Midwest Meetings Winter 2008

6 Midwest Meetings winter 2008

Winter 2008 Table of Contents continued

67x A Vast Market Take another look72x Faithful Followings When everything is changing76x Volunteering Spirit If you need a helping hand78x Making a Difference When there is a need

by Shadia Cook

80x Gathering Place The Midwest plays host82x A Champion of Causes Sharing in fellowship

by Shadia Cook

Special Feature Sections

32x Matchless Midwest Where you should look40x Always Ask Dont forget to find out

44x Above Amazing When you need something newby Shadia Cook

48x Mean Machines On the open road

www.MidwestMeetings.coM 7

> > S I X U N I Q U E O P T I O N S N O W AVA I L A B L E AS O N E .

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OAK-28244_MidwestMeetings.indd 1 10/30/08 10:43:31 AM


Philip W. Arbuckle, CMP

MM: How long have you been involved with the industry?

PA: I have been involved in international meeting and convention

planning since 1983. That was before most offices had desktop

computers; we had to deal with a mainframe. But when I look back,

perhaps I was always meant to be a meeting planner.

When I was in the first grade, I planned a party, designing

invitations and hand-delivering them at school. I planned the

activities on a chalkboard and arranged chairs and games in the

garage. The only problem was I forgot to get permission from my

parents. When children started arriving, my mother stepped up and

took charge. When they left, I was in big trouble. I dont remember

the punishment, but I remember the thrill of planning an event

and drawing a good crowd.

MM: How did you land your first planning job?

PA: I was an auditor for a large company that went bankrupt. I had

only been out of college a year and was a little concerned about

finding a job. My travel agent told me she was leaving to work at an

agency closer to home. I asked for an introduction to the manager

and promptly asked if I could fill the vacancy.

After a few years as a travel agent, a friend who worked in the

meeting planning department asked if I would transfer to that

department and help her with a large group - 2,000+ people taking

over a mountaintop retreat for a week. I did and found out I loved

project-based management.

I keep the 400-page operations manual that detailed every

specification for that meeting as a memory of where my career

began and how far new tools have taken us.

MM: What were some of the early career surprises you

experienced?

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PA: I was surprised by the incredible amount of detail, planning

and endless hours of hard work that went into a program. I also saw

the potential for standardizing and automating basic processes that

make it all a bit more manageable.

MM: Can you share one lesson learned along the way?

PA: Ive always worked with international meetings, and there

are times when I communicate across language and social barriers

with few words, and then there are times when words just dont

adequately express concepts. Ive learned to go slow, be precise,

watch for signs of recognition or confusion, and request frequent

feedback to make sure we are all on the same page. Ive been touched

deeply by simple gestures that have sealed lifelong friendships in

the industry and had to work hard and long to overcome simple

miscommunication.

MM: What are the top three tools you use today which help you

in your career?

PA: What would I do without email, web-based collaboration tools

and software? My newest friend is web-based project collaboration

tools that allow me and my clients to store and trade files, track

project milestones, due dates, responsibility charts and a host of

critical items from a private, password-protected webpage.

Isabelle Behm


IB: Just under five years.


IB: It was a transition from our work assisting clients with employee

recognition. Our first planning job was an employee and client

recognition event.


experienced?

IB: Understaffing an event! Ive learned you can never have

enough talented staff onsite with you. Second to that would be

being prepared for anything and everything!


IB: When working with volunteer committees to plan an event,

be prepared to follow up often, and be ready to be strong in your

facilitation and leadership skills in the planning meetings.


in your career?

IB: ISES membership and meetings, comfort and mastery of an

Excel spreadsheet, a pool of qualified freelancers and industry

contacts to draw from 24/7.

Lori Riggs, CMP


LR: 15+ years.


LR: I actually started out as a volunteer planning a variety of

different programs and events. It wasnt until I planned my largest

event as a volunteer - a holiday party for 200 guests - that I realized

I wanted to do this type of work for the rest of my life.

Living in Western South Dakota at the time, I didnt have any

luck finding a job, so I went back to school. Following graduation

with a degree in Meeting Management from Northeastern State

University in Tahlequah, OK, I landed my first planning job as

conference manager for a nonprofit organization in Omaha, NE.


experienced?

LR: I remember having to help a professional speaker calm down.

