-
t o day s AG E N DA 8:30-8:45 a.m. Registration, breakfast
nibbles and
networking
8:45-9 a.m. PYM Live orientation
9-9:15 a.m. Welcome to PYM Live Denver
9:15-9:30 a.m. Bite-sized education: Top F&B Trends with
Kristi Casey Sanders
9:30-10:45 a.m. Speed-networking meetings
10:45-10:55 a.m. Break
10:55-11 a.m. Exercise Bytes fitness break
11 a.m.-12 p.m. Networking reception & scheduled 1-on-1
meetings
12-1 p.m. Planner education: Why No One Used Your Event Tech
with Jordan McArthur
12-1 p.m. Supplier roundtable: Industry Challenges &
Solutions
1 p.m. Door prizes & goodbyes, tours of Coors Field
depart
SHARING = CARING!Several door prizes will be given away based
on
social interactions, so tag your tweets, pics and posts with
#YAYPYM and share thoughts
and pictures on Topi.
PYM Live DenverSites & BitesHOSTED BY PRODUCED BYPRESENTED
BY
-
S P E A K E R B I O S
EVAN CASEYs primary focus has been to grow the client and
consumer base of PYMs business-to-business model. He joined the
company in 2000, shortly after graduating college and immediately
helped PYMs sales territory expand from the Southeast to the
Southwest. After breaking open several new markets for PYM, he rose
from the ranks of sales rep to publisher and ultimately VP of Sales
& Marketing.
Under his leadership, PYMs buyers have evolved from a handful of
Atlanta-area hotel accounts to include a nationwide portfolio of
hotels, resorts, destination marketing organizations/CVBs and
products/services. On the audience development side, Evan has
helped nurture and grow PYMs local audience into a national
community comprising more than 110,000 corporate, association and
professional planners. His attention to detail and dedication to
sustainable growth and sales techniques have helped make PYM a
valued, nationally recognized brand.
JORDAN MCARTHUR (content marketing manager at Guidebook Inc.)
spends all day every day thinking about events and meetings and
writing useful articles to help planners be even better at their
jobs. As editor of the popular Guidebook Event Planning Blog,
Jordan has worked with planners from every corner of the industry
to create compelling content and valuable resources. In addition to
spreading Guidebooks goodwill, he helps planners brainstorm ways to
effectively market their event tech.
KRISTI CASEY SANDERS, DES, is an award-winning writer and
creative director whos covered the meetings industry since 2003. As
VP of Creative/Chief Storyteller of Plan Your Meetings, a free
educational resource for meeting and event planners, she works to
empower, educate and inspire the unsung heroes of the corporate
world and help them find the resources, ideas and technical
knowledge they need to plan better meetings and events through PYMs
digital content, social communities and PYM LIVE Events. You can
follow her on Twitter @PYMLive and @KristiCasey. Plan well and
prosper, friends! #yaypym
M A K E T H E M O S T O F YO U R N E T WO R K I N G T I M E
TOPIWant to know who you should meet while youre here? Download
our free conference app, Topi, available for Apple, Android and
Windows mobile devices. Connect it with your Facebook, LinkedIn or
other social profiles, and
it will show you whos here based on how much you have in common.
It will let you rate exhibitors, request appointments with people,
and take notes on people you meet. Topi also contains the digital
show program, certificates of attendance and polls from our
speakers. Scan the QR code for your device below to download the
Topi app, and enter the code PYMDEN15 to see the event even after
you leave us today. (Want to know something cool? Topis app
dashboard also powered our event website and registration.)
For more information, contact Eric Francois | 866-659-8674
[email protected] | topi.com | @topi
notes S P E A K E R S
Evan CaseyVP of Sales and Marketing
Plan Your Meetings
Kristi Casey SandersVP of Creative/Chief
StorytellerPlan Your Meetings
Heres a list of upcoming 2015 PYM LIVE Events to tell your
friends about! Aug. 25 Hilton Dallas / Plano Granite Park Sept. 24
The Wayfarer, New York Nov. 17 JW Marriott Houston Dwtn#yaypym!
Jordan McArthurContent Marketing
Manager Guidebook, Inc.
PYM LIVE DENVER | JULY 30, 2015
Ez.com/pymapple
iPhone/iPad
Ez.com/pymandroid
Android
Ez.com/pymwindows
Windows mobile
-
AN UNCONVENT ION C ENTER
PLAN AN UNFORGETTABLE EVENT AT COORS F IELD BALLPARK IN DOWNTOWN
DENVER.
STUNN ING ARCH I T EC TURAL S PACES W I TH MOUNTA IN V I EWS
,
I N TH E H EART O F D ENVER S V I BRANT C I T Y SC ENE .
I NDOOR AND OUTDOOR OP T IONS TO SU I T YOUR ST Y L E , T H EME
& BUDGET.
F I R ST- C L ASS CAT ER I NG AND IMP ECCABL E S ERV I C E A
LWAYS .
MENTION THIS AD FOR A FREE SCOREBOARD MESSAGE $500 VALUE!
303-312-2511 [email protected]
www.rockies.com/events
PYM_coors_field_ad.indd 1 3/6/15 3:48 PM
-
PLANYOURMEETINGS.COM
notesE V E N T H O S TCOORS FIELD Located in the heart of
downtown Denver, Coors Field boasts a wide variety of unique,
private event spaces with breathtaking views and fabulous dcor.
With more than 100,000 square feet of indoor and outdoor event
spaces, Coors Field is sure to have a space to accommodate your
group. Cocktails on the Warning Track, holiday parties in the
Mountain Ranch
Club, corporate meetings in the Super Suite Conference Center or
trade shows on the Main Concourse are just some of the many options
available.
With Coors Field Ballpark Private Events, youll enjoy much more
than ballpark food our experienced culinary staff will create a
memorable and tantalizing menu that is sure to hit a home run with
you and your guests.
Teneil Hartley | 303-312-2511 | [email protected]
colorado.rockies.mlb.com/col/ballpark/coorsfield_events/event_spaces.jsp
| @Rockies
T I T L E D S P O N S O R
COLORADO SPRINGS CVB Nestled at the base of Pikes Peak Americas
Mountain, Colorado Springs is easy to get to and full of life,
culture and activities. Home to the U.S. Olympic Committee and U.S.
Air Force Academy, the
city creates a higher ground to refresh, discover and network.
Hot air ballooning, ATV tours, rock climbing or angling the gold
medal waters of the Arkansas River are opportunities to connect
with the prominent beauty of the area. Enjoy more than 55
attractions and activities before or after your event. Enlist the
help of the award-winning staff of the Colorado Springs CVB. Start
planning at VisitCOS.com/Meet
Kathy Reak | 719-685-7632 | [email protected] | visitcos.com |
@VisitCOS
E V E N T P R O D U C E D BY
PLAN YOUR MEETINGSEverything we do is designed to educate,
empower and inspire meeting professionals and connect them to the
resources, people
and ideas they need to create better meetings and events. Think
of us as your best friend in the industry. If you need ideas,
resources, hotel rooms or education, visit us at
PlanYourMeetings.com, connect with us on social networks and ask us
to connect you with PYM Partners who want, value and respect your
business. Plan well & prosper, friends! #yaypym
Claudia Madigan | 678-837-4027 |
[email protected] planyourmeetings.com |
@planyrmeetings
T E C H S P O N S O R S
CATCHBOXWhether you are planning to host a conference, meeting
or lecture, the Catchbox can help you make your next event
memorable and productive by getting audiences engaged and part of
the conversation.
