27 Oct 10 The Value of Meetings at Sea for Participants
When many people start planning meetings at sea they forget to remember that the meetings are as much for the company as they are for the participants. The participants are usually the main focus of the meetings at sea, so they should certainly never be forgotten in the shuffle. Here is how participants might view the value of a meeting at sea:
- It is a chance to get out of the office and away from the normal office routine – This is both good and bad, but it can be turned to the advantage of the host with proper planning. Do not simply hold meetings as normal aboard ship, hold exciting meetings with fresh coffee and fruit. Consider alternative meetings such as the spinning room, or one of the pools onboard the cruise liner. Keep business moving forward but strive to do so in a more relaxed manner.
- Time to see the world – The world is truly an amazing place and cruise ships get to see some of the best views ever. Scheduling a sunrise or sunset meeting while amazing views are available via the windows is a poor idea at best.
Tags: Advantage, Amazing Place, Cruise Liner, Cruise Ships, Focus, Fresh Coffee, Many People, Meeting At Sea, Nbsp, Office Routine, Participants, Pools, Poor Idea, Sea People, Shuffle, Spinning Room, Sunrise, Sunset
20 Oct 10 Cruise Meetings vs Hotels From a Meeting Planning Perspective
Planning meetings is a tried and true practice that evolves in large jumps more often than it does in small increments. The cruise meeting is a great example of this as it is an entirely new format that is barely a few decades old. Despite that many meeting planners do not truly understand the difference in planning cruise meetings, such as:
- Cruise meetings general come with a planning partner, the concierge – The concierge will help take care of a lot of the more basic tasks but they do need a head’s up. Your boss might drop last minute requests on you left and right, but it may not be something that you can pass on to the concierge. It never hurts to ask.
- Cruises are all inclusive, but space is limited – Space on a cruise liner is certainly limited, but it can generally be made available to those that ask. Try asking for restaurants to be booked during the cruise and disappointment will probably ensue. Ask for the same two or three weeks before departure (and before booking!) and you might be amazed at the results.
- There are plenty of things to do on a cruise, so ask for a schedule for your group – Cruise ships have activity directors that will be more than happy to handle creating mixers or other events appropriate for the meeting participants. This could include custom personal training the gym, massages for the top brass and special clients, or nearly anything else. Remember to just ask and you might be surprised at the answer.
Tags: Activity Directors, Boss, Concierge, Cruise Liner, Cruise Ships, Cruises, Decades, Disappointment, Group Cruise, Increments, Massages, Meeting Planners, Meeting Planning, Minute Requests, Mixers, Participants, Personal Training, Perspective, Restaurants, Top Brass
18 Oct 10 Meetings Not Productive? Consider Changing These 4 Ideas
When meetings between different departments, groups, or even entities start to become less productive then it is time to try some new techniques. Here are the top four ways to break through meeting roadblocks:
1. Consider a change of venue – Sometimes the same meeting places will produce the same results. This is especially true whenever the meeting is held at a non-neutral venue. Consider moving a meeting to a neutral venue if there is even the slightest possibility that the big deal is being held up because of some psychological slight regarding the demand that one party meet on the other party’s turf.
2. Consider a change of time – Some people are morning people, others are decidedly not morning people. If the meeting is being held in the morning then there is a possibility that mental juices are not flowing as fast as possible or that attitudes are not what they should be.
3. Consider a single-sided table – Sometimes a single-sided table reduces the subtle subconscious tendencies to view those sitting on the other side of the table as adversaries. Instead, everyone should be facing the same direction looking at a whiteboard or other presentation device to work as cooperative problem solvers.
4. Add an espresso shot or go with a half-decaf blend – If the meeting is seemingly held up by a lack of energy then give the coffee an extra boost of espresso. If the meeting is getting a little too serious, consider mixing decaf in with regular coffee to give the participants a little less edge.
Tags: Adversaries, Attitudes, Change Of Time, Coffee, Cooperative Problem, Entities, Espresso, Juices, Lack Of Energy, Meeting Places, Moving, Neutral Venue, Participants, Presentation Device, Problem Solvers, Roadblocks, Tendencies, Turf
18 Aug 10 Planning Meetings Abroad
Planning large scale international gatherings/meetings is complicated, but the fact that they are held abroad makes them even more complex. Here are some tips for planning the perfect meeting abroad:
- Start planning early – Planning early is the best way to get everything ready and prepared properly. Be sure to look around online forums and search engines to see if the venue(s) and/or hotel(s) being considered are reputable. Remember that reputable might mean different things to different people, and some countries allow establishments to rate themselves in terms of stars. Consider an all inclusive cruise meeting. Cruising to foreign ports is a great way to save money and still offer a fabulous itinerary.
- Passports and visas – Some countries have very laid back standards for entry, while others have very strict rules that are dutifully enforced. Know the rules of the country you plan on visiting and follow them fastidiously.
- Start slow – Jet lag is unpredictable, and thus it is best not to put critical meetings at the break of dawn on the very first day. Instead, schedule mixers and other light events on the first day and let the second day start a little slow.
- Book early – Let participants know what to expect in terms of jet lag, and suggest that people be on the ground and ready a day early. A few early bird cocktail mixers or other events could be held for these people, but remember the previous tip.
- Guides – A good host will prepare guides for their guests. Include basic language and custom tips when appropriate as well as a list of important numbers.
