First the story … then the tips!

Six weeks before the annual conference for 600 people is not the best time to begin your search for a meeting manager … four weeks is even less desirable. I had submitted my initial proposal about 75 days prior to major arrivals and followed up regularly without being a stalker. It was a complex program and I was doing my research a couple of times a week to see what new nuggets might appear that would give me some talking points. I knew my references had been checked so I was curious why we weren’t moving forward.

Finally! Twenty eight days prior to major arrivals I get the call and it is all systems go! Some of the things that were completed were:

• Research and secure an exhibit services company. Get the exhibit packets to the exhibitors, do floor plans, work on signage and security.
• Schedule and hire temporary staff for registration and badge checkers. Also find and schedule security guards for the meeting rooms.
• Find and schedule volunteers for technical duties. Find flights and ground transportation and manage reimbursement.
• Work with the hotel on VIPs, staff rooms, speaker needs, menus, staff meals, transportation, amenities, and all special considerations in the contract. Speaker needs included hiring models, arranging piano delivery and researching translators.
• Work with the committee chairs to tie loose ends and work it into the overall theme and timeline.
• Review and print a 28 page program. Research several printers for price, delivery date and quality less than a week before the show.
• Work on stage décor and miscellaneous audio visual pieces.
• Write the survey content for daily feedback and print 3000 sheets.
• Supervise the delivery and inventory of stored equipment.
• Review no-shows and reservations changes daily.
• Attend the pre-convention meeting to be sure we are set up for success. Maintain daily contact with the chairman’s needs and the hotel making changes as needed.
• Research nightlife and plan social events.

There were moments when I felt like a firefighter … little blazes would erupt that required immediate attention and blazes were popping like popcorn all around us. We managed each blaze with a smile to keep everyone around us calm. The excitement was exhilarating AND EXHAUSTING but the show needed to go on. Once the first day was behind us, we knew the majority of the opportunities had surfaced and the program was in motion. The chairman was able to socialize with the attendees and knew that the meeting management was secure.  I made lots of new friends and was able to use my network of supplier friends to create great value for my client. We presented ourselves as a cohesive team so there was trust and warm greetings.

So here are the 10 tips for an Effective Meeting Manager:

1. Ask lots of questions so the goals are clear. Get to know the key players and ask for advice.
2. Prioritize those items that require more lead time and keep a checklist of those things that still need attention.
3. Present at least 3 bids and be sure you are working with people who respond to deadlines
4. Use the convention bureau for local referrals
5. Don’t engage in SWAMP (Speaking Without a Meaningful Purpose) talk regardless of the pressure around you.
6. SMILE even when your eyes are bloody from no sleep.
7. Partner with the convention services manager to be sure they know your needs as they are ultraistic service folks who enjoy solving problems and they are POWERFUL! Respect the time the convention service manager is spending on the group. Insist they go home when there is no longer a need for them to be around. They are easy to reach if there really IS a problem you can’t handle.
8. Watch the bottom line. Don’t say no … suggest alternatives that provide savings and be sure to praise generously.
9. Manage the budget daily and get the final approved bill to the client within 10 days of the final guest’s departure.
10. The final test of an effective meeting manager is when their fee is paid for with the savings the group enjoys.

I am pleased to say that my greatest reward is not the praise and testimonials, although those are exciting. The greatest reward is to earn the status as their trusted meeting planner and I will be planning and managing their meetings in the future.

If you know anyone who needs an effective meeting manager, please contact A2Z Meetings & Events at 813-990-0950 or www.a2zmeetingsandevents.com. It would bring me joy to put the pieces together for YOUR next successful event.

I produced a game show recently for the Meeting Professionals International Tampa Bay Area Chapter. We did it based on “Who Wants to Be a Millionaire?” and the questions were mock meeting planner certification questions. I had three full games ready to launch and thought for sure we would only get through two, and both contestants would make it to the “million dollar” question. We had escalating prizes for three levels per game.

Games one and two were well researched with references, levels and categories. Game three was… less polished (although it had the references). The audience was all equipped with keypads and the rules of the game. “Fastest Finger” wins the right to be our first contestant and it was an intermediate level question so you know it will be answered by someone who “knows their stuff”.

Ahh! A seasoned hotelier wins and is brought to the stage while we recognize our sponsors.

We start game one with novice questions and contestant one answers the first question easily. The second question requires a life-line and the audience poll was wrong! He accepted it as his final answer and the game was over!

No need to panic though, there are two more games. It can be frightening to be in front of over 100 people who all have their eyes on you.