Pyry Taanila | +35-840-043-5459 | [email protected]
getcatchbox.com | @thecatchbox
Byteson-demand fitness breaks
EXERCISE BYTESX bytes are on-demand video fitness breaks for
meetings, training events, conferences and work-
places. This new and innovative technology keeps people alert,
entertained and energized at learning events. The breaks are brief,
sweat-free, tailored for participants wearing business attire and
for use at their seats. Each of the video breaks integrates easily
into the agenda as energy boosters when energy levels are low
(mid-morning and mid-afternoon), time fillers to fill unplanned
gaps and social icebreakers that build camaraderie. Videos can be
corporate-branded to attract sponsorship revenue.
Kim Bercovitz, Ph.D. | 855-892-9837 | [email protected] |
x-bytes.com | @xbytes
-
YOUR #1MEETINGSDESTINATION
VISITCOS.COM/MEET
YOUR #1MEETINGSDESTINATION
VISITCOS.COM/MEET
VISITCOS.COM/MEET
YOUR #1MEETINGSDESTINATION
-
PYM LIVE DENVER | JULY 30, 2015
notes T E C H S P O N S O R S ( C O N T I N U E D )ITM MOBILEWe
all know that to make an event successful, we have to make the
attendees happy! If the attendees are happy theyll come back, which
in turn attracts exhibitors/vendors and sponsors who are
targeting
this audience. At ITM Mobile we have designed our solutions with
this in mind, and provide apps that are ideal for conferences,
events, expos and trade shows where engagement and interaction
between organizers, sponsors, speakers, exhibitors and attendees is
critical before, during as well as after the meeting.
Thomas Hallin | 917-327-5186 | [email protected] |
itmmobile.com | @itmmobile
PYM+Experience the magic of augmented reality with Plan Your
Meetings PYM+ app for Apple and Android devices (ez.com/pym-
plusapple and ez.com/pymplusandroid). If youre interested in
enhancing your company materials or show guides with augmented
reality content, let us know. We can create custom channels as well
as develop APIs you can embed into existing company or event
apps.
Evan Casey | 404-405-7667 | [email protected]
planyourmeetings.com | @pymlive
PYM DANCE CARDUse this space to make appointments with people
youd like to follow up with during the
11-11:57 a.m. free networking time. Feel free to block off as
much time as you need.
START STOP NAME PLACE
11 a.m. 11:07 a.m.
11:10 a.m. 11:17 a.m.
11:20 a.m. 11:27 a.m.
11:30 a.m. 11:37 a.m.
11:40 a.m. 11:47 a.m.
11:50 a.m. 11:57 a.m.
Take a bio break, grab some lunch and rejoin us for
education.
Tours of the venue will depart at 1 p.m.
-
The only solution that connectseveryone at your event
[email protected] for a free demo
@topifacebook.com/topiapp
Geo-fencing
Questions & feedbackProle searchInterest group chats
LinkedIn Connect
Social network integration
TranslationsBroadcasts
In-app sponsorship
Dynamic agenda
Content sharing
and many more
Topi makes it quick for conference participants to nd and
connect with each other
-
PLANYOURMEETINGS.COM
notesI N - S TAT E PA R T N E R S & R E S O U R C E
SBRECKENRIDGE TOURISM OFFICEContact: Donna Horii Phone:
970-453-5068 Location: Breckenridge, Colo. Email:
[email protected] Web: gobreck.com Twitter: @GoBreck
CHEYENNE MOUNTAIN RESORTContact: Gineau Grandmain Phone:
719-538-4036 Location: Colorado Springs, Colo. Email: ggrandmain@
cheyennemountain.com Web: cheyennemountain.com Twitter: @CMRCOS
COORS FIELD*Contact: Teneil Hartley Phone: 303-312-2511
Location: Denver, Colo. Email: Hartley-Teneil@ aramark.com Web:
colorado.rockies.mlb.com/col/ballpark/coorsfield_events/event_spaces.jsp
Twitter: @Rockies
COLORADO SPRINGS CVB*Contact: Kathy Reak Phone: 719-685-7632
Location: Colorado Springs, Colo. Email: [email protected] Web:
visitcos.com Twitter: @VisitCOS
THE CURTIS HOTELContact: Paige Herbruck Phone: 720-889-4725
Location: Denver, Colo. Email: paige.herbruck@ thecurtis.com Web:
thecurtis.com Twitter: @thecurtishotel
DEVILS THUMB RANCH RESORT & SPAContact: Thad Carlson Phone:
303-877-0227 Location: Tabernash, Colo. Email: tcarlson@
devilsthumbranch.com Web: devilsthumbranch.com Twitter:
@DevilsThumbRnch
ESTES PARK EVENTS COMPLEX, TOWN OF ESTES PARKContact: Karen
Lynch Phone: 970-577-3956 Location: Estes Park, Colo. Email:
[email protected] Web: estesparkeventscomplex.com Twitter:
@TownofEstesPark
HERMES WORLDWIDE CHAUFFEURED SERVICESContact: Kevin Hedican
Phone: 303-577-7611 Location: Denver Colo. Email: kevin@
hermesworldwide.com Web: hermesworldwide.com Twitter:
@hermesworldwide
THE SKY HOTEL Contact: Connie Power Phone: 970-429-7807
Location: Aspen, Colo. Email: connie.power@ theskyhotel.com Web:
theskyhotel.com Twitter: @skyhotelaspen
THE STANLEY HOTELContact: Greg Schooler Phone: 646-256-5244
Location: Estes Park, Colo. Email: gschooler@ stanleyhotel.com Web:
stanleyhotel.com Twitter: @StanleyHotel
TELLURIDE CONFERENCE COLLECTIVEContact: Allison Grassetti, CMP
Phone: 970-728-7432 Location: Telluride, Colo. Email: agrassetti@
tellurideskiresort.com Web: tellurideconference.com Twitter:
@TellurideCC
UNSER KARTING & EVENTSContact: Kelsie Hutchinson Phone:
720-484-4408 Location: Denver, Colo. Email: [email protected]
Web: unserkarting.com Twitter: @UnserKarting
VAIL RESORTS MEETINGS & EVENTSContact: Ellen Collins Phone:
303-881-7167 Location: Broomfield, Colo. Email:
[email protected] Web: vailresortsmeetings.com Twitter:
@SnowDotCom
VISIT VAIL VALLEYContact: Tina Schwab Phone: 970-477-4007
Location: Vail, Colo. Email: [email protected] Web:
visitvailvalley.com Twitter: @VailonSale
WYNDHAM VACATION RENTALS MOUNTAIN COLLECTIONContact: Annie
Campbell Phone: 970-547-3205 Location: Steamboat Springs, Colo.
Email: annie.campbell@ wynvr.com Web:
wyndhamvacationren-tals.com/vacation-rentals/groups-meetings/index.htm
Twitter: @Wyndham_Rentals
* Indicates PYM Live Denver event sponsorship
O U T- O F - S TAT E PA R T N E R S
CAESARS ENTERTAINMENTContact: Brian Crumby Phone: 702-806-7918
Location: National Email: [email protected] Web:
caesarsmeansbusiness.com Twitter: @CaesarsMeetings
FOREVER RESORTSContact: Janna Timm Phone: 972-922-6779 Location:
Midwest Region Email: JTimm@ southforkranch.com Web:
travel-forever.com Twitter: @southfork_ranch
GUIDEBOOKContact: Katherine De Leon Phone: 650-319-7233
Location: National/ International Email: katherine@ guidebook.com
Web: guidebook.com Twitter: @Guidebook
HILTON AUSTINContact: Toni Lira Phone: 512-682-2711 Location:
Austin, Texas Email: [email protected] Web: austin.hilton.com
Twitter: @HiltonAustin
-
On-Demand Fitness Breaks that Energize and Attract
Sponsorship Revenue
How X bytes WorksX bytes are short video bytes of exercise that
are easy to fit into your already packed schedule!
