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Resources, Tips and the Latest News on the Meeting Planning Industry
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04 Feb 10 Engage Your Customer – Offer Them Benefits

Think quick. In 10 seconds, can you list the 5 key benefits you offer your customers?

I bet you said “Yes”. But are you sure you listed benefits? If you’ll bear with me for another 10 seconds, I’d like to test out a theory on you.

Recap your answers – maybe even write them down. Now list the 5 main things your meeting planning business does. In other words, what are your 5 core services? What are the 5 core features of your service?

If your first list looks anything like your second, chances are you’re mistaking features for benefits. As a result, it’s likely that your marketing materials aren’t engaging your customer. Customers don’t want to know what you can do. They want to know what you can do FOR THEM.

Don’t talk features – talk benefits. (more…)

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03 Feb 10 How to Hire the Perfect Keynote Speaker

The success of your meeting or event could hinge on how good your keynote speaker is.  Meeting and event planners need to have a good plan for finding great keynote speakers.  Here are some tips:

  • Establish the date, location and budget of your event. These factors will play an important role in determining the pool of keynote speakers available to you. Your date, for example, will affect which keynote speakers are available, whereas your budget will limit whom you can and can’t afford to hire. In order to save on the cost of the keynote speaker’s travel, you may want to consider the distance between where he or she resides and where your event will take place.
  • Determine the type of presentation you want and the time of day when it will take place. Some speakers are skilled at delivering workshops, while others excel at providing keynotes. After-dinner speakers should incorporate humor into their talks, where morning speakers should be energizing. (more…)
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01 Feb 10 How To Communicate Better With Body Language Secrets

"I don't let my mouth say nothin' my head can't stand." Louis Armstrong

If you want to build your meeting planning business, the key could be better communication with clients and vendors.  Learning how to communicate better has a lot to do with understanding body language.

Julius Fast wrote a book entitled, Body Language in 1970. He talked about a new science called Kinesics. It opened the way to more studies and books on the subjects. Today, the term Body Language is very common and understood as an important element of communication.

In fact, experts in the field of communication suggest that there is a rule that says that 7% of the meaning of what a person is saying comes from their words.

Interestingly, 38% is based on the tone of their voice. 55% of the meaning comes from the body language of the person that is speaking. This rule comes from research that was published in the late 1960’s.

Some now think that the percentages from this research might be slightly different. Nevertheless, the bottom line is still the same. If you don’t know the basics of body language, you are missing a valuable tool for learning how to communicate better. We speak body language on a subliminal level, without actually realizing that we are communicating through body talk. (more…)

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22 Jan 10 Serve Your Clients Better by Taking Care of Yourself and Your Staff

Providing absolutely stellar meeting planning services is your main goal, as it should be. That is the only way to keep your clients coming back for more and to encourage satisfied clients to refer others to you for your services. You read the trade mags, attend seminars, stay up-to-date on the latest industry news and constantly seek out new, innovative ways to wow your clients and continuously upgrade the meeting planning services you provide.

All of these things are essential to your success; however, all of the knowledge and new ideas in the world will not help your company reach its full potential if you and your staff are overworked, tired and on the brink of burnout.

Here are four things you can do to take care of yourself and your staff, which will result in happier workers and happier clients:

1. Reward yourself and your staff by implementing incentive travel programs.
2. Treat yourself and your staff to a day at the spa once a year, once a month or as often as your budget will allow.
3. During staff check-ins, don’t just ask about which deadlines have been met. Also ask how they are doing with their workload and stay updated on non-work goings-on that might influence their work-life balance.
4. While your staff might be small, company-hosted family picnics or outings are still a fun, effective way to let off steam and create a family-friendly work atmosphere.

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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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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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16 Dec 09 How To Save Money On Business Meetings and Conferences

One of the biggest problems that business meetings have is a loss of control over participants who would rather be at home cleaning their bathrooms. Even participants who enter a business meeting with good intentions can become bored and restless if machinery is malfunctioning or there are pauses in the presentation due to an agenda that isn’t working out as planned.

An interesting way to guarantee quick results at a business meeting is to hold your meeting in a place that offers desirable after-meeting entertainment options that cannot happen until all work is completed. When your meeting is composed of busy individuals who have someplace to be, they will settle down and do their best to be helpful towards finishing the work-at-hand in a quick and productive manner.

The art of combining a structured business trip with desirable participant activities requires some creative thinking and a calculator. In reality, a business meeting can be held in any appropriately outfitted conference room that comes complete with reasonably priced comfortable accommodations, choices in cuisine, and an easy-access location that allows for all transportation concerns.

Cruise ships have comfortable lodging, elegant varieties of free food, no transportation needs after reaching the point of departure, and an ideal conference room that is available with state-of-the-art equipment for passengers to use. These floating hotels also offer quality entertainment options, health spas, room service and space for traveling family members to enjoy themselves too.

