when meeting planning isn't your job title 10 tips for success 8.23.12 webinar
DESCRIPTION
Few tasks are as daunting to the marketing VP, executive assistant, or director of sales as being assigned responsibility for your organization’s next meeting, no matter how big or small. Unlike most large associations or corporations that employ professional meeting planners -- often with an entire staff in tow -- smaller associations and many corporations tap their department heads and supporting professionals to produce the next board meeting, product launch, or annual conference. For the novice or infrequent meeting planner, the key to a successful meeting lies in first doing your internal homework, then partnering with a CVB sales professional -- the local destination expert -- to work toward accomplishing your organization’s meeting goals and objectives. We will provide you with solid tips to create an applause-worthy event. During this webinar you will learn: • How to get gather all the internal information you will need before you begin to reach out externally to plan your meeting • A host of on-line industry approved resources to aid your planning • How to enlist the Convention and Visitors Bureau as your advocate in any destination for any size meetingTRANSCRIPT
10 Tips for Success:When Meeting Planner Isn’t Your Job Title
Scott LashCertified Experience
Economy ExpertPartner and Marketing Dir.
Strategic Horizons LLP
Terri RobertsTraining for empowerMINT.com
DMAI
Charlie SpiegelDirector of Sales
Monterey County CVB
Planning this Meeting…Who’s Job Is It Anyway???
Gathering the internal information you’ll need before reaching out
Industry approved resources to aid your planning
Enlisting the CVB as your advocate in any destination
Getting Your Act Together
Understanding Internal Expectations
The 5 W’s
•Why-the reason for the meeting
The 5 W’s
•Why-the reason for the meeting
•What-type of event
The 5 W’s
•Why-the reason for the meeting
•What-type of event
•Where-destination, hotels or venues
The 5 W’s
•Why-the reason for the meeting
•What-type of event
•Where-destination, hotels or venues
•When-dates
The 5 W’s
•Why-the reason for the meeting
•What-type of event
•Where-destination, hotels or venues
•When-dates
•Who-attendees
A Little Coaching Never Hurts
Online Resources to Support Your Planning Efforts
Where the Pros Go
• Convention Industry Council (CIC) http://www.conventionindustry.org/index.aspx
• Meeting Professionals International (MPI) http://www.mpiweb.org/Home
• American Society of Association Executives (ASAE) http://www.asaecenter.org/
• Professional Convention Management Association (PCMA) http://www2.pcma.org/
Taking It on the Road
Enlisting the CVB as Your Advocate in Any Destination
Why do CVBs make perfect meeting planning partners?
• They are the best first call to help you FIND the right fit for any size meeting
– Comprehensive view of the destination– Local expertise– Extensive in-market relationships– And they’re FREE…to YOU!!!
Call Your CVB First• Educate you about the hotels
• Help you understand the desirability and fit of your meeting for the different types of hotels.
• Discuss the seasonality and pattern preferences of the hotels, especially if lower rates are a priority or preferred date availability is an issue.
• Help you tweak your RFP to be destination-specific.
• Distribute your RFP to the hotels you want to consider, and follow up with them to be sure they are responding in a timely and complete manner.
• Lobby on your behalf.
• Set up your site inspections and coordinate your visit to the destination
• Intercept hotel questions and collect responses so you’re not inundated with emails or phone calls.
With over 113,000 hotels and facilities in the US… how do you navigate?
Well, there are over 880 destination expertsto help you FIND just the right FIT
and all the right answers…
Direct to the CVB ….one-stop-shop for planners:
•Planners easily search and compare meeting needs across multiple destinations.
•Planners save time and money submitting one FastTrackRFP to multiple destinations.
•Planners manage a single profile, check their histories and power shop at over 200 top cities.
CMP CREDIT
• This session has been verified by CIC to qualify for continuing education credit. towards the CMP certification.
• Participation has earned you .50 Clock Hours (30 minutes) for CMP-IS Domain: B Project Management
• We will send you an email following the webinar that will give you a link to print proof of your participation
• Simply list the course on your year-end detail.
• Thank you for participating!