Each of the four X bytes videos is under 6.5 minutes and can fit
into your program as:
A mid-morning and mid-afternoon energy booster when energy
levels are low
An on-demand and on-the-spot time filler when things dont go as
planned
A new and innovative break that creates a memorable experience
for attendees
A break room program where videos are looped and people follow
along at their leisure
Each X bytes break consists of an engaging animation of less
than a minute, a 21 second introduction, and a 5-minute fitness
break. The video can be shown in its entirety or shortened to fit
your event schedule.
X bytes Features and BenefitsBrief can be easily inserted into
any
meeting or conference program
Convenient, social icebreaker can bedone at attendees seats or
in a break room
On-demand delivery videos provide spontaneous and unlimited
use
Sweat-free attendees exercise in their business attire
Gentle for every body there are no crazydance moves or awkward
yoga poses
Healthy and memorable break combats sitting fatigue and learning
fatigue
X bytes are EASY to Use!Videos can be downloaded from the
Internet and played on a PC or Mac, or web streamed.
Custom Branding Options X bytes provides sponsorship appeal!
Custom video branding brings sponsors memorable, prominent and
frequent exposure.
Copyright 2013. All Rights Reserved. X bytesTM, Exercise
BytesTM, and the X-Man symbol are trademarks of Exercise Bytes
Inc.
Animation Introduction Fitness BreakLess than 1 minute 21
seconds 5 minutes
Complete Version (Less than 6.5 min)Abbreviated Version (5.5
min)
Short Version (5 min)
Let us show you how on-demand fitness breaks during the day can
change your conference experience!
[email protected] www.x-bytes.com 1-855-8xbytes @Xbytes
Is your event jam-packed with sessions?
Do you ever need to fill program gaps?
Looking for new & innovative sponsorship opportunities?
Want to make your events more memorable?
on-demand fitness breaks
-
Our PYM annual features bonus materials that can be unlocked
with your mobile device.
Download the FREE PYM+ app from Apple and Google Play stores.
Then scan the magazine to the left with the PYM+ app and see what
we mean!
Get monthly advice, news and inspiration delivered to your
inbox, plus:
Our award-winning PYM Annual Event invitations Special meeting
deals
Claim your free subscription to PYM and join our community of
100,000 meeting professionals worldwide.
CATCH UP ON THESE FREE ON-DEMAND
WEBINARS
CONTRACT NEGOTIATIONS: PREPARED AND FAIR ARE
EFFECTIVE IN ANY MARKETwith Christy Lamagna,
CMP, CMM, CTSMez.com/prepared
HOW TO ENSURE YOUR EVENTS INCREASE
CONNECTIONS, FOSTER COLLABORATION AND
DELIVER SALES RESULTSwith PYMs Kristi Sanders and
Eric Olson, CEO, Zeristaez.com/1to1
SOCIAL MEDIA SAFARI: ITS A JUNGLE OUT THERE
with Barbara Rozgonyi, Principal, CoryWest Media
ez.com/socialsafari
Visit planyourmeetings.com/contests monthly to find our
latest
surveys/referral promotions, and you could win big!
Our next event will be on August 25, 2015, in Plano at the
Hilton Dallas/Plano Granite Park.
For information about PYM LIVE Events in other cities, visit
PlanYourMeetings.com/events.
FEELING LUCKY?ARE YOU A CHANGE AGENT?Did you know that you
inspire us? We love hearing your stories, seeing your pictures and
getting to know more about you and your events. Please connect with
us on Facebook, Twitter, LinkedIn, Google Plus, Instagram,
Pinterest, YouTube and Flickr and share your work, images and ideas
with us. Dont forget to tag your images, tweets and posts with
#yaypym.
Plan well and prosper, friends!
JOIN US ON THE ROAD!
Follow Plan Your Meetings (@PlanYrMeetings) on Periscope
for spur-of-the-moment live broadcasts, behind-the-scenes
reports, site tours and more!
WANT MORE EDUCATION?
Visit youtube.com/
planyourmeetingsfor on-demand video learning.
TELL YOUR FRIENDS!
PlanYourMeetings.com/subscribe
11 a.m.
-
Meeting Planner Recycling ProgramCan your next meeting save a
life?2.1million children under the age of 5 will die this year due
to two deadly diseases: acute respiratory infection (pneumonia) and
diarrheal disease.
Even more tragic than these staggering facts is that these
deaths could be prevented by up to 65% through simple hand washing
with bar soap.
You can help. Every day hotels discard slightly-used soap and
bottled amenities. These products often end up in already
overflowing landfills and contaminate fragile groundwater systems.
By partnering with Clean the World for your next meeting, you can
help us in our efforts to reduce child deaths due to diarrheal
disease.
By adopting the Meeting Planner Recycling Program, Clean the
World will provide: Access to digital materials for promotion of
your
participation to your attendees Clean the World
collection/shipping bins (Shipping
Included) Online access to hotel training video and materials
Customer service support 30 days of recycling services at event
hotel We weigh all amenities received and provide an
impact statement
Program pricing is as follows:
CONTRACTED ROOM NIGHTS
PROGRAM FEE
0-200 $400.00200-500 $600.00
501+ $600.00**
**Total contracted room nights above 501+ is a $600.00 program
fee plus $0.50 per additional room over 501 rooms.
Meeting planners and hotels are not just required to execute a
flawless even under budget and in a timely manner. They are now
encouraged to implement corporate social responsibility (CSR)
initiatives.
We at Clean the World designed our Meeting Planner Recycling
Program to help you do just that. Our CSR meeting program is a
turnkey, extremely cost efficient program that meets the needs of
both the planner and the hotels CSR initiatives.
Corporate Socially Responsible MeetingsBy participating in the
Clean the World Meeting Planner Recycling Program, your
organization is enhancing its social responsibility. The program
process is simple: during your meeting, the hotel collects the used
soap and bottled amenities left behind from each guest for thirty
days. So, instead of negatively impacting the environment, these
recycled amenities will now be used to help save childrens lives in
impoverished communities across the globe.
Why join the Clean the World Recycling Program? Save Lives
Significantly reduce the spread of illness due to a lack of
proper hygiene
Protect the Environment Reduce waste, minimize negative
environmental impact, and promote a sustainable future
Demonstrate Corporate Social Responsibility Impact those
suffering domestically as well as across the globe
Promote Positive PR Website, newsletter, articles, press
releases, social media
Appeal to the Meeting/Event Planner Industry Your participation
will attract meeting professionals and event planners who are
seeking to book with properties adopting CSR and sustainability
initiatives
Observe the Impact of Your Donation Detailed goods donation
statement Recycled soap/amenities weighed Quantifiable distribution
impact on each statement
Clean the World Foundation, Inc. 400A Pittman St. Orlando, FL
USA 32801
For information on how to participate in our Meeting Planner
Recycling Program, contact: Bethanne Doud [email protected]
+1-859-802-7788
By adopting the Meeting Planner Recycling Program, Clean the
World will provide: Access to digital materials for promotion of
your
participation to your attendees Clean the World
collection/shipping bins (Shipping
Included) Online access to hotel training video and materials
Customer service support 30 days of recycling services at event
hotel We weigh all amenities received and provide an
impact statement
Program pricing is as follows:
CONTRACTED ROOM NIGHTS
PROGRAM FEE
0-200 $400.00
201-500 $600.00
501+ $600.00
**Total contracted room nights above 501+ is a $600.00 program
fee plus $0.50 per additional room night over 501 rooms.
