14 Sep 09 “No-Show!”
No meeting planner likes to hear those words, especially when it comes to a speaker. It means that there is a disaster in the making–unless she has made contingency plans. Here are some ways to make sure that your event has a speaker, and on time.
Contract Clauses
Make it part of your contract with a speaker that he or she will provide a replacement in the event of absence. Make sure you have all the pertinent information about the replacement’s travel plans, contact information, etc., as you would have for the original speaker.
Web Speeches
Make an agreement with your client that if an important speaker gets grounded in another city, he can make himself available by webcast. Set this up in advance so that you don’t have to scramble at the last minute, which almost ensures failure under these circumstances.
Prerecordings
Another possibility may be a pre-recorded speech. Nothing is quite the same as a personal appearance, but if an airport is socked in from weather problems and a webcast gets rubber out for one reason or another, you have one more backup plan.
Last Minute Local
Every town has great speakers, even small towns with no Toastmaster club. There are two ways to approach this possibility: either get the local to deliver the other speaker’s words, or have them deliver their own.
There are no doubt many more ways to approach this problem that exceed the scope and depth of this humble blog. Do some mind-storming and be prepared.
Tags: Absence, Backup Plan, Blog, Circumstances, Contingency Plans, Contract Clauses, Disaster, Failure, Last Minute, Meeting Planner, No Doubt, Personal Appearance, Scope, Speakers, Speeches, Time Contract, Toastmaster Club, Two Ways, Weather Problems
07 Jul 09 In Support of Meetings
It may sound like a self-interest broken record, but meetings are good for the economy despite what many may think. The next time someone maligns your line of work as a meeting planner and tells you meetings are a waste of taxpayer’s money (in the case of bailout companies), here are some arguments in your favor.
“I’m helping local communities.”
When a meeting comes to town, money is spent. It may not be evident right away, but there is more changing hands than the money you as a planner dole out for meeting space, hotels, and details. The participants will visit local restaurants, they will shop, they buy souvenirs, they leave tips, they go on short expeditions within the town–all this an more contributes to the local economy. (more…)
Tags: Bailout, Changing Hands, Ears, Economy, Event Planner, Expeditions, Government Efforts, Government Guidelines, Helping The Environment, Local Restaurants, Lots Of Money, Meeting Planner, Meeting Time, No Doubt, Participants, Planners, Public Image, Real Estate, Self Interest, Souvenirs
05 Jul 09 Creating an Idea Factory
When you have an event to plan, the last thing you want to do is run out of ideas. Here are some ways to ignite the creative fires when you’re tired, pressed for time, or your creativity is running on fumes.
Map It
Word your problem concisely–three words or fewer–and write it in the middle of a large sheet of paper. Place related words or concerns around it and connect anything that is related with a line. Continue doing this in layers until you hit the right word or term. There is software that will help you do this if you would rather be on the computer. Do a web search for “mind mapping software” and related terms. (more…)
Tags: Candy, Creative Fires, Creative Problem, Creativity, Exercise, Experiences, Maple Syrup Factory, Mapping Solution, Mind Mapping Software, Music, New England, No Doubt, Participants, Possibilities, Right Solution, Running On Fumes, Synesthete, Web Search, What The Heck
24 Jun 09 Getting With the Green Program
There’s no doubt about it–the word “green” has taken on new meaning over the last 20 years, and everyone is concerned about it. There is even a lot of talk about green meetings, and at some point you as meeting planner are going to come face to face with some very specific client concerns about them. Here are some things to think about when planning a green meeting.
Green Hotels
Hotels are becoming more energy conscious, and many of the new hotel buildings are LEEDS certified. From solar panels and recycled/recyclable materials to geothermal and wind power, hotels are looking for ways to become more energy–and cost–conscious. In fact, many of them will help you find ways to make your meeting more environmentally responsible, and even have cost-effective organic food offerings as well as a no-phone book policy. (more…)
Tags: Client Concerns, Disposables, Finding Travel, Food Offerings, Going Paperless, Hotel Buildings, Leeds, Local Products, Mass Transit, Meeting Planner, New Hotel, No Doubt, Organic Food, Phone Book, Recyclable Materials, Recycling, Solar Panels, Stamp Of Approval, Travel Options, Venue
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