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Resources, Tips and the Latest News on the Meeting Planning Industry
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10 Mar 10 Safety First: A Meeting Planner Reminder

When it is your responsibility to host an important business meeting or conference, it never hurts to double-check your accommodations for working safety exits, up-to-date fire extinguishers, and for current supplies inside of the first aid kits. With all eyes on the planet currently turned towards the news of earthquakes, solar storms, and flooding, your meeting attendees will look at you with renewed admiration if you have taken their personal safety concerns into your own hands before anything bad can happen.

Safety Tips:
 

  • Always know where the emergency exits are for every room that you enter while traveling. In America, the emergency exits are normally well-marked. However, even well-marked exits can be hard to find after a disaster has happened. Take steps to ensure that your guests know where their emergency equipment and exits are located.
  • Fire doors at some locations are accidentally locked to prevent intruders from bothering hotel guests or causing damages to the property. If you are at a meeting with locked fire doors, explain your safety concerns to the management and request that the applicable fire doors remain unlocked for the duration of your meeting.
  • Before a meeting begins, make sure that you know about possible outside hazards that might disrupt your plans unexpectedly, and make sure that the conference room comes complete with a set of local safety instructions that are available for everybody to read in their native language.
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05 Mar 10 The Power Of The Pen

For an entertaining and inexpensive meeting idea, why not offer your meeting attendees both ballpoint and rollerball pens?

Here in America, the ballpoint pen is the favored pen that is sold in all of the stores, and in the UK, the rollerball pen rules. Ink pens all originated in the same UK place, and then the American industrial revolution brought them to our country. The ink delivery systems are the same in both the USA ballpoint pen and the UK rollerball pens; however, the ink recipe is different.

Here in America, we went for a thicker ink that dried instantly when it topped the page. Our ballpoint ink does not seep into the paper layers to provide a very long-lasting image that the generation down the road will see. In the UK, the rollerball pen uses a thinner ink formula that is delivered through the same ink delivery system that soaks into the paper and takes a moment before it is dry and free from smearing. Many feel that the old world qualities of the UK ink recipes are superior to the American Bic-style of ballpoint pens.

When the UK inks and the American inks are explained at the beginning of the business meeting, this becomes a fascination. The simple act of taking notes during the meeting becomes an important and noteworthy activity to those who are at the meeting presentation. Rollerballl pens and ballpoint pens cost about the same amount of money. It is easy for all meeting planners to supply a variety of pens with different ink properties to their clients.

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26 Feb 10 Remember That Old Is New Today

Sometimes, successful business meetings are all about that old phrase: What's in it for me? Young employees and executives often enter into a meeting that is held away from home with a higher-level of expectations about what this magical new experience might deliver.

During the 1980's and 1990's it was rather easy for meeting planners to one-up from the experiences that people had seen before. Today, this is completely another story with the world so small via the Internet. Everything has been seen and done before, even if these younger employees have never physically entered a meeting room before.

With this information in mind, smart meeting planners are backtracking into hosting meeting events with ideas for activities and events that are all pre-Internet in nature. When you have a hard crowd to please, think about treating them to some past memories that their parents or grandparents might have enjoyed. These will be the exciting new experiences for everybody born after 1980 to enjoy.

Coffee can be boiled in old-time coffee makers so that people gain this new experience. A dial phone can be plugged in for the people who need to make telephone calls, and a potluck lunch can be planned where everybody is directed to bring their favorite foods to share so that the people who are making new friends and business acquaintances have something neutral in common.

For exciting new ideas, think old. This is the category theme that many executives and employees are not familiar with today. New and exciting simply means doing something different. Why not have your guest don their poodle skirts and get to work?

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24 Feb 10 Fun Ways to Break Participants into Work Groups

Many trainings, retreats and meetings require breaking your large group of attendees into smaller working groups for games, task completion, brainstorming or team building activities. While you can always simply assign each attendee a number or break them into groups according to how they are sitting, there are also options that are a bit more fun and will get your participants activated and involved in the process, leading to more productivity and more fun.

Little games that break them into groups also serve to re-energize the room and bring more life to your meetings, and for team building.

One example is the comic strip game. This game is easy to organize and takes minimal preparation. Simply clip comic strips out of a newspaper and separate each frame of each comic. During the meeting, have each participant pick a piece of a comic strip out of a bag or bowl. Once all of your participants each have one comic strip frame, the objective is for them to find the folks who have the rest of the comic strip and to line up in the correct order to piece the comic strip back together.

To add a bit of competition, you can also give a prize to the group that is able to find each other and arrange themselves correctly quickest. Upon completion of the game, you now have small working groups that can get to work on a task of brainstorming session.

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10 Feb 10 How to Have Lasting Relationships with Clients

Clients are the most precious assets for a meeting planning business. Without clients, there can be no business. With poor quality of clients, the business will be poor and if you manage to get very good clients and retain their loyalty, your business will only go up and up. This all sounds very exciting. But it is not easy to get very good clients and all the more difficult to retain them. After all, whatever you do, your competition is trying the same and may use better techniques to get business. Are there any innovative approaches to client relationships?