The second contestant gets through the first five questions. Great!!! The audience was keeping up with the game hoping they can collect enough points to qualify as the contestant for game three. We take a couple of “commercial” breaks to see how our Certified Meeting Planners in the audience are enjoying the game and what advice they would like to share with others seeking certification. It brings the tension level down for the contestant on stage.

Back to the game: Question seven requires a lifeline and the Certified Meeting Planner answers correctly, and question eight is the end of game two.

So, 10 of 30 questions were answered for two games! Definitely time to recognize the pending need: Game three is ready to play but I need to think fast because we may need to create a game four ON THE FLY.  That is the kind of stress only the meeting planner can know.

Moving into game three as though everything is going as planned, I share plan “B” with the technician. We do a few audience “commercials” as to why certification was important to several key leaders and how has it helped them in their business. Did you know that statistics show that Certified Meeting Professionals earn an average of $12,000 more per year than their uncertified counterparts?

It was interesting to see how involved everyone was in tracking their own success and how excited they were when they got a tough question right. Keeping the audience engaged was a key element in making the meeting last well beyond the moment.

Our game three contestant provided lots of comic relief and really was the kind of game show queen that every producer DREAMS of. She is bright, beautiful and bubbly! She sails through the first 5 questions and we find out how the audience is doing in case we need to go to game four. Another bright, beautiful, bubbly contestant is identified as the lead. As question six requires a lifeline, the lead candidate was selected to help our game three contestant.  She was not yet certified but was confident enough to begin the certification process. Of course, they agree on the final answer and contestant three makes it to the second level of prizes. CELEBRATION! Music is playing and Bubbly is dancing in her seat!

Time for a few audience “commercials” and back to the game… everyone is hooked now as the questions continue to get harder… as I look around the room, I can feel the heightened energy. Back to the game… question 11 requires a lifeline… the crowd begins to moan and cheer in an attempt to steer our beloved player. She chooses an answer and the moans grow louder… so she changes her answer and the confusion of cheers and moans are vibrating the room. She selects that as her final answer and the crowd cheers as the correct answer is revealed. Two questions later it is time to use the last lifeline… there are still two more questions to win the big prize but there is too much at stake to sacrifice now… this time we have a 50/50 so two answers are removed… the two that are left are “uplink” or “downlink”.

Half the crowd is cheering for up and half for down.

OK… so we are breaking all the rules but they are so engaged that it really doesn’t matter. She gives the final answer… a hush goes over the crowd… the game is over.

Looking toward my time keeper I see that we are just about out of time… no need to exercise Plan B and the crowd is buzzing. We do a few closing announcements along with our beloved raffle and the meeting adjourns on time.

All the energy put into the creation of the game and the build up through the detail planning stages, working with so many wonderful professionals that support the same goals added to my own educational experience and I encourage each of you to live your passion!

Got the latest dirt on the floods, the oil spill, hurricanes, the tornadoes, the fires, murders, strikes, earthquakes? Does news need to be sexy, shocking or shameful to attract your interest? Will you read a positive message that lacks a little sizzle? It is no secret that our economy is struggling, there have been some horrific natural disasters and now more than ever we need positive, uplifting, inspirational, spirited information that strengthens our bonds to one another.

I attended a meeting this week on the preparation that Florida businesses are dealing with the potential threat from the BP oil spill. First, the beaches are magnificent and we have not seen any impact in the state. Neighboring states have not been so fortunate but the areas of impact are in the wetlands, which is even more difficult to clean up.  Each area is trying hard to keep the news productive without sensationalizing the story. I am proud to be a member of the meeting and tourism industry in the state of Florida. In order to keep the Florida meeting and tourism industry up to speed on key developments and important information related to the Gulf oil spill, VISIT FLORIDA has created the following format for a weekly update. For more up-to-the-minute details, go to www.SunshineMatters.org – VISIT Florida’s official corporate blog.

If you find yourself in a situation where you need to change your meeting site based on a natural disaster regardless of the destination, I would be happy to work with you to be sure all parties are managed in a way that limits liability and damage and the losing party has the ability to recover at a future date. When we treat each other with care, we all win. Contact me at www.a2zmeetingsandevents.com.          