Meeting Planner Recycling ProgramMeeting planners and hotels are
not just required to execute a flawless event under budget and in a
timely manner. They are now encouraged to implement corporate
social responsibility (CSR) initiatives.
We at Clean the World designed our Meeting Planner Recycling
Program to help you do just that. Our CSR meeting program is a
turnkey, extremely cost efficient program that meets the needs of
both the planner and hotels CSR initiatives.
Corporate Socially Responsible MeetingsBy participating in the
Clean the World Meeting Planner Recycling Program, your
organization is enhancing its social responsibility. The program
process is simple; during your meeting, the hotel collects the used
soap and bottled amenities left behind from each guest room for
thirty days. So, instead of negatively impacting the environment,
these recycled amenities will now be used to help save childrens
lives in impoverished communities across the globe.
Why join the Clean the World Recycling Program? Save Lives
-Significantly reduce the spread of illness due to a lack of
proper hygiene
Protect the Environment-Reduce waste, minimize negative
environmental impact, and promote a sustainable future
Demonstrate Corporate Social Responsibility-Impact those
suffering domestically as well as across the globe
Promote Positive PR-Website, newsletter, articles, press
releases, social media
Appeal to the Meeting/Event Planner Industry-Your participation
will attract meeting professionals and event planners, who are
seeking to book with properties adopting CSR and sustainability
initiatives
Observe the Impact of your Donation-Detailed goods donation
statement-Recycled soap/amenities weighed-Quantifiable distribution
impact on each statement
Can your next meeting save a life?2.1 million children under the
age of 5 will die this year due to two deadly diseases: acute
respiratory infection (pneumonia) and diarrheal disease.
Even more tragic than these staggering facts is that these
deaths could be prevented by up to 65% through simple hand washing
with bar soap.
You can help. Every day hotels discard slightly-used soap and
bottled amenities. These products often end up in already
overflowing landfills and contaminate fragile groundwater systems.
By partnering with Clean the World for your next meeting, you can
help us in our efforts to reduce child deaths due to diarrheal
disease.
**
For information on how to participate in our Meeting Planner
Recycling Program, contactBethanne Doud [email protected]
1+859-802-7788
Clean the World Foundation, Inc. 400A Pittman St. Orlando, FL
USA 32801
-
2015 Plan Your Meetings. All rights reserved. May not be
reproduced in whole or part without permission.
Regardless of whether youre an experienced or entry-level
meeting planner, you need to be aware of the best practices that
have evolved in the industry over the years. This guide will help
you create and keep track of the goals for your meeting, room
layouts, budgets, F&B needs, timetables and myriad other
details. What follows is a compilation of some of the best lists,
tips and guidelines culled from past Plan Your Meetings issues and
LIVE Events, updated by our editors, advisory board and
contributors. For more industry news, tips, trends and advice,
visit PlanYourMeetings.com.
THE PRACTICAL GUIDE TO
MEETING PLANNING
Byteson-demand fitness breaks
-
PYM 2015 | PLANYOURMEETINGS.COM2
Clarify the purpose. Get the history. Establish the goals and
objectives. Create a complete meeting profile spend time upfront
gathering the basic information to build a good foundation.
1. What is it? A new product launch, an annual board meeting, an
incentive trip, a sales meeting or a social event? What are the
goals?
2. Who wants this meeting? Who is the decision maker? Who are
the stakeholders?3. Who will be attending? Why are they coming?
What are their expectations?
Where are they coming from? What is the age range, and are the
majority male or female? Are they bringing family or guests? Are
there any special needs?
4. What have they done before? What worked and what didnt? What
was the cost of past meetings? Where have they had meetings in the
past? Do they want to do something entirely different?
5. Dont forget to ask the people who didnt attend last years
event why they stayed home. Knowing that can help you create an
irresistible event that they must attend this year.
A blueprint will shape your event and can serve as a selling
tool. Whether you make a formal proposal to a client or simply need
to report back to your corporate committee or manager, you should
prepare a structured proposal.
CREATE A BLUEPRINT
o Objectives and preferenceso Geographical informationo Meeting
structure
o Demographicso Budget parameters o Summary
THE PROPOSAL SHOULD CONTAIN THE FOLLOWING:o Destination review o
Transportation plans o Site informationo Room breakdownso Food and
beverage information o Entertainment and other activities o
Day-to-day itinerary with grid overview o Cost summary sheet o
Planning timetableo Detailed program inclusions (spells out
what is included in cost summary sheet: e.g., site inspection,
promotion, airfare, hotel accommodations, dcor, special effects,
room gifts, communication costs, etc.)
o Program options and enhancements (i.e., CSR/sustainability
initiatives)
o Other things to add: historical information (if applicable);
destination brochures; location photos; hotel/meeting room layouts;
brochures from restaurants, caterers and entertainers; promotional
items; sample invitations; and, depending on your relationship with
the client, your company profile and references. If you are going
to be responsible for securing sponsors and marketing the event,
include that information as well.
(Note: If you need supporting materials on a city and its
attractions, contact the CVB.)
A COVER LETTER MIGHT INCLUDE:
DEFINE YOUR MEETING
2015 Plan Your Meetings. All rights reserved. May not be
reproduced in whole or part without permission.
-
3PLANYOURMEETINGS.COM | PYM 2015
VENUEo Meeting or event space rentalo Room setup/breakdown
costso Equipment rental and setupso Taxes and gratuities
ACCOMMODATIONSo Roomso Hospitality suiteo Taxes and gratuitieso
Other fees (read the contract carefully)
FOOD & BEVERAGEo Per-person food costso Beverageso Breakso
Setup/cleanupo Staffo Taxes and gratuitieso Fees (read the BEOs
carefully)
PRINTING/DIGITAL COMMUNICATIONo Invitations/confirmation cardso
Website/social networkso Meeting/pre-registration kito Online
registrationo Agendaso Handout copieso Signage, banners, ticketso
Internet
AUDIO/VISUALo Computer rentalso A/V equipmento Other technologyo
Setup/breakdown fees o Gratuities
PROGRAMSROGRAMS:o Field tripso Tour guideso Team-buildingo
Sports feeso Health club feeso Gratuities
SPECIAL SERVICESo Decorations/florals/propso Messengerso
Photographerso Entertainmento Speakers fees and gifts o
Linens/laundry
TRANSPORTATIONo Airfareo Taxis or limos from airporto Shuttleso
Parkingo Valeto Gratuitieso Other
ADMINISTRATIONo Accounting serviceso Advertising and promotiono
Insuranceo Legal serviceso Postage/shipping o Securityo Staffingo
Supplies (notepads, nametags, etc.)o Telephoneo Gratuities o
Other
The meeting budget is an estimate of expenses and anticipated
income (if your event is profit-driven). It provides financial
control and accountability. Armed with the meetings objectives, you
can begin to develop a worksheet covering all categories. Reviewing
last years budget, if available, will make your job easier.