The first need is of course client satisfaction. If the client is satisfied with your response time, after sales service and can depend on you, pricing may become secondary. All clients do not buy from a supplier whose sales at the lowest price. If your product cost is a small percentage of clients total expense or if your product is essential for your clients, you are onto something good. How to retain such clients despite all the competition? What are the other factors than client satisfaction?

Relationship is one such other major factor. Do you relate with your clients only professionally, or are very good friends? Both these extremes can hurt. For a long-term business relationship, good friendship is not good for health of your business. Any problem in the personal friendship will directly affect your business. What if you relate to your meeting planning clients mechanically in a professional style totally devoid of personal touch? You know the answer yourself.

What is needed is a relationship that does not border on personal friendships, but crosses mechanical approach. A fine balance between personal and professional.

 

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27 Jan 10 Basic Feng Shui for Meeting Planners

Over the past several years, feng shui has become all the rage with homeowners, business owners, restaurant managers and event planners all using this ancient Asian art to create harmonious, balanced spaces. Due to the high level of interest in feng shui, this is an excellent service to add to your meeting planning business and to offer to your clients.

To learn the basics of feng shui, you can pick up a book at your local bookstore, attend a seminar or do a simple online search for “feng shui basics” or “feng shui meeting tips.” Alternatively, you could partner with a feng shui consultant to provide these services to your clients, or if you really want to corner this market, you can become a certified feng shui consultant and add it to the menu of billable services you provide.

Much of feng shui for meetings is essentially common sense and focuses on creating a meeting space with good energy flow, harmony and balance. For example, in a square room, a feng shui consultant might recommend placing plants in the corners of the room to compensate for the hard corners, or in a space with harsh lighting, a consultant might recommend softer up-lighting to create a more welcoming environment.

Everything from the way the furniture is arranged to the colors used in the room can affect the room’s energy and the productivity of attendees; therefore, once your clients experience the benefits of feng shui, they are sure to recommend you to their friends and colleagues.

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13 Jan 10 Understanding the Importance of Food

Food is an important aspect of culture and tradition. Food is one way that families across cultures come together, particular foods are an important part of traditional and community celebrations, and dietary preferences or restrictions are often based on religious or cultural customs.

Therefore, as a meeting planner, understanding food and how it pertains to your potential clients is integral to establishing a culturally-sensitive meeting planning business and preparing yourself to be able to successfully and efficiently plan meals for your events without worrying about messing something up.

Learning about different diets and the foods that are important to different cultures is as simple as expanding your own palate and broadening your dietary horizons by exploring dishes you perhaps have never heard of. Of course, enjoying a delicious Indian meal will not tell you everything you need to know about Indian culture, but it is an important step towards understanding Indian cuisine and better understanding possible dietary requirements for your Indian clients.

Exploring unfamiliar foods and dishes will also be fun for you, and you might even find some new favorites that you have been missing out on.

Try these five fun activities to begin your journey into the diverse world of food:

1. Eat at ethnic restaurants.
2. Buy and use ethnic cookbooks.
3. Shop at ethnic grocery stores.
4. Attend cultural festivities and events.
5. Take a cooking class that focuses on foods from different cultures.

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06 Jan 10 Engaging Prospects: Two Vital Elements to Dropping Resistance!

You pick up the phone, the decision maker is on the line, countless letters and attempts have been made to get to this point, your great benefit line comes out, response; “not interested, click”.

Want to be able to “engage” customers with out creating resistance? Here are 2 vital elements everyone needs to be influential and persuasive.

Now it does not matter if we are using the phone, walking in cold or in a retail setting. We need to avoid adding any additional resistance in the other persons mind. There is this avoidance of “sales people” in 80% of our population including other sales people. This is mainly because of product pushing, “I don’t want to be sold something”.

Here is the key; do I understand what the other person really wants? Do I have an idea of how to talk in their “language”? Can I ask a question that will drop resistance and engage them in conversation?

It has been proven time and time again that shoving your product in front of someone will create resistance to you and your product. Review the first and second key from the last article (4 Keys to Selling), your customer buys the “results” of your product/service/idea because it fixes, fills or satisfies their perceived needs or wants. This means your product/service/idea is just a means to and end, not the main issue.

1. Our first action is to take the time and determine just what is it that our product/service/idea does for the other person. Determine what the real results are from using your product/service/idea. Here are some examples.

A business owner might be looking for more time, better productivity, reducing hassle in some area, freeing up capital for something else.

A young mother with 3 toddlers might be looking for best value, more time, better direction, safety, even just a listening ear.

A plant manager might be looking for ways to get better compliance, reduce down time and get his numbers up, keeping his boss off his back.

Think of your past and current customers, what is it your product/service/idea did for them? What did it reduce, take away, eliminate or create?  Also keep in mind that people have a tendency to avoid loss more than obtain gain. This means if you can provide a better “today”, it generally has more power than a better “tomorrow”.   

In a recent training program we worked with a real conflict situation a participant was involved with. We ended up with over 50 “what’s in it for the other party” points that could be used to engage the other party in a positive way! It took 5 minutes!