This speaker was acting as an MC for the awards event and was

very concerned he would not recognize a certain VIP correctly

when it was unknown until the last minute if the VIP would make

it to the event or not. The speaker seemed to have a meltdown

right before the event began. I just talked to the speaker quietly in

a calm voice, and that helped the speaker relax. At the last minute,

the VIP arrived, and I was able to tell the speaker before going on

stage.

A second surprise: always be prepared to have a copy of all the

presenters presentation in case they forget to bring their own. No

matter how much you communicate with people, they sometimes

forget or dont read at all. I was prepared, and it wasnt a problem.


LR: No matter how hard you work to put together a great event,

there will always be someone who finds fault in it. It is important

to realize there is no way you can make everyone happy and meet

every single persons needs. You must do the best you can, consider

ideas and comments from evaluations and move forward. Ive seen

instances where the person suggested an idea for the event and that

idea was already in place somehow, they missed it.



in your career?

LR: Since the beginning, Ive done the following:

1) Envision your event in your mind by walking through every

area to find out what is missing or needs to be done. Do this

with every event within the event, as well - the opening session,

tradeshow events, breakouts, etc.

2) I put together a meeting specifications document created in

Word with three columns: date/time, event, details. This document

includes everything about the event - stage set, audiovisual, food

and beverage, speaker, topic, room assignment and more.

3) Never stop learning. Read industry publications, attend

industry conferences, become involved in industry associations to

learn from and network with other professionals.

Jim Bailey, CMP


JB: I have been in the industry for 17 years. I started my career at

Marshall Fields as a visual designer. I got involved in the events

side of the business when we would plan for Santas visit to the

Walnut room and also during large nonprofit fundraisers that would

hold their gala down the main lobby of the State Street store.


JB: A friend told me about an up-and-coming florist who was so

busy that he needed an assistant. He was very talented and his work

well known. I met him, and he created a position for me. I worked

for that company for over five years, where we did some amazing

corporate and social events.


experienced?

JB: There is no such thing as having your weekends free. You

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Where you should look

Photo credit: Cedar Point Amusement Park and Resort

Unusual venues throughout the region. What they offer meeting groups.


What is the #1 reason a planner should choose the theatre?

The Fargo Theatre is truly rare and unique in its facility and

its programming, Bailly says. We are anxious to work with groups

individually to give them the best possible Fargo Theatre experi-

ence.

TrainsGive your group the chance to meet, eat and travel in style by

holding your event on a train. On the Star Clipper Dinner Train in

Walled Lake, MI, planners can wine and dine attendees with a five-

course meal prepared on-board. Table-side comedy performances

take place during the three-hour ride. Private train cars are available

for meetings and events.

UniversitiesWhen it comes to learning and training, a universitys scholarly

atmosphere can add just the right ambience. Iowa State University

in Ames, IA, was rated as one of Americas 25 most beautiful cam-

puses in The Campus as a Work of Art. It serves up beautiful meeting

spaces as well, offering several facilities year-round and some during

summer months. Catering is available in all meeting facilities.

WineriesTake advantage of a popular group activity and have your event,

too, at a Midwest winery. At Oliver Winery in Bloomington, IN,

planners can arrange for group luncheons, tours and other weekday

gatherings, as well as private after-hours events. The winery boasts

strong working relationships with local caterers and musicians, and

offers extensive outdoor gathering areas for groups.

ZoosIf your group is a little on the wild side, bring them to a zoo. At

the Henry Doorly Zoo in Omaha, NE, groups can meet and greet

with members of the animal kingdom in a variety of event spaces.

Outdoor picnic areas and indoor event facilities are available. Ca-

tering is offered onsite, and planners can also schedule an Animal

Ambassador to bring an up-close-and-personal wildlife encounter

into a meeting or event.

Entertainment at the Fargo Theatre in Fargo, ND.


Dont forget to find out

T o the creative-minded meeting or event planner, all the world is a stage. Every room can hold a group. Every landscape can come alive. Every nook and cranny holds potential.

A banquet on the roof of a skyscraper, a training session in a

cave, a teleconference in a helicopter Your group can gather

anywhere, in practically any venue in the world. But, before they

do, you must be sure the location offers what you need to achieve a

successful experience for your attendees.