I can remember when I first decided to leave the great white north and live in paradise that I searched several islands before settling on the SW coast of Florida. Each area I visited paled in comparison to the dream of living on a Caribbean island. When I discovered Sanibel Island I knew I had found my home. I enjoyed the serenity of that wildlife sanctuary for 22 years while working for 2 of the most famous Florida resorts on the gulf coast. I remember when Hurricane Andrew came through and drove business from the east coast and I really believed it could never happen to Sanibel. Eight weeks after selling my home on that island, Hurricane Charley came in quickly and stopped time in the busy lives of everyone in that area. Tourism suffered for 2 years with devastating storm one behind the other. Four quiet years later, everything has been refurbished or rebuilt and new construction has replaced some of quaint memories of days gone by. New companies have come in to do things their way and some of the changes are great and many will mourn what they once were.

The point is that change comes whether it is planned or forced by nature and sometimes good things come from the greatest despair. Take a look at Punta Gorda, FL six years later. The old barn like convention hall has been replaced with one of the most magnificent state of the art structures with incredible light, sound and production capabilities in the state. Two beautiful, new beautiful hotels grace the waterfront and the town is bubbling with energy, live music, shopping and activity. Support our industry friends when times are dark and know that you and your meeting attendees will feel good when they can return with good news rather than the sensationalism that sells. You will find the hospitality warm and sunny as usual!  

The job of a meeting planning professional is to plan and execute a successful meeting or event. We are not audio visual, website or catering experts. We utilize preferred vendors and trusted suppliers to put the pieces of our events together. Hotels will usually have a one stop shop approach and keep as much as possible in house but you can never assume that they will be able to do it all. Relationships with trusted suppliers will streamline the process and increase the professional polish to your meeting or event.

It is so critical to treat these relationships like family and be sure to communicate the goals and outcome as it relates to their performance so the end result is well orchestrated. If the venue treats your suppliers like they are “second rate” it WILL have an impact on your guests. Meet with your suppliers to see what special needs they have and how they will be able to perform best for you.

I have to extend a special THANK YOU to my friends at AVI-SPL Twice they have come to my aid in very difficult situations and the outcome was seamless to the audience. Steve, Jim and Ivy are incredible ambassadors and seasoned professionals. AVI-SPL has several locations throughout the country and they are involved in taking the meeting profession to a higher level.  The audience EXPECTS a seamless production and that doesn’t always happen with the wave of the magic wand. Be sure to treat your suppliers right and say thank you for a job well done.

I have a related article about an incredible public speaker that you can access through my blog on my Linked In site http://www.linkedin.com/profile?viewProfile=&key=22499504&trk=tab_pro listed in the website area under My Blog. Please take the time to view this to hear the miracle of how far reaching random acts of kindness to suppliers can be. Treat each other right!

Deciding on the number of rooms to block for a first time meeting is especially tricky because there could be large penalties if you guess too high or too low … start conservative and do several pulse checks 30-60 and 90 days prior. We were fortunate to have more than double our conservative block and the hotel was able to accommodate our needs.

Planning the educational portion of the conference is a little less complex as you are only dealing with a few speakers and their needs. Some of the components include:

1. Finding a great key note speaker to warm and inspire the crowd
2. Select stimulating topics that have an appeal to the general audience
3. Finding the best authority to speak on that topic and a professional speaker that can mix medians to hold the interest and engage the audience
4. Securing  transportation and accommodations if necessary
5. Getting the Bio and summary script to market their topic
6. Securing all audio-visual equipment and technical expertise to support their presentation
7. Preparing their introduction
8. Keeping them on time

Try to offer a few topics of interest and be sure to repeat the most popular topics so folks get a chance to mix and match.

The educational portion of the meeting has several expense line items where the tradeshow portion can not only cover the expense of the tradeshow itself but also the expense of the educational forum. The goal when hosting a tradeshow is to MAKE money when it is all said and done. The exhibitors should have a great value proposition that would make doing the show more cost effective than doing independent sales calls.  

1. First look at the maximum number of booths you can accommodate … you may get more booths in the room by offering 8 x 10 than 10 x 10 but be sure you keep your buyer and supplier ratios at no less than 50 – 50 … you can charge a little more if your buyer ratio is 65 – 75% of the audience.
2. Do a diagram of the space that shows where electrical and internet access will be and leave room for the crowds to stop and talk to the exhibitors.
3. State upfront if you are allowing individual booths to have prize drawings or if those things are donated for raffle ticket sales and advertised by the emcee of the tradeshow.
4. Be sure to block ample time for the tradeshow floor to be set up with pipe/drape tables and chairs and get those set up times spelled out in your contract with the venue as well as the decorator.
5. The exhibit service company should send information to the exhibitors regarding shipping, handling, weight and size restrictions and prices for booth enhancements. They should also specify set up and tear down times for the exhibitors. Many tradeshows will have penalties if exhibitor begin to disassemble their before the show is officially closed.
6. Special requests for placement near one another, oversized booths or shared booths need to be clear no less than 2 weeks prior. Special requests are usually highlighted and handled first filling in the other booths around them. This in no way ensures preferred placement and could actually be used to draw buyers to the back of the room. Sponsors ALWAYS get the preferred placement based on the larger financial investments.
7. I try to keep good distance between competitive booths as the support of booth vendors is equally important. If there are “sister companies” and you want to be together don’t assume the logistics chair knows this is the “way it has ALWAYS been done”. If you want to ensure a special request has been met, ask for a diagram with your booth numbers in advance.
8. If you arrive 30 minutes prior to the show opening, don’t expect the world to stop and cater to your assumed needs. Request your needs in a kind and professional manner and it is likely that the organizer will turn the world upside down to assist in resolving your issue.
9. Having a great photographer and Hollywood props was a BONUS!    