DEVELOP THE BUDGET
LIST ALL FIXED AND VARIABLE COSTS:
o Audio tapes, books, videoso Event feeso Exhibitorso Grantso
Web/Mobile advertising
o Product saleso Program advertisingo Sponsorso Other
LIST ALL REVENUES:
8 EXTRA TIPS1. Keep track of how
you arrived at each budgeted item.
2. Allow contingencies for the unexpected (about 10 percent
to 15 percent). 3. Have a credit card with the
right limits on it. Discuss payment with all venues ahead of
time, and make sure the staff knows who gets the bill.
4. Have cash on hand for tips and other emergencies.
5. Make sure to keep track of actual costs against budgeted
costs for each line item in a spreadsheet.
6. Keeping track of how much money youve saved helps prove your
worth to the company.
7. Keeping track of how much money your group spends on hotels,
incidentals and F&B can prove the worth of your business.
8. Keeping track of how much business your attendees have given
past exhibitors and sponsors will help prove the value of your
event.
2015 Plan Your Meetings. All rights reserved. May not be
reproduced in whole or part without permission.
-
PYM 2015 | PLANYOURMEETINGS.COM4
AMENITIESo What green/CSR initiatives are in place?o Does the
hotel have executive/club floors
offering special guest services? Business center, printing, free
Wi-Fi, etc.?
o Is there a pool, health club and/or a spa? Are they
complimentary? Are group rates available? What are treatments and
prices?
o What attractions are on-site or nearby?
FOOD & BEVERAGEo What are the standard group offerings
for
meals and breaks? Can menus be created or tailored to your
group? (Collect menus.)
o Are taxes and gratuities included in F&B costs? Are extra
charges applied for events that run over schedule?
o What are the local liquor laws?o What on-site dining venues
are available?
Go through the RFPs youve gotten back and eliminate the vendors
and properties that wont work. Schedule site inspections with your
top prospects. Ask questions. Take notes.
BASIC INFORMATION NEEDED:o Name of hotel or venueo All contact
persons with informationo Cancellation policyo Fees
o Deposit requiredo Group rate for roomso Meeting room rateso
Banquet facilities and menus
o On-site caterero Business serviceso Audio/visual serviceso
Parkingo Bandwidth/connectivity
After you establish the meetings goals, outline the agenda and
know the budget, you are ready to approach meeting facilities with
a request for proposal. (You are asking them to bid on your
requirements.) RFPs can be completed online, using
meetings-specific software, through a CVB or over the phone.
Whatever method you use, be specific. An RFP can be one to 10
pages, but make sure it is clean, clear and precise. This document
represents you, your company and your reputation. It is paramount
to be ethical; remember you want to foster long-term relationships.
Respond to vendors in a timely fashion and be flexible.
o Contact information (name, title, address, phone, fax and
email) and preferred method of communication (phone, email)
o Company information (name, address, website, phone and
fax)
o Event dates and alternative dateso Event start and end timeo
Number of attendees and, if property,
number of rooms neededo Preferred location of event (city, state
and
area of town)o Venue requirements (hotel, resort, special
facility, restaurant, etc.)o Type of event (meeting, wedding,
social,
reception, product launch, etc.)
o Food and beverage requirements (passed hors doeuvres, buffet,
seated, etc.)
o Off/on-site requirements (caterer, entertainment and
setup)
o Audio/visual requirements (sound, stage, lighting, screen,
microphone, laptop, etc.)
o ADA requirements (shuttles, ramps, parking, etc.)
o Time requirements (deadlines for proposals, deposits, vendors,
etc.)
o Estimated budget (includes money allocated for event, F&B,
venue, travel, A/V, etc.)
o Additional details (sustainability/CSR initiatives, breakout
rooms, patterns, etc.)
INCLUDE THE FOLLOWING:
PREPARE THE RFP(REQUEST FOR PROPOSAL)
DO SITE INSPECTIONS
SAVE TIME, MONEY1. Visit Ez.com/pymzen and
read about our innovative solution to the pain of sourcing
venues.
2. Follow the links to our intuitive RFP builder.
3. Search comprehensive list of venues. Select favorites.
Compare side by side.
4. Click to submit RFPs. 5. Receive bids within a few
hours. Select winner.6. As you go to contracting
phase, other bidders are notified and thanked.
2015 Plan Your Meetings. All rights reserved. May not be
reproduced in whole or part without permission.
-
5PLANYOURMEETINGS.COM | PYM 2015
GUEST ROOMSo What is the total number and type of
rooms in the hotel and the maximum number that can be committed
to the meeting? What are the room categories (nonsmoking,
ocean-view, etc.), and how many are available in each category? Are
smoking rooms close to nonsmoking, or are there nonsmoking
floors?
o Determine the cut-off date for room reservations and room
blocks as well as check-in/check-out times. Will rooms be available
for early arrivals and late departures? Establish how many days
before and after the official meeting dates special lodging rates
apply.
o What are the guarantee and deposit requirements? What is the
refund policy for cancellations/attrition?
o If confirmed rooms are not available, will property provide
overflow housing at a comparable property for the conference rate
and provide free transportation between the properties?
o How many complimentary rooms are issued for units occupied
before, during and after the meeting dates?
o Specify the number of rooms needed for staff, speakers and
VIPs. Ask what the criteria are for obtaining free, more discounted
or higher-quality rooms.
o Request the rate structure for both single and double
occupancy, with and without taxes. Be sure there is an
understanding about how sales and use taxes will be billed or
avoided.
o Ask if the rates apply to children staying in the same
room.
o Review services such as hot/continental breakfasts,
newspapers, Internet access, resort amenities, local phone calls,
etc. Negotiate to have them included at no extra cost.
o Ask whether there is space available to store luggage after
checkout but before departure from the conference. (This service
should be provided free.)
o Inspect the guest rooms. Are they comfortable and clean? Is
the furniture in good condition? Is there balcony furniture? Are
the bathroom fixtures modern? Are robes and other amenities
(bottled water,
shampoo, hair dryers, irons, etc.) provided? Do rooms offer
adequate lighting (check and make sure light bulbs are working),
closet space and hangers? Are the rooms wired for Internet access?
What services does the TV offer (DVD, conference news, Web
access)?
THE LOBBYo Are the front-of-house staff (doormen,
concierge, reception, etc.) efficient and friendly?
o Is the registration desk easy to find? Is there staff to
handle busy check-in/check-out times for major groups? Is there a
separate group check-in area?
o Is the lobby inviting? Check the cleanliness of public
restrooms.
o Check the availability and location of guest services such as
ATM machines, gift shop, safety deposit boxes, etc.
o How far is the lobby from the self-park lot?
MEETING ROOMSo Walk the space. How long does it take
to get to and from rooms?o What technology is available? Are
there
fees for not using in-house A/V?o Are rooms adequately
soundproofed?o Are lighting controls in the room
and easy to use? Is the room comfortably well lit? Can it be
darkened?
o Are temperature controls in the room, and easy to use? Is the
air-conditioning quiet?
o Do meeting rooms have high ceilings? Are columns or
obstructions a concern? Can rooms be set up in the seating styles
required?
o Is adequate space available in or near the meeting rooms for
breaks?
o Does the hotel have in-house or preferred suppliers for A/V,
florals, etc.?
o Does the facility have any theme decorations or props you can
use? Are they free of charge?
13 EXTRA TIPS 1. Prepare in advance:
Visit websites. 2. Take pictures or video with
camera or phone. 3. Bring someone along;
another pair of eyes helps. 4. Create a timeline
from when you first experienced the property until the day you
leave.
5. Eat a meal at the property and sample on-site catering
menus.