2. Second you want to “engage” your prospect or customer in a positive way. The best way is to develop questions that can “engage” rather than repel.

Before we start, we have to understand what results your product can potentially provide for your customer. Here are some examples.

Office equipment: Reduce work load, eliminate paper, eliminate errors, streamline process, reduce labor expense, free up time, create in-house opportunities, and eliminate daily frustrations.

Real Estate Agent: Eliminate wasted time, reduce the stress of selling/buying, assure legalities are covered, target the market, professional image, experienced input, negotiations services, and eliminate the hassles.

Now there are many more and I suggest you create at least 20 for your product. Here is a hint, list the facts about your product, then all the benefits related to that fact and then ask, “What are the results to my customer/other party because of these benefits”.

Let’s now apply these to questions that “engage” our customers. We want to use “open” type questions that get people talking. If we don not have them talking we have only partial engagement. Open questions use what, why, how in their structure.
“Mr. Jones, what effect would a reduced work load have on your staff?”
“If you could eliminate both paper and errors in your current procedures, what would happen for you?”
“Just suppose the frustrations you face on a daily basis were gone, how would it change things for you?”

Now put yourself in the customer’s shoes, how would you react to the previous questions versus this?
 “We sell copiers and office machines of the highest quality with excellent service, when could we meet to determine your needs?”

How many words are in this question that create resistance or could be rejected by the customer? Compare that to the three questions above, which ones “engage” and which question repels.

Now if your customer is a “D-I”* type you usually can ask for appointments or get quickly to the point. If you have an “S-C”* type they may want more info which you can give in the form of a quick example of another application you have done, not a litany of your products facts and benefits.

This has proven to be a much more viable way to engage customers and people in general than talking about your “stuff”. People are concerned about their issues and problems, not your product or you. Engage them by asking about what a “result” might do to their concerns and issues. You will find them much more open and willing to talk.

One of our participants in the Internet Technologies asked only one of these type questions and 20 minutes later closed on a million dollar deal! Just one question! The customer did all the talking and sold themselves. The power of engagement!

 

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28 Dec 09 Traveling With Baby Laptop: Tear-Free Trip Tips

Laptops must be treated like a baby when you travel with them through busy public transportation areas and around airports. These highly intelligent little tykes are so entertaining that it is common to see traveling laptop owners completely fall apart when their baby laptops develop an allergic reaction to security systems, meet with early deaths, or when these little rascals sprout legs and run off to live with strangers.

Baby Laptop tear-free trip tips:

  • Before starting the trip, change Baby Laptop’s diaper, by adding two forms of current contact information to the case. Next, feed Baby Laptop until his little batteries read full. Then, store Baby Laptop in his case turned on to sleep mode. This helps to save several minutes of check-in time when security asks that the computer be turned on.
  • Never toss Baby Laptop into luggage for the airport elephant to sit on. Babies are also not stored in overhead compartments, under seats, or anywhere else away from your constant care and attention or they will get hurt. Baby laptops must use the bathroom with you, and they are never placed onto a counter, table, or chair without one of your hands touching a part of the laptop bag where you can feel the solid laptop case.
  • While your Baby Laptop is sleeping in his case, always keep the case locked. This prevents strangers from slipping unwanted illegal goodies into the baby’s bed, and it helps to keep the baby toys safe.
  • Baby Laptops are highly allergic to metal detectors, and prefer a hand-search from the security teams. Babies are not allergic to x-rays. Airport x-rays will not harm the laptop hard drive or data storage system.
  • When reentering the country, Baby Laptop will need to show documents that prove he was purchased before the trip began. If documents cannot be produced, the proud owner will have to pay duty fees and taxes to get the baby back into the country.
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21 Dec 09 Food For Thought

When planning your next business meeting, stop for a moment to consider how grouchy the head boss might be if you forget to feed her while she is away from home. In our multicultural society it is never wise to assume that the popular steak house across from the normal lodging area serves vegan meals, or that any self-respecting vegetarian could be inside of that building either.

Today, we live in an era where many individuals are participating in healthy lifestyle routines and doctor specified diets that are simply not compatible to many of the chain restaurants that only cater to yesterday’s traditional meal choices. Doctors may order a salt-free diet for one person, and inform the next that meat is out-of-line if they expect their heart to keep ticking without an overhaul.

Business meetings need to be planned with the thought that all types of diets will be present. The common diets to plan for include:
 

  • Vegans do not eat any form of animal products and they do not sit on leather chairs or work on leather covered desks.
  • Vegetarians do not eat meat, but they do enjoy many other forms of food.
  • Doctor restricted diets often require plain food to be available that can be built-up into a finished dish according to directions.
  • Traditional diets may not want the fat trimmed from their steaks and bacon should be available with the eggs for breakfast.

As a rule-of-thumb, the best way for businesses to plan their meetings is to simply determine that all of the food categories above are available to the meeting participants on the premises or in nearby facilities before booking the meeting rooms or lodgings. All minds are important to the meeting despite dietary differences; good food keeps those minds happy and focused on work.

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