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Resources, Tips and the Latest News on the Meeting Planning Industry
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26 Jul 10 Themed Events, Colors, and Relaxation Are All Important Aspects to Consider

Companies do not have to ensure that all meetings and events are completely bland and uninteresting, even if that does have a certain old-guard appeal. Instead, consider the possibility that meetings can have elements of a party and that events could be given a theme to follow. The following ideas are not necessarily appropriate for all businesses at all times, but they may just make the daily grind a little less stressful for some:

• Holidays can be fun – Holidays can be fun, but do not go overboard. Not everyone seems to agree that celebrating holidays is fun, and some people seem more interested in complaining about cultural and religious influences than they do on having a good time. Colored napkins and other basic items that lack iconography could be appropriate and thematic.

• Colors for other purposes – There are many different non-holiday applications for colors as well. Colors can be chosen by departments or as part of promotions, and placing those colors everywhere can help build a sense of visual continuity.

• Events – Remember to take a break from the norm and relax a little bit. Some companies have discovered that short rest periods built into meetings or other events actually improve productivity instead of taking away from productivity as one might normally assume.

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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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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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25 Jan 10 Adding Unique Additions to Your Meeting Planning Services

Every meeting planner needs a niche. While you are sure to continue getting clients when offering generic meeting planning services, finding a niche or offering something a little different to your clients is the best way to really make a name for yourself and stand out from the masses of meeting planners in the industry.

You may choose to cater to a specific type of corporate clients, to become well-known as a green meeting planner, become famous for your ability to plan exceptional international meetings or become the go-to planner for companies looking for exceptional quality on a budget. Whichever type of niche you choose, specializing is a great way to make your job easier, focus on work that you truly enjoy and increase awareness of your meeting planning services.

When it comes to adding special services to your meeting planning, it could be as simple as offering something inexpensive and easy to organize, such as an opening meditation with a meditation instructor. Meditation instructors are easy to find in just about any meeting destination and can help meeting attendees center themselves before getting down to business.

This is a great way to assist attendees in setting aside outside stresses and refraining from thinking about everything else going on in their lives so that they can focus on the task at hand. This will also improve productivity during the meeting, which will please your client, make the event memorable and make you look even more effective as a planner.

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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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23 Jul 09 Doing Your Part for the Economy–Stay a Planner!

With meetings being canceled left and right and critics pointing fingers everywhere but at themselves, it’s hard to justify sticking with it. Planners in every field are suffering, including festival and wedding planners. The world is a hotbed of anxiety and judgmental voices seem to take up residence in everyone’s head these days.

However, if you are a meeting planner who wants to make a difference, the best thing you can do is stay where you are and help our industry regain its rightful place in the business world. There are some things you can do to motivate yourself to stay with it through the tough times. (more…)

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