Depending on the nature of your meeting or event and the type

of location youre considering, you might need to think ahead and

arrange for a few of the basics. For example, high-speed internet

access might be hard to come by if youre holding your seminar at a

19th century living history site. LCD projectors and other audiovisual

equipment might not be readily available if youre holding a board

conference on a chartered boat. Standard plumbing is likely to be

scarce if youre treating your corporate sales team to an adventure

weekend in the middle of the wilderness.

When working with non-traditional venues, it is important to

carefully consider the existing capabilities and determine whether

you need to bring in additional equipment or services to make your

meeting work. Look at the space, the layout and the technology,

and ask yourself the following questions.

1. Does the venue have designated meeting or event space?

Many non-traditional venues offer special event space for

groups, but this is not always the case. Find out if the venue

contains standard meeting rooms or other facilities onsite that are

used specifically for groups. If such facilities are available, find out

which services and equipment come along with the space.

2. What type of lodging is available?Depending on the type of venue, it might not be designed for

overnight stays. If accommodations are available, they can include

a wide range of options, such as nearby hotels, bed-and-breakfast

rooms, dormitories, cabins or camping grounds, among others.

3. What type of food service is available?A unique venue might employ an onsite caterer or have an

exclusive outside caterer who provides service for special events.

In other cases, food service might be available through an onsite

restaurant or kitchen - or it might not be available at all. Find out

if you can hire your own caterer to come to the venue.

4. Is internet access provided at the venue?

Depending on the type of meeting or event and the nature of

the activities or experience planned, this might not be an issue.

However, many unique venues are not wired for internet. Even

if your meeting does not require a connection, attendees might

expect to be able to check email on their laptops. Find out ahead of

time if service is provided.

5. Is audiovisual equipment available onsite?

Non-traditional locations might not be equipped with standard

meeting gear such as podiums, lecterns, microphones, projectors,

flipcharts or other items. In many cases, if this type of equipment is

needed for your meeting or event, it might be necessary to rent or

bring your own.

6. Can you set up your own equipment, signage, seating, etc?

Some venues might be available on an as-is basis or have

20 questions on venue capabilities.


When you need something new

by Shadia Cook

Castle Farms in Charlevoix, MI.

Special venues = spectacular events. Points to remember when planning.

For some groups, the costs of typical meeting and event venues have become prohibitive, resulting in a need for something new.


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Town & Country

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Within walking distance of Historic Downtown Branson and Branson Landing, guests can enjoy 450,000 square feet of retail shops, restaurants, marinas and boardwalk. The Branson Convention Center is also located within easy driving distance of several championship golf courses, lakes, museums, theme parks and 49 live entertainment theaters.

Ideal for any size event and gathering from national and regional trade shows and conventions, to religious symposiums, corporate meetings, public expos, and large-scale entertainment events the Branson Convention Center has it all.

Bring it all together for your next event at the Branson Convention Center.

WHERE IT ALL COMES TOGETHERWHERE IT ALL COMES TOGETHERBRANSON CONVENTION CENTER

The Branson Convention Center o ers the latest in cutting-edge meeting technology including LCD screens outside every meeting room, video conferencing, optional

TECHNOLOGYTECHNOLOGYThe Branson Convention Center o ers the latest in cutting-edge meeting technology TECHNOLOGYThe Branson Convention Center o ers the latest in cutting-edge meeting technology every technological need.

Breathtaking design welcomes guests into a comfortable setting of beautifully rich architecture. Events held in the 23,000 square foot ballroom are accentuated by a

STYLESTYLEBreathtaking design welcomes guests into a comfortable setting of beautifully rich STYLEBreathtaking design welcomes guests into a comfortable setting of beautifully rich make any event truly one-of-a-kind.

Within walking distance of Historic Downtown Branson and Branson Landing, guests can enjoy 450,000 square feet of retail shops, restaurants, marinas and boardwalk. The Branson

LOCATIONLOCATIONWithin walking distance of Historic Downtown Branson and Branson Landing, guests can LOCATIONWithin walking distance of Historic Downtown Branson and Branson Landing, guests can golf courses, lakes, museums, theme parks and 49 live entertainment theaters.

Ideal for any size event and gathering from national and regional trade shows and conventions, to religious symposiums, corporate meetings, public expos, and

MEETINGMEETINGIdeal for any size event and gathering from national and regional trade shows MEETINGIdeal for any size event and gathering from national and regional trade shows

Midwest Meetings Winter 2008

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