11 Oct 10 What Meeting Planners Need to Know About Cabins and Meeting Options on Cruise Ships
Most people liken planning a cruise to planning to regular event planning with a few twists. One of those twists occurs when it comes time to figure out who is sleeping where. There are a few things that many people might not know about cabins on cruise ships, and some questions people may not ever think to ask when planning meetings at sea:
• Less expensive cabins are usually priced on a per-bed basis and assume that two people are sharing a cabin. This pricing system might seem a little deceptive to people that do not do their homework, but it is often possible to upgrade to a single passenger cabin for a small fee.
• Similarly, it is often possible to lock out the second passenger by paying a modest fee. This can be done at nearly any time prior to departure and sometimes even post departure if there is room remaining.
• Meeting rooms are typically available around the clock but larger conference rooms might have time restrictions that can only be removed by booking in advance. Some cruise companies have a 2 or 4 week policy regarding booking these larger rooms so book as early as possible.
• Remember that catering options and preferences also need to be handled well in advance so figure out menus for special events early on if possible.
Tags: Catering, Clock, Cruise Companies, Cruise Ships, Event Planning, Homework, Many People, Meeting People, Meeting Planners, Meeting Rooms, Menus, Options, Passenger Cabin, Time Restrictions, Twists
22 Feb 10 Preparing Your Attendees for a Successful Meeting
Corporate meeting planners wear many hats, which sometimes includes making sure the attendees are well-prepared. Pre-meeting preparation is an important part of ensuring the meeting is effective and productive, and also allows the attendees to know what to expect and which materials, presentations or notes they may need to bring. Productive meetings that stay on task and on schedule reflect well on the meeting planner, even if the planner is not the one actually conducting business during the meeting.
Here are ways you can help your attendees prepare for a great meeting:
1. Distribute the agenda beforehand – Make sure that all attendees have an accurate agenda prior to attending the meeting. Since you will be including the date, time and location of the meeting on the agenda, this also works as an effective meeting reminder.
2. Make sure attendees have background information – Either distribute materials related to the meeting topic, or let the attendees know where they can find the information they need.
3. Give the attendees pre-meeting homework – Whether it is simply asking them to read the background material or asking them to prepare ideas or a presentation, assign pre-meeting tasks that will help the meeting run smoother and get participants involved in the process.
With a little preparation, your meeting participants will have a more fulfilling meeting experience and will have you to thank for it.
Tags: Attendees, Background Information, Background Material, Business Meeting, Corporate Meeting Planners, Date Time, Effective Meeting, Hats, Homework, Meeting Agenda, Meeting Planner, Participants, Presentation, Productive Meetings, Reminder
26 Jun 09 Ordering Break Beverages for the Stressed Out Planner
Here’s a quick multiple choice quiz: If you have 100 people attending an event, how much coffee should you order for a morning break?
A. Lots! People drink more than one cup.
B. 1 cup for around 90% of the expected attendance
C. Tear out hair and close event planner business
The correct answer may be C depending on how panicked you are about ordering food and beverage for your meetings, and A used to be the answer. However, if you want to save your client money and do your reputation a favor, choose B. Why? Not everyone drinks coffee, and coffee is much more expensive per pound than it used to be, so plan on anywhere between 80% and 90%. (more…)
Tags: Attendance, Attendees, Beverages, Choice Quiz, Client Money, Coffee, Correct Answer, Diligence, Event Planner, Food And Beverage, Homework, Little Bit, Multiple Choice, Participant, Price Per Gallon, Reputation, Sake, Soft Drinks, T Pay, Venue
17 Jun 09 International Meeting Planning Guide
As a meeting planner, chances are good that you will be faced with planning an international meeting at some point in your career. Although this can be a nail-biter of an experience for you, good contacts and communication can make the process go much smoother. Find these three potential allies to make your job smoother.
A Currency Expert
At some point you will need this friend in the money business. Use currency exchange specialists as often as you need so that you understand everything you need to about prices, hotel rates, and the cost of other necessities.
An Attorney
You should not sign any contract without the approval of an attorney who well-versed in international law. Make sure he or she answers all your questions and that you understand the contract before you commit to anything in it, especially if it involves large fines. (more…)
Tags: Allies, Citizens, Currency Exchange Specialists, Destination Country, Homework, Host Country, Host Culture, Hotel Rates, Job, Large Numbers, Meeting Planner, Meeting Planning, Money Business, Money Currency, Nail Biter, Necessities, Passports, Planning Guide, Relationship, Sensibilities, Visas
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