The show we  just completed had 66 booths sold and 5 food and lounge stations throughout the room. It was a 3 hour show with over 250 participants. I was amazed when 1 exhibitor signed up 2 days BEFORE the show and shocked when the last available booth sold 15 hours before the show … talk about last minute!

As the organizer, wear comfortable shoes and know that after 7 hours on an unpadded floor every inch of your body will ache! Tradeshows are great networking and educational opportunities and an awesome way to see a maximum number of buyers in a very condensed timeframe.

Regardless of what you call it, be sure you really are a qualified attendee. Don’t go if there is no chance you will book the venue in the foreseeable future. No one wants to be part of a trip where an unqualified buyer is taking advantage of the venue. In my last hotel we did 6 group site tours or familiarization trips in one year and each group was comprised of 10 – 12 planners.

It is a lot of work to organize flights, ground transportation, special dietary needs, gifts, a theme and an agenda where everyone gets to know new people and it is still educational and fun. We created the format once and duplicated it 4 times for just captive meeting professionals and twice for independent meeting professionals with their client. We did not invite significant others to keep it very business focused and found a Thursday – Saturday program worked best in that it did not cut into too much personal time.

To get 12 attendees, you need to invite at least 50 planners. Having several dates to offer helped to get qualified planners in at a time that best suits their schedule. We made it casual, interactive and left an afternoon for optional activities to show the variety of what your attendees can do in their spare time. Spa appointments were always a huge hit but city tours, attractions or special events can also be worthwhile. We kept it personal and focused so each guest felt like we recognized the most important person in the world. The cost is usually over $1,000 per planner so expect a well orchestrated follow up plan to track the success.

It is also wonderful if the local Convention & Visitors Bureau attends to talk about the destination, partner opportunities and the type of services they provide. Any preferred vendors should also participate to showcase their offering.

Depending on the ratio of business from the local market, it is fun to attend a “Show the Love” event that is a single meal with educational content or a dinner and overnight event. If you are doing a fair amount of business with a local venue, you should occasionally “shop” the venue to experience the service when the sales team is not around. That is the service that your guests receive.

No matter what you call these types of events, they can be an extremely effective use of your time in planning a meeting or event and build an amA2Zing lifetime relationship bond between the venue team and the professional meeting planner.

It has been a little chillier than we Floridians are used to but it is giving us the time to stay cozy and get those New Year Resolutions accomplished … My primary goal was weight loss and I am pleased to report I am down 11.5 pounds in 5 weeks! I’ll be happy to share my success formulas if you have an interest. Basically, it is about eating healthy and doing exercise … imagine that! The greatest deprivation has been eliminating my favorite adult beverage but the detoxification of all Caffeine, Refined sugar, Additives and Preservatives (CRAP) has been essential. It has been fun to invent new recipes that are creative, quick and easy. How are YOU doing on YOUR primary priority?
With regard to business, I promised to step up my game on writing about the things that will be most helpful to you. Your comments have been so important … there was a time when I thought I was casting thought to the wind! I appreciate the energy that comes back from you as you inspire and ignite more energy. Think of how that makes people respond to your requests when you feed them praise. WOW! It creates a power that can make mere mortals move mountains! We cannot motivate anyone other than ourselves but we can inspire others through affirmations. So go find the stars in your life and let them know how they have impacted you.

