16 Aug 10 How to Choose a Venue for Your Next Big Event
Planning your next big event almost always involves picking a venue near the beginning of the process. With so many different venues, there must be an easy logic flow for determining how to pick the venue for your next big event. Try this logic flow:
- Size counts – Venues that are too small are not worth looking into and venues that are too large will look empty and deserted if unfilled. Determine a reasonable number of participants and use that as the basis for a venue.
- Look for deals – The number one reason why many people do not attend events and/or seminars is that they feel it is too expensive. If a deal can be arranged that includes the event and meals/accommodations, participation generally increases. Hotels often have large meeting facilities and/or deals with local meeting halls/convention centers and many such centers have deals with reputable hotels.
- Themes and art are important – If your event has some sort of theme, then assign additional importance to venues that work well with that theme over money if it is feasible. A seminar about online art and graphics design would be ideally located in a venue with an artistic theme, and perhaps offer all-inclusive stay options at an art-deco themed hotel or another hotel with a noteworthy sense of style.
Tags: Artistic Theme, Event Planning, Graphics Design, Hotels, Logic Flow, Meeting Facilities, Money, Participants, Participation, Seminars, Venue
05 Aug 10 A Media Player an Investment in Your Career as a Meeting/Event Planner? Maybe…
It was not long ago that meeting and event planners were taking notes with pen and paper, but those days might just be over thanks to some of the modern media players on the market. Most modern media players have the capacity to record conversations or voice memos, and that could save a lot of time. Just image:
- Never having to ask the boss to slow down – Some bosses or participants talk so fast that details often get lost. Your brain is processing Detail A and they are already discussing Detail Z! Nothing escapes the attention of a voice recorder.
- Never forgetting a detail – Juggling hundreds of details is difficult, and sometimes notepads get lost or sloppy writing done in a hurry foils later attempts to remember what was covered. Media players with voice memo features ensure that nothing is left out of a critical planning session.
- The ability to have instant and total recall of conversations – This is exactly what media players offer. You can recall and review a memo on the subway, bus, or even while driving home.
- Looking impressive using technology efficiently – Humans are innately tool-using creatures, and digital tools are the future. Demonstrating proficiency with those tools is a great way to earn your keep.
All you need to do is look for a media player with a voice recording features to guarantee that your look impressive while being an impressive meeting/event planner.
Tags: Boss, Creatures, Digital Tools, Event Planner, Event Planners, Foils, Hurry, Media Players, Meeting Planners, Participants, Pen And Paper, Proficiency, Record Conversations, Subway, Total Recall, Using Technology, Voice Memo, Voice Memos, Voice Recorder, Voice Recording
09 Jul 10 The Value of Great Gifts
Businesses often find that offering affordable trinkets as incentives makes participation at meetings and events more personal. Furthermore, the trinkets and gifts often prove to be tangible reminders of the relationship between the participant and host, but that means that there is a potential for both good and bad gifts to make an impression. Here is how to decide which kind of gift or trinket you need to consider:
Saving is good, but too much of a good thing is a bad thing – It is important to stay on a budget, especially for a company looking to enhance their bottom line. It is also possible to be too frugal, and that can ruin the investment in the meeting or event itself while still costing money.
Branding – If a company buys trinkets and wants recipients to know where they came from in a year, then they need to associate that item/trinket with the brand. This is easily done with simply adding a logo, which is rarely expensive.
Buy in bulk – It might be intimidating to look at pricing for branded or even non-branded trinkets until you discover that bulk prices are available for almost everything.
Needs and appropriate gifts – Choose gifts that will be appreciated. A USB key might be great for a meeting of staff accountants, but the IT gurus probably have more USB devices than they need and are unlikely to appreciate anything but the most high-tech of gizmos.
Tags: Bottom Line, Budget, Buy In Bulk, Gizmos, Great Gifts, Gurus, Incentives, Investment, Meetings And Events, Money, Participant, Participation, Personal Gifts, Relationship, Staff Accountants, Tangible Reminders, Trinket, Trinkets, Usb Devices, Usb Key
28 Jun 10 Best Cities for Meeting Planners
Businesses all over the world need meeting planners, but there are some cities that are simply more desirable than others when it comes to being a meeting planner. Here are a list of great cities to consider moving to if you are a meeting planner:
Chattanooga, TN – The seat of Hamilton county is one of the most affordable places to live, is gorgeous, is situated close to Memphis and Knoxville, and has a booming tech sector that needs more meeting planners by the day.