With a few quick clicks on the calculator, it is easy to see how the price of a cruise meeting will beat the traditional lodging, restaurant, and transportation costs of a business meeting from many locations inside of the United States today. Even with airfares involved to get to the points-of-departure, with the vacation industry discounts being offered right now, a cruise can be the most economical way to conduct your next business meeting.

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14 Dec 09 Dear Santa, Bring Me A Cruise Meeting?

Dear Santa Boss,

I’ve been good this year. I didn’t really didn’t try to spill Larry’s coffee all over those horrible business meeting presentation packets; that mess was really just an accident even though everybody started to applaud. I really didn’t mean to make Larry cry either. Poor Larry…

Well, let me rephrase this. Santa? I’m not always good. But, it’s present time anyway?

All I want for Christmas this year is for my July business meeting to happen on a nice sunny cruise ship with free food, after hours entertainment, and an air conditioned conference room. Oh, and a hair dryer available in case I spill my coffee on important papers again. Larry would like it if I requested a hair dryer. See? I’m even thinking of others.

Please Santa Boss, sir? The cost of an incentive cruise is often cheaper than car rentals, motel accommodations, and restaurant food plus important time can be saved by having all meeting members corralled on the same cruise ship where they cannot get lost in traffic.

Just because some people use cruise ships for vacations does not mean that my trip on a luxurious cruise ship cannot be used for work. Conference-style meeting rooms are available on cruise ships that will fit everybody involved, and we can always pull the blinds in those conference rooms until the meeting is over if the windows offer a nasty ol’ scenic view. I promise not to look out of the windows!

So, can I please have a cruise ship for Christmas this year? I’m good. It will save the company money.

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10 Dec 09 Who Needs Money? Business Meetings Can Still Be Fun

When companies or organizations want to increase sales, production, or services, a common method of motivation is to give the players gifts that encourage them to have a positive attitude towards the hosting business. With today’s economy putting a crunch onto all types of promotional gifts, some smart companies are beginning to mix business meetings with unexpected pleasures for their deserving employees or clients.

The vacation trip industry has been hit hard by the spider-web of recent economical woes. At all levels, lodgings and vacation oriented transportation options are discounted to encourage participation. For company representatives that are searching for ways to spice up their next business meeting or conference plans now is the time to explore the possibilities of hosting the next meeting rendezvous at a traditional vacation destination.

Cruise ships and large vacation home rentals are both fun money saving options over traditional business meeting plans. When a group of people can be housed in the same location with room to work, there is no reason not to explore the options of placing your team into a working vacation situation while they are on the road to take advantage of the greatly reduced vacation plan savings that are being offered to travelers today.

The benefits of a cruise meeting includes free food, large comfortable conference rooms, and after-hours entertainments. The benefits found in luxury vacation homes include a whole nice home with multiple locking bedrooms and a working kitchen for cheaper prices than a motel bedroom. This year is a very good time to look into holding your next important business meeting at a desirable vacation spot getaway location.

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09 Dec 09 How To Beat The System On Business Lodging

Our economy stinks! Traditional business practices are being sliced and diced across the board when it comes time for business meetings or conferences. Yesterday’s Hilton lodging bills are today’s Motel 6 reservations, and all eyes are trained on the McDonald’s Dollar Meal menu as per diems shrink to fit into the new budgeting requirements.

Well? Don’t just sit there; speak up! When traditional methods are not working in any business situation, it is time to explore the options that are sitting outside of the box.

Lodging Logic:
 

  • It is often cheaper to rent a furnished luxury vacation home by the week than it is to rent hotel bedrooms by the night.
  • Luxury vacation homes come completely furnished with towels in the bathrooms, and locking bedroom doors.
  • Large vacation homes come with private pools, game rooms, jetted tubs, and other all other attractions that can be found in newer upper-class housing.
  • Luxury vacation homes have a fully equipped kitchen with new appliances and dishes in the cupboards. Guests just supply food if they would like to eat their meals at home.
  • Large vacation homes are in safe private neighborhoods where traffic, parking, and noise are not an issue.
  • Cheap large vacation home rentals are available in all areas of the world where the economy has crushed the real estate industry. New expensive vacant houses are being outfitted for overnight guests until they sell.
  • One low price is charged for as many guests as would like to stay on the premises in the large vacation home rentals.

When life hands out lemons, it is time to set up the supplied blender in a luxury vacation home kitchen to create your famous lemon chiffon dessert to share with your weekend roommates in your very own mansion.

Why rent a bedroom when the whole house is cheaper? And, for even more fun, these large vacation rentals are available near every tourist location on the planet. With proper planning, a discounted cruise ship can drop you off at your meeting destination with ease.

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