 This month I am focused on a fundraising event and awareness for an organization known as Dress For Success. This group restores dignity and hope for professional women in search of a new job. Women are referred to the agency and have a set appointment to meet with a volunteer that will help them select 2 suits, 2 blouses, a pair of shoes and a briefcase from the donations at the boutique. They will also assist with resume writing and have a computer lab to investigate opportunities to go out on interviews and launch their new life. Visit their new location at 1705 North Howard AvenueTampa during their OPEN HOUSE:

Thursday, February18th 11:00am to 2:00pm
Friday, February 19th 3:00pm to 6:00pm
Saturday, February 20th 9:00am to 12:00pm

Please plan to attend the fund raising Fashion event at SAKS FIFTH AVENUE February 25. Reservations are required and seating is limited. Details are found at http://bit.ly/9frpI7 .You will be in good company!

Also in the news … http://bit.ly/dvTzj7 … the latest on the Sustainable Business Conference & Expo. The topics will be announced later this month but mark your calendars!
Finally, the video intro to the website is on line! I am learning ways to improve memory techniques and to get noticed in cyberworld so I will be sharing those items along with ways that work to improve YOUR networking and meeting sizzle. Keep coming back for more!

Dress For Success Fundraiser and Fashion Event at SAKS FIFTH AVENUE

Please invite every professional woman you know.

It is such a worthy cause and we will have so many fun prizes and treats for everyone.

Make your reservation TODAY as space is limited!

 http://tinyurl.com/yzmmjsr

Saturday, Feb 27 Spa Diva Day

It’s anti-age girly-girl fun with the am A2Zing aesthetician, Marie Rose.

I have one last appointment open at 3:20 PM if YOU want to join in.

 Wednesday, March 3 Wine Diva

Bottling, Tasting & Brewing Event 6 – 8 PM
Winemaking Pantry
10510 Portal Crossing Suite 104
Bradenton, FL 34211
www.winemakingpantry.com

Be sure to reserve your space in advance as all events have limited capacity.

Linda Elland, Your Missing Piece
A2Z Meetings & Events
Phone: 813-990-0950

www.A2ZMeetingsandEvents.com

Planes are still leaving our area every Friday and the greatest current need is for diapers and baby formula. Food is still a top priority. THANK YOU to everyone who donated. Laurie was able to locate an Xray machine and several medical supplies. Simple bandaids and ointments are easy to pack up and will be useful. Rewards greater than riches are yours to enjoy! The contact information listed in the initial blog is still valid so let your heart lead the way.

THANK YOU!!

Hi Everybody,
We all want to help in some small way and now we have a chance! The biggest challenge isn’t getting donated goods, it is getting donated transport to Haiti. A colleague has arranged by partnering with a local charity that is organizing medical flights into Haiti. They are willing to accept cargo on their DC-3s, and the first flight leaves on Thursday. If you want to help, these are items we want to get to Haiti ASAP, in order of priority:
1. Medical supplies/first aid supplies- everything from gloves, masks, gowns, ER drugs to OTC items such as gauze, bandages, band-aids, peroxide, antibiotic ointments, rubbing alcohol, disinfectants and cleaning supplies. Also, there is an URGENT need for X-Ray equipment. Right now broken bones are being set w/o the benefit of x-rays. Casting supplies are also needed.
2. Baby formula, food, bottles and diapers …. Lots of diapers!
3. Survival items (think camping) – sleeping bags, blankets, pillows, tents, cots, etc. Most people are living and sleeping out of doors, under sheets.
4. Toiletries – soap (liquid is preferable to bar soap), toothpaste, toothbrushes, etc.
5. Nonperishable food and water
6. Just a quick update on my previous list: I need to move food up to a 1 or 2 priority. Think big bags of rice and bags of dry beans! Cheap, easy to store, easy to transport, and relatively nutritious. Cans are heavy and bulky and people may or may not be able to open them.
If anybody would like to donate any of these products, please get them to me by the end of Wednesday. I will be attending the Manatee Chamber business after 5 event this evening and in St. Pete tomorrow attending the Meeting Planner International meeting at Suncoast Hospice if anyone would like to participate or you can drop it off at:

Remmel Wellness Center
6416 Dr. Martin Luther King Jr. St. No.
St. Petersburg, FL 33712
(t) 727-525-1141
Because of the space constraints and logistics, we have been asked to hold off on donations of clothing and building supplies. Please pass this on to everyone in your contact list. Laurie Puckett of Remmel Wellness Center will collect, sort and box the donations and get them to the planes. The transport that she has arranged will have security and will be bringing our supplies in directly to two missions working in Haiti – MVI and Mission Haiti.
Also, if you know anyone with a medical background (doctor, nurse, surgical tech …) who wants to go to Haiti and volunteer their time, have them contact her and she will get them in touch with the folks organizing the medical side of things.
Thank you in advance for any assistance you can offer and God Bless!