Las Vegas, NV – Las Vegas is one of the most desirable cities to live in primarily because its night life is its day life too; this city never even thinks about sleeping. Convention centers, buffets, attractions and more all make Las Vegas a great place for an active meeting planner to live in.
New York City, NY – New York is often called the capital of the world, and it certainly is one of the most popular places for a meeting planner to make a living. While everyone else says that if they can make it in the Big Apple then they can make it anywhere, it is not difficult for meeting planners to find work in New York City.
San Diego, CA – San Diego has great attractions, parks, and several large corporations that need meeting and event planners.
Tags: Apple, Best Cities, Buffets, Chattanooga Tn, Event Planners, Hamilton County, Large Corporations, Las Vegas, Meeting Planner, Meeting Planners, Memphis, Moving, Need Meeting, New York City, Night Life, San Diego Ca, Vegas Nv
01 Jun 10 Top 3 Reasons Why Businesses Need Meeting Planners
Anyone who has ever heard of meeting planners may have questioned the value of having dedicated personnel handling some or all of the aspects of planning a cruise meeting. After all, could these same plans not simply be conducted by other personnel? The answer is both yes and no, and here are the top three reasons why:
1. It is possible for other employees to handle even planning, but they will probably be far less efficient than an event planner. Their own tasks and chores will suffer as a result of having to multitask more than normal.
2. Anyone who is dedicated to a certain task is likely to perform it better than someone who is only doing that task because nobody else can. This holds true for event planning and coordinating meetings as well.
3. Contacts and associations are valuable tools that can be leveraged. Those workers who do not spend time coordinating meetings are unlikely to build these relationships or develop to the point where they can be leveraged effectively.
In short, it is easy to see why businesses need meeting planners, even if they are not full-time employees. For those businesses with modest planning needs, consider a part-time or freelance meeting planner.
Tags: Chores, Contacts, Cruise, Event Planner, Freelance, Full Time, Meeting Planner, Meeting Planners, Part Time, Relationships, Time Employees, Valuable Tools
26 May 10 Two Critical Skills of a Cruise Meeting Planner
Two critical skills of a cruise meeting or event planner, and how to build them at your current job
Planning cruise meetings and cruise events can be a rewarding carrier, but it takes a certain kind of personality to be successful. Luckily, most of the skills involved in planning cruise meetings and events can be cultivated. Here are the two most basic skills required, and ways to cultivate them at your current job:
Planning backwards – events are often scheduled at specific dates and times, regardless of the planning necessary. This means that time management skills and thinking in a reverse-linear fashion are required. Starting with the event itself, what would have to be prepared? Booking of rooms, suites, conference centers, equipment, and travel arrangements. Starting with the most critical things first, a smart travel planner will plan his or her way back to today. For example, one could start by booking the rooms and conference center on a cruise liner before booking speakers and their flights and communicating dietary needs. Try project planning whenever possible to build this skill.
Planning around complaints – It is not possible to make everyone happy, but a successful cruise planner will ensure that they have prepared plenty of alternatives and options to overcome objections of participants. Speakers and performers are notoriously difficult to deal with, so be prepared to offer cabin upgrades and alternative meals before calling their representatives. To build this particular skill, try practicing dealing with difficult customers if possible.
Tags: Booking Speakers, Critical Skills, Cruise Events, Cruise Liner, Cruise Planner, Current, Dealing With Difficult Customers, Event Planner, Flights, Linear Fashion, Meeting Planner, Meetings And Events, Objections, Participants, Personality, Project Planning, Smart Travel, Time Management Skills, Travel Arrangements, Travel Planner
21 May 10 Planning and Executing Special Events
While a large portion of a meeting planners job is to actually plan special events and other types of occasions, ensuring the event is executed properly is a vital part of a meeting planner's work. Special events need to be just that – special. They need to be memorable, and they will hopefully leave guests talking about the event for days.
The flawless execution of a special event often requires more effort than does planning. While plans and agendas may look good on paper, translating this plan into an actual event is a bit more complicated. However, when the event goes off without a hitch, everyone will want to know the mastermind behind the event of the season.
Meeting planners may be asked to provide services for special events such as award ceremonies, VIP customer events, motivational speakers, and philanthropic or non-profit events. Meeting planners must be dedicated and committed to designing, producing, and managing various special events.
