and event professionals should ask when considering attendee’s interests and expectations for site selection?

Meeting Planners Tip Sheet: Food

Here’s the second in a series of five quick tip sheets for meeting and event professionals regarding food and beverage, site selections and handling professional speakers. It’s also a great resource sheet for those who must handle meeting logistics for their organization’s meetings and need some insight.

 

Breakfast

Amount to serve:

• 1 item (bagel, muffin or pastry) per person for 75-90% of attendees
• Example: For 100 people, order 75 to 90 items (Generally 10% of attendees will not show for breakfast)

Tips:

• Bagels and muffins are usually the most popular.
• Order conservatively as it is simple to add more cold food if needed.
• If you’re doing a multiple day event, be sure to change it up each day.
• Consider putting the buffet table outside the meeting room to limit attendees from returning to the buffet once the meeting begins. If you do this, you may need signage stating who the buffet is for to discourage those outside of your meeting from consuming.
• If you have left over pastries, ask to put out for the AM break or have them delivered to your office or committee meeting.

Lunch/Dinner Buffet

Amount to serve:

• 0.8-1.5 entrees per person
• 1 beverage station per 75-100 guests
• 1 double-sided food station per 75-100 guests

Tips:

• Estimate 50% chicken, 40-45% beef or fish and 5-10% vegetarian
• One server for every 30-40 people for buffet style
• Too get an accurate count of the number of attendees served, count empty place settings with folded napkins and subtract from total seats. Alternatively, you can count the number of main plates and subtract the number remaining after the function.

 
Passed Hors d’oeuvres
 

Amount to serve:

• Before dinner – 4-6 per person or one of each kind per person
• Reception only – 8-12 per person (passed and buffet combo)

Tips:

• To conserve on food, use butler passed hors d’oeuvres instead of buffet style
• If you are serving hors d’oeuvres on a buffet, use small plates to help stretch consumption

 

Negotiating

If the hotel’s menu prices don’t meet your budget, work with your catering manager or chef to design a meal within your budget. All things are negotiable; with so many dietary needs and other factors. Your venue will be more than willing to working with you.

Meeting Planner Tip Sheet - Beverages

Here’s the first in a series of five quick tip sheets for meeting and event professionals regarding food and beverage, site selections and handling professional speakers. It’s also a great resource sheet for those who must handle meeting logistics for their organization’s meetings and need some insight.

Morning Beverages

Amount to serve:

• 1 gallon regular coffee per 75 attendees
• 1 gallon decaf coffee per 25 attendees
• 1 gallon hot water (for tea) per 100 attendees
• Provide soft drinks and bottled water for 30% of the group

Tips:

• 1 gallon fills 21 6-oz cups
• 1 gallon fills 16 8-oz cups
• 1 gallon fills 10 12-oz cups

Beverages For Breaks

Amount to serve:

• 1 gallon regular coffee per 50 attendees
• 1 gallon decaf coffee per 50 attendees
• 1 gallon hot water (for tea) per 100 attendees
• Provide soft drinks and bottled water for 70% of the group

Tips:

• Order bottled water and soft drinks by consumption

 Evening Banquet/Dinner Beverages

Amount to serve:

• 1 gallon regular coffee per 40 attendees
• 1 gallon decaf coffee per 40 attendees
• 1-2.5 alcoholic drinks per person, per hour at an open bar
• Provide soft drinks and bottled water for 50% of the group

Tips:

• 27 1.25-oz drinks in a 1 L bottle
• 4-5 glasses of wine per 750 mL bottle

Size of drinks can vary greatly among bartenders; ask bartenders to use a pouring-control system to contain costs.

Staffing

Service ratios:

• 1 bartender per 75-100 attendees
• 1 cocktail server per 50 attendees

Many hotels and venues will let you order half-gallons based on your meeting.

It is best to order bottled water and soft drinks on consumption instead. However, if you do, be sure to conduct an opening and closing inventory. (This may not be a great idea if your meeting location is not completely secure; you may be paying for someone else to be well hydrated)

The amount that you may get for your beverages vary based on several factors; the amount and length of breaks, the time of year, you male-female mix and the type of event you are doing.

Happy Serving!!!