6. Get to know the key employees: the general manager,
concierge, director of security, chef, etc.
7. Discuss concessions but be ethical, honest and realistic
about your budget and expectations.
8. Make an unannounced visit to the property.
9. Stay overnight. Order late-night and early-morning room
service. Arrange a wake-up call, and keep a checklist of all
services.
10. Use speedtest.net to test Internet speed and bandwidth in
rooms and meeting space.
11. Are any renovations planned? Will the work interfere with
your meeting?
12. If youre visiting an unfamiliar city, also schedule tastings
with potential caterers and meetings with other suppliers, as
well.
13. you can't attend a site visit in person, see if you can find
a local planner through an online community like PYM or MeCo or an
association like MPI to do the inspection and send you their
notes/impressions.
2015 Plan Your Meetings. All rights reserved. May not be
reproduced in whole or part without permission.
-
PYM 2015 | PLANYOURMEETINGS.COM6
1. REPORT BACKo Notify all who were involved in the site
selection process (national sales offices, property-level sales
manager, CVBs, etc.) that the bid was awarded.
o Send thank-you notes to everyone you met, and consider
providing feedback to vendors you didnt select.
2. NEGOTIATE SITE CONTRACTo Make sure the contract is easy to
read
and precise. o Ask a meetings industry attorney to review
it even if your company doesnt require it. At the least, check
to see that indemnification language is included and is reciprocal.
Make sure that each party is responsible for its own
negligence.
o Make sure it includes concessions and upgrades besides the
standard offering, such as complimentary meeting space, room
upgrades, VIP amenities, complimentary welcome reception, free
parking, health club passes, etc. Specify what is not allowable for
direct billing, i.e., personal phone calls, alcoholic beverages,
movies, room service, etc.
o Does it contain cancellation clauses, attrition fees,
etc.?
o Strike out clauses that double-dip.o Protect your group from
change of
ownership or any other factor that might reduce the quality of
service by inserting a clause that gives you the right to cancel if
quality of service is jeopardized by specific conditions.
o Include a statement in the contract that all fees and charges
have been disclosed, and that you are not liable for any other
changes unless you agree to them in writing.
o Update your meetings rsum and double-check details before
signing.
o Make sure your contract is countersigned and dated by all
necessary parties.
3. CHOOSE VENDORSo Ask the facility to recommend
vendors, if they dont have on-site services or contracts.
o Check references and talk with people who have used the
service provider.
o Meet with caterers and sample food.o Meet with speakers and/or
entertainers
and review demo tapes/press releases/ rsums. Is there a backup
plan if there are last-minute cancellations due to illness, travel
delays, etc.?
o Arrange for equipment needs.o Arrange transportation.o Inquire
about policies on credit and
payment of charges. Is there a discount for paying in advance or
within a certain time frame?
o Ask about the cancellation/refund policy. Find out what
measures are in place in case of equipment failures.
o If the event is outdoors or includes outdoor activities, what
provisions are there in case of bad weather?
o Finalize written agreements and follow up with final
details.
o Schedule extra help for the day(s) of the event. (CVBs or
colleges may have volunteers.)
4. CREATE SPEC WORKSHEETSMake separate worksheets for each
function or meeting room, so they can be given to everyone
responsible for the session or activity. They will facilitate
communication and establish a chronology. Include:o Billing costs
and informationo Beverage/break/menu/catering detailso Equipment
informationo Entertainment detailso Program location and titleo
Setup details/diagramo Staff responsiblitieso Type of functiono
Contact information
5. INVITATIONS, SIGNS, AMENITIES, ETC.o Develop your attendee
list.o Print and mail invitations, or save paper
and email invitations, depending on the preference of your
group.
INDUSTRY WEBSITES Asaecenter.org
American Society of Association Executives
Conventionindustry.org Convention Industry Council (CIC)
Ez.com/pymhangout PYMs G+ community for meeting planners with
monthly online video chats and broadcasts.
Gmicglobal.org Green Meeting Industry Council
Iaap-hq.org International Association of Administrative
Professionals
Ises.com International Special Events Society
Meetingscommunity.com MeCo listserve
Mpiweb.org Meeting Professionals International
Pcma.org Professional Convention Management Assn.
PlanYourMeetings.com Plan Your Meetings: online RFPs, resource
directory, blogs, news, social networks, advice, tips and more
...
Facebook.com/Planyourmeetings An online community of meeting
professionals
Sgmp.org Society of Government Meeting Planners
Siteglobal.com Society of Incentive & Travel Executives
FOLLOW THESE 6 STEPS:
2015 Plan Your Meetings. All rights reserved. May not be
reproduced in whole or part without permission.
-
7PLANYOURMEETINGS.COM | PYM 2015
o Include information on agendas about suggested attire, travel
arrangements, directions and other instructions. (Consider
including a list of other meeting attendees.)
o Track the number of RSVPs; follow up with those who did not
RSVP to find out why they cant/wont come.
o If no reusable supplies from previous events are available,
order signs and printed material, including nametags.
o Put together your welcome package; include evaluation forms.
(Consider distributing digitally or via flash drives.)
o Arrange delivery of all meetings material with the event
manager.
o Develop and distribute meeting agenda (include hotel and
transportation information).
o Prepare a complete master set of all handouts and materials to
carry with you in case digital files are corrupt or shipments get
lost in the mail.
o Get estimates/proposals for gifts or favors. Make sure they
reflect the meeting and respect the corporate brand/image.
o Place gift orders, wrap and distribute.o Make arrangements for
post-meeting
disposal of items, whether they are to be donated, recycled or
shipped.
6. PRE- AND POST-MEETINGSOnce the contracts are signed, you will
probably be assigned to a Conference Services Manager (CSM) by the
facility. Get to know the CSM very well; he or she can help with
upgrades, perks and special requests. Schedule pre- and
post-conferences with the CSM. Depending on your program, the
average pre-conference is two to four weeks prior to your meeting
(date of arrival). The post-conference will provide important
feedback for you, the property and for future meetings. So be
honest and dont forget to give praise where its deserved.
IN ADVANCEo Check with the hotel at intervals to review
the agreement, plans and to make sure things are on
schedule.
o Submit group rooming list to hotel and
confirm arrangements three to four weeks out (including menus,
room setups and special requests).
o Provide guaranteed attendance numbers for food and beverage
events at least 72 hours in advance.
o Confirm speakers A/V needs and travel arrangements and review
per diems and reimbursement policies.
o Confirm logistical arrangements with other service
providers.
ON-SITEo Hold pre-conference meeting to
review details.o Confirm arrival of shipped materials
and distribute.o Check hotel reader boards for posted
times and locations of your functions. o Check function
room/banquet setups.o Notify on-site contacts of any
changes in plans or requirements.o Monitor service delivery.o
Keep track of master account. Review and
sign banquet checks daily.o Make sure everyone knows whats
acceptable. See that either signage, in-room screens or
registration packets contain information about ground rules.
AFTER THE MEETINGo Gather room pickup and other
reports from facility.o Prepare statistical reports on the
meeting. Detailed reports should include attendee demographics,
budgets and procedures as well as feedback. (These will provide a
history for future events.)
o Process evaluation forms. Document your successes and share
with meeting stakeholders. Surveys should include more than routine
questions about food, entertainment and the facility; ask what
attendees learned from the meeting that will change the way they do
business. Evaluate overall satisfaction and demonstrate how well
the event met its objectives.
o Provide feedback to the hotel; it builds a future
relationship. Let them know what they did well, and how they could
improve.