By providing customers with exceptional service and meticulous planning, meeting planners can expect to have repeat customers. Again, meeting planners should keep in mind that creative and expert planning is not enough. Perfect execution of the plan is what will keep customers coming back for more.
Tags: Agendas, Award Ceremonies, Creative, Customer Events, Events Planners, Exceptional Service, Expert, Flawless Execution, Job, Large Portion, Mastermind, Meeting Planner, Meeting Planners, Motivational Speakers, Non Profit, Occasions, Profit Events, Vip
19 May 10 How to Build Customer Trust
As a meeting planner, it is essential for your customers to know that your services can be trusted. Many customers are wary of placing important details and information into the hands of a meeting planner. This is especially true if the customer is accustomed to taking charge of situations and being in control.
However, circumstances often arise in which planning a meeting becomes something beyond their control. That is when a customer will turn to a meeting planner for assistance. There are a few ways you can ensure your client has complete trust in you, and this trust will build repeat business.
Open communication is an important aspect of meeting planning. Customers should feel that they have a rapport with their meeting planner and should feel free to check the status of the upcoming event within reason. Communications with customers should be clear, focused, and concise.
Transparency will help put the customer at ease and provide them with a sense of much needed security. Meeting planners should remember that customers not only entrust their event to the meeting planner, but their financial resources as well. Once trust has been established between a meeting planner and customer, the customer is more likely to use their services again in the future.
Tags: Circumstances, Complete Trust, Customer Trust, Event Planner, Financial Resources, Meeting Planner, Meeting Planners, Meeting Planning, Open Communication, Repeat Business, Transparency
03 May 10 Positive Body Language
How important is body language in communicating with clients? Emails, texting, twittering, and phone conversations make up a great deal of client interaction, but how important is your body language when you meet face to face or through a video conference? According to a research psychologist at UCLA words make up just 7% of your communication with others. Body language weighs in at a hefty 55% of your interpersonal communication. The third component, tonality, is responsible for 38% of your communication skills. Remember when your mother told you “don’t take that tone with me?” She was right on the money.
Positive body language puts clients at ease and increases their confidence in you as a meeting planner. Good eye contact without staring is one example of positive body language. Uncrossed arms and legs convey an open attitude. Daintily locked ankles hint at resistance to an idea. Relax your shoulders and allow your arms and legs to fall naturally. Smile and nod occasionally when the other person is speaking. Nodding in this context communicates that you are listening, not necessarily agreeing.
Mirroring the other person’s body language can build rapport. Unconsciously, both parties believe they are on mutual ground and feel safer. This usually happens without notice and should not be forced. How and what your body communicates builds the memory clients retain about any meeting. Make sure it is a positive one.
Tags: Ankles, Arms And Legs, Body Language, Client Interaction, Communication Skills, Communication With Others, Confidence, Eye Contact, Good Eye, Interpersonal Communication, Meeting Planner, Open Attitude, Phone Conversations, Research Psychologist, Resistance, Rsquo, Shoulders, Tonality, Ucla, Video Conference
16 Apr 10 After the Meeting is Over
Everyone enjoys and needs positive feedback. Negative feedback can be very hard to take, especially if it is not constructive. For example, we are all quick to tell our supplier if the order is wrong yet seldom send our compliments when things run smoothly. Do you seek feedback and if so, from whom?
Have you ever included a customer satisfaction survey in an event packet or asked guests to fill out a feedback form before they went home? This can be a good way to get a fix on what worked for meeting participants and what did not. You can’t please everyone but when several people complain about the same thing, it indicates a problem that needs to be addressed.
Do you check in with vendors and convention centers that you have used? A courtesy call after the even can strengthen your relationship with vendors and make the next planning period go more smoothly. Feedback from a hotel or convention center helps a meeting planner tweak the next event, perhaps in small ways, to make it a positive experience for everyone.
Don’t forget to give feedback as well. Even in the most nightmarish situation, someone did something right. Never allow your frustration with glitches to overshadow your appreciation for jobs well done.
Tags: Compliments, Courtesy Call, Customer Satisfaction Survey, Frustration, Glitches, Jobs, Meeting Planner, Negative Feedback, Nightmarish Situation, Participants, People, Positive Feedback, Relationship, Rsquo, Tweak
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Corporate Meeting Planner Resources
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