Tags: Basic Language, Break Of Dawn, Cocktail Mixers, Different Things, Early Bird, Establishments, Important Numbers, International Gatherings, Itinerary, Jet Lag, Laid Back, Online Forums, Participants, Passports, Ports, Search Engines, Strict Rules, Tip Guides, Venue, Visas
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
09 Aug 10 Keeping Group Cruise Planning Simple
Planning a group cruise can seem like a logistical nightmare at first, but is not actually a complex as it might seem on the surface. Follow these three basic tips to keep your sanity and composure while simultaneously planning a great group cruise:
- Create lockdown dates – If last minute changes drive you crazy, then eliminate them simply by letting everyone know that the cruise line has a lockdown date for final planning. This works even when cruise lines do not have such a date, or if you put your lockdown date a little bit ahead of theirs. Remember to stick to whatever date you provide participants via e-mail or memo.
- Get help – Most cruise lines have concierge services that can take a fair portion of the planning and logistics off of your shoulders, but they need to know what you want. It might be a good idea to contact the concierge service/planner and make a point of contact that can provide you with options and details that can be passed on to participants/decision makers.
- Have alternatives ready – If you suspect that Bob Jones from sales is going to request something that is unavailable, having an alternative that is acceptable is better than a no. Be sure to explore alternatives before using those terrible two little letters: N and O.
Tags: Bob Jones, Composure, Concierge Service, Concierge Services, Cruise Line, Cruise Lines, Decision Makers, E Mail, Group Cruise, Little Bit, Logistical Nightmare, Logistics, Minute Changes, Participants, Point Of Contact, Sanity, Service Planner, Shoulders, Terrible Two
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
23 Jul 10 Can Your Company Afford NOT to Hold Cruise Events?
If you have been looking at cruise meetings as an alternative that is not cost-effective, then you may be missing out on some of the math. Here is how you should be looking at the whole picture: even if your company does not pay for the meals and entertainment of participants at a meeting or event, then someone else might. IF given the choice between a cost effective cruise or a compensated hotel with continental breakfast, which would you choose? That’s right, you’d go with the cruise ship, and that is exactly what other people would do 9 out of 10 times.
When you consider all that cruise ships offer, they are truly a bargain destination for meetings. Those that look only at hotels and conference centers might forget this, and may be completely insensitive to the fact that they are actually costing their customers, partners, clients, suppliers, colleagues, or even branch offices to incur expenses simply to participate. This might be the cause of barriers to successful events and productive meetings, so be sure to evaluate your strategy carefully in this regard.
Also remember that cruise events are typically cost effective when measured against landlocked alternatives. The all-inclusive prices can often be lowered when booking multiple cabins, and there are plenty of compensated bonuses to be had. These bonuses, such as a massage in the spa, can be used as incentives to further enhance the profitability and success of a cruise.
Tags: 9 Out Of 10, Bargain, Colleagues, Continental Breakfast, Cruise Events, Cruise Ship, Cruise Ships, Hotels, Incentives, Massage, Math, Participants, Productive Meetings, Profitability, Regard, Spa, Success
19 Jul 10 How to get planning help by asking for it
If you are in charge of planning meetings and/or events for a company, you might quickly discover that is seems impossible to please everyone. This is certainly true, especially when those people all have wildly different expectations. There are ways to navigate this potential minefield, such as:
• Ask participants for feedback and suggestions on how to implement that – Sometimes people expect their meeting planning budget to go further. Show them the figures (if appropriate) and ask if they have any suggestions on how to do more with less. Be honest and do this without any emotional investment or hurt feelings for the best results.
• Always remind people of budget concerns – If participants wonder why the Starbucks coffee got replaced with a Cuisinart and some Folgers, just explain that resources are limited and ask for suggestions on further cuts or ways to do more with less.
• Anonymous tip box – Sometimes people are wary of leaving negative feedback, especially if their name is attached to it. Find a way to make an effectively anonymous method for providing feedback and chances are good that honest feedback will start flowing.
• Thank those with helpful hints and tips – Anyone that does take the time to provide tips should be heartily thanked. Anyone that has to swallow their pride and admit that their gripes were unfounded should be similarly comforted.
Tags: Anonymous Method, Anonymous Tip, Budget Concerns, Cuisinart, Emotional Investment, Feedback And Suggestions, Feelings, Folgers, Gripes, Helpful Hints, Honest Feedback, Meeting Planning, Minefield, Negative Feedback, Participants, Pride, Providing Feedback, Starbucks, Starbucks Coffee, Swallow
12 Jul 10 Choosing Destinations
When it is time to plan a meeting, there are plenty of possibilities. The brochures and promotional materials make sound arguments in favor of many different venues, but ultimately a single venue must be selected for a single event. Here are some ideas to help you effectively reduce the number of options being seriously considered:
• To go all the way or not – If you are too busy to plan every little detail, look for all-inclusive options that handle some or all of the planning for you. This can lead to significant time savings and surprisingly, as well as a tangible amount of money saved.
• Local or long distance – There are both local venues and venues in other cities. If all the participants are from your city, then a local venue might make sense unless travel and attendance is to be considered a perk. If customers are the focus of the meeting/event, then go where they are.
• By land or by sea – Do not discount cruise ships as venues for meetings and events. In fact, cruise ships make amazing destinations for many different kinds of events. Remember that cruise events are more appropriate for certain audiences and companies than other.
• Consider price – Price is important, but that makes apples to apples comparisons difficult.
Tags: Amount Of Money, Apples To Apples, Attendance, Audiences, Brochures, Cruise Events, Cruise Ships, Different Kinds, Discount Cruise, Long Distance, Meetings And Events, Might Make Sense, Participants, Possibilities, Promotional Materials, Significant Time, Sound Arguments, Time Savings, Venue
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