6 EXTRA TIPS1. Room rates are the easiest
item to negotiate. Knowing your attendees habits and what they
will spend on other services, such as golfing fees, gives you more
leverage. Look for soft dates and off-peak savings.
2. Familiarize yourself with the destination and meeting locale.
Get to know the local culture; find out what events are going on
that you might tie into; tap into the CVB and any other
resource.
3. Stay in touch with everyone. Make sure meeting objectives,
systems and procedures are clearly spelled out and conveyed to
staff and attendees. Keep suppliers, speakers and staff up to date
on the status of the meeting no matter how busy you are.
4. Stay on schedule. Attendees want to know exactly what will be
offered, when it will start, and how long theyre expected to
stay.
5. Be courteous to everyone and make sure your staff is trained
to be, as well.
6. Check airlift into potential meeting destinations. If
possible, confirm with local CVBs or air carriers that service will
still be available over the dates of your meeting. If service is
discontinued it can make formerly accesible destinations expensive
to reach.
2015 Plan Your Meetings. All rights reserved. May not be
reproduced in whole or part without permission.
-
PYM 2015 | PLANYOURMEETINGS.COM8
o Get estimates and proposals
o Arrange tastings and take photos
o Choose caterer/restaurant
o Sign contract
o Pay deposit
o Choose format
o Finalize menus (include special needs)
o Finalize seating, dcor, etc.
o Take final head count
o Arrange for tips and taxes
o Arrange transportation and parking
NEGOTIATING GUIDELINESo Dont forget to take a look at menu
pricing before hotel contracts are signed. Beware of hidden
charges tax, gratuities, service charges, setup fee, decorations,
carving person, labor, bartender, etc.
o Ask for references from groups that have held food functions
at the facility within the last two months
o Find out how far in advance the property will confirm
menu/reception prices.
o Watch F&B attrition in the contract negotiation stage:
Tell them you will pay any attrition on their profit, not the
entire plate and not on service charges if the attrition happens
far enough out that food and labor havent been ordered. If you
think this is going to be a problem, ask the catering manager how
far out they order the food. Also, go low on your numbers; it is
always easier to add than delete, but be sure to keep your catering
manager updated if your numbers are growing. Most vendors provide 5
percent to 10 percent above the agreed-upon guaranteed number.
o If you know you will exceed the minimum F&B spend
required, you can use that as leverage in negotiations to gain
concessions elsewhere.
o Find out when the sites program coordinator will arrive to
oversee last-minute details. (This should be at least 30 minutes
before the food function is scheduled.)
o The best way to handle F&B billing is have the property do
a binder that has dividers by dates, according to your catering
functions. Each morning they take the banquet check, attach it to
the BEO from the previous day and place them into the binder under
the day the event happened. Accounting then gives the binder to the
meeting planner who is handling the billing on a daily basis to
sign banquet checks. Once checks for that day are signed, give the
binder back to accounting. This way any discrepancies can be
discussed while the meeting planner is still on-site.
o Be aware of what is happening in general with food costs. If
you frequent certain restaurants, become friends with the manager
and occasionally ask what pricing on food is looking like. Same
with liquor store owners.
o Keep an accurate history on your numbers. Go around and see
how many people you actually have: Dont count empty seats; count
folded napkins or unused silverware.
o For bar service, on consumption is cheaper than per person.
Coffee breaks per piece are cheaper than per person. If you are
doing power bars or granola bars for your coffee breaks, make sure
they are on consumption, as very few people eat them.
o The biggest cost-cutting youll do is in beverages, by not
having an open bar and just serving beer and wine. Or have just one
special drink in addition to beer and wine versus an open bar.
PLAN YOUR F&B
DON'T FORGETFood allergies and diet restrictions are an
increasing concern among event attendees. Make sure this
information is gathered during registration and that allowances are
made. Dont forget to make sure the banquet staff understands the
importance of attending to and serving these needs.
RENT ITNeed a candelabra or brandy snifters? Coat hangers or
cutlery? Fountains or furniture? You can rent them all. In fact,
when it comes to renting items by the hour, the possibilities are
endless. Think different. Need to set the stage? Consider prop
houses that work with theaters or within the film industry. Think
about renting plants from a nursery, or paintings or sculptures
from an art gallery. Visit antiques stores, specialty lighting
facilities or furniture stores for ideas. For trouble-free rentals,
make sure to have the time and people needed to make it work. Visit
the rental company and do a spot check for chips, stains, cigarette
burns, etc. Finally, check the cost of renting against the cost of
buying. In some cases, it may actually be more cost-efficient to
purchase the item.
2015 Plan Your Meetings. All rights reserved. May not be
reproduced in whole or part without permission.
-
9PLANYOURMEETINGS.COM | PYM 2015
o Is there a charge for a bartender/cashier? In a cash bar
reception, find out if there is a minimum sales amount required to
waive the cost. (Be sure that you comply with the companys policy
on alcohol.)
o Add curb value to your meal by having the chef put herbs in
sauces, food, vodka, etc. It seems more elegant and wont raise your
cost.
o Discuss how they dress their buffets. Many companies are
getting away from fluff cloths and, as a result, the buffets can
look flat and boring. If this isnt acceptable, ask for more
layering and texture. If you have a couple of pennies to spend, buy
some potted plants they will last your entire stay.
o Make sure properties charge based on actual, not estimated
consumption.
o If you have a very tight budget, it's best to tell the chef
how much you can spend per person and let him or her design a
custom menu for your group.
FRESH IDEASo Put meal coupons in the attendees
registration package for those requesting special meals. Have
the banquet server set a cocktail round with the box of special
meals behind them; people can come up to this station to redeem
their coupon.
o For breakfast, think along the lines of a European continental
breakfast: assorted nuts, trail mix, cheese display with crackers,
and an antipasto platter of meats, sausages and vegetables.
o For coffee breaks have the facility put the replenishments for
cream, sugar, cups, etc., under the coffee break table. Put creamer
and sugar in big bowls to cut down on replenishment.
o Make sure snacks or treats are fresh. Have healthy
alternatives; keep them simple but fun baskets of popcorn, plates
of cookies, yogurt with fresh fruit and granola, everything
chocolate or a local specialty, like Moon Pies.
o Use decorative buckets to hold different types of snacks trail
mix, dried fruit, miniature pretzels, chocolate-covered raisins,
etc. Put out wax bags or little white bags with a sponsors sticker
and let people make their own baggie.
o Consider an afternoon tea. Offer a selection of green teas
with finger
sandwiches or mini-desserts.o Dont pay much attention to what is
in.
Instead, pay attention to the foods your group enjoys and try to
put twists on them, i.e., instead of chocolate chip, oatmeal and
peanut butter cookies, do toffee chip, M&M and Reeses Pieces
cookies. Or provide healthy alternatives like fruit and nuts.
o Be more conscious of the food that is coming back. Get up and
walk around the room during your events and see what people arent
eating. Ask the banquet captain to keep track of what comes back
untouched (tip extra for his or her help).
o Always make sure buffets are double-sided, even for smaller
groups.
o Make the menu a keepsake. Do something different with your
printed menu; put relevant quotes above the item being served, and
then print the menu on a nice paper from a paper store. Or, if
youre interested in being green, print the menu on a sheet embedded
with wildflower seeds that can be planted, or project the menu on a
wall.
o Personalize the meal have the company logo or name stenciled
in chocolate or powdered sugar on the desserts; ask the bartender
to create a signature cocktail.
o Use props on the tables to tie in to your theme.
o Chef demonstrations, wine-tasting dinners, create-your-own
stations, and other interactive, educational opportunities enhance
events and make for memorable experiences.
o Lazy Susans or salads that need to be assembled at the table
are a fun way to get people talking to others at banquets.
5 EXTRA TIPS1. Cutlery: Rental cutlery
goes far beyond plastic and stainless steel. Your borrowed
finery can include fish forks, butter knives or demitasse spoons in
gold plate or pure sterling.
2. Dishes: Options range from exquisite table settings to
Fiesta-ware for barbecue grub. Beyond the basics, you can choose
from gold- or silver-rimmed plates, bone china soup bowls,
demitasse cups, dessert plates and so on. Mixed shapes and patterns
add to the tables interest.
3. Glassware: Rent glasses in every shape and size. Try
different colors.
4. Linens: Rent tablecloths, table runners and napkins in every
imaginable hue and layer them. Order dark napkins and lint-free
tablecloths; lint from white tablecloths and napkins leave a mess
behind on dark suits. Organize buffet tables into color groups to
match a corporate or program theme.
5. Tables and chairs: Tables come in half-moon, serpentine,
high-top and more. Or rent bar tables, registration tables and
banquet tables complete with covers of every description. Ordinary
banquet chairs can be covered with fabulous fabric for greater
impact tied with bows, or hang with silk vines and flowers.
2015 Plan Your Meetings. All rights reserved. May not be
reproduced in whole or part without permission.
-
PYM 2015 | PLANYOURMEETINGS.COM10
Dynamic meetings, effective interaction and successful learning
depend on the setup of the room. Pay close attention to details and
dont just accept the schematic the facility provides. Make setup
decisions based on your needs.
o Comfort zone: Make sure the room is neither too hot nor too
cold. Are there any unpleasant odors? Be aware of cleaning
solutions, food odors or any other less-than-pleasant scents in the
room.
o Doors and walls: Your group should face the longest wall in
the room. This way, the maximum number of people face the
presenters.
o Front and center: Typically the back of the room fills far
quicker, to the speakers disadvantage. Place rope and stanchions
across the back rows, forcing people to the front. Or put the
speaker in the center, in the round.
o General appearances: Check to see if there are any panels on
the ceiling that show signs of dirt or water damage; that the
windows are clean; that chairs and tables dont wobble or show signs
of wear. Ask when the last time air filters were changed.
o Lighting: Make sure all the lights are functioning properly
and set the way you prefer. Consider pink lighting for the speaker,
which is the most flattering.
o Size: Make sure the room is not too large or too small for the
group. If participants arrive and see a room that is relatively
empty, they may think the meeting is not very important. A room
that is too large is as negative as a room that is too crowded both
may give an impression of lack of respect for the meeting and
speaker.
Have you left space for staging, audio/visual equipment, pillars
or head tables? Is there space for refreshment breaks? How do you
know if a potential space is adequate to your needs? The best way
to be certain your group will fit easily into a space is to create
a diagram to scale. (Room diagramming software is available.)
Another advantage to using a diagram is that it can simply be
handed to the people in charge of setting up the room for your
meeting.
o Sound: Make sure the sound system is in excellent working
condition and that there is someone who knows how to work it. Do a
sound check before the meeting starts, and have an additional
microphone on hand in case of technical difficulties. Also,
consider neighboring room noises and hotel maintenance schedules.
You dont want someone starting a vacuum cleaner or lawn mower
outside your room during the presentation or meeting.
o Table shapes: Square or rectangular tables create a sense of
getting down to business and are often preferred for training
sessions and instructional meetings. Round tables encourage a sense
of cooperation and sharing, and are also a good shape for creative
ideas and brainstorming sessions.
o Visibility: Make sure presentations, overheads and handouts
use a typeface that all participants can easily see. Make it easy
for every person to see and hear the other individuals.
PAY ATTENTION TO ROOM SETUPS
7 EXTRA STEPS1. Make sure you take the
overview tour of meeting room locations. Are the rooms easy to
find? How much signage is needed?
2. Attendees should be able to leave the room without disturbing
anyone else.
3. If extensive writing is to be done or if the meeting will run
more than two hours, seat attendees at tables, preferably without a
cloth.
4. If chairs are not as comfortable as they could be, ask your
speaker to consider giving participants a stretch break.
5. Provide plenty of ice water, drinking glasses, notepads,
pencils, mints, etc.
6. Its important that during sessions, attendees can see each
other; it helps them connect with each other and the presenter.
7. People learn and feel better in comfortable, attractive
surroundings; keep that in mind.
2015 Plan Your Meetings. All rights reserved. May not be
reproduced in whole or part without permission.
-
11PLANYOURMEETINGS.COM | PYM 2015
The following are common seating arrangements. Whichever
arrangement you choose should be comfortable and promote open
discussion. There are nine distinct choices, each best suited to a
specific set of circumstances. For more out-of-the-box ideas visit
thrival.com.
1.
2.
3.
4.
5.
6.7.8.
9.
1. CLASSROOM SEATING Reminiscent of a schoolroom, this is
basically
rows of tables with chairs. Its preferred when attendees need
table area to take notes, spread out materials or do other
activities. One of the most efficient uses of space, classroom
tables come in two widths: The standard table is 30 inches wide;
there also is an 18-inch version known in the trade as a skinny.
Tables are either 6 or 8 feet long. Place two participants at the
6-foot table and 3 at the longer version. Specify in your contract
the number of participants you want per table; otherwise the
facility may overcrowd each table to fit more people into a smaller
room.
2. THEATER SEATING Theater seating maximizes space, but it
is far less convenient for note-taking or group interaction.
3. CHEVRON SEATING In this setup, chairs are angled toward
the
front of the room in a V-shape. Chevron seating has a friendlier
feel.
4. CONFERENCE SEATING Used for meetings with 30 participants
or less, all chairs gather around one large table.
5. U-SHAPE SEATING Also used for small meetings, standard
banquet tables measuring 8 feet long and 30 feet wide are placed
end-to-end to form a large U shape. Participants face each other,
but there is space between the tables that can be used as a
presentation area.
6. HOLLOW SQUARE SEATING Standard banquet tables are placed
end-
to-end forming a giant rectangle or square that is hollow in the
middle. Its generally used for groups of 30 or fewer.
7. T-SHAPE SEATING Another small group setup, banquet tables
are arranged to form a large T, giving a sense of having a head
table where presenters might be seated.
8. BANQUET SEATING The standard banquet table is 60 or 72
inches in diameter, seats eight or 12 people, and is nearly
always used at food functions.
9. CRESCENT SEATING Similar to banquet seating, but the
chairs
are placed around one-half or three-quarters of the table.
Chairs all face the front of the room.
SEATING PLANS
2015 Plan Your Meetings. All rights reserved. May not be
reproduced in whole or part without permission.
-
PYM 2015 | PLANYOURMEETINGS.COM12
o Do you want them to educate, entertain or persuade? Make sure
they can help you accomplish the meetings goals.
o Before hiring a speaker or entertainer, meet with them in
person, watch a performance or ask for a demo tape.
o Discuss what the specific presentation or entertainment
program will be for your event. You dont want to be surprised.
o Try to negotiate a flat fee. See if the speaker is willing to
include travel, hotel or other costs in the fee.
o Check contingency plans for illness, bad weather, power
outages, etc.
o Make sure the venue can accommodate your choice. (A two-piece
act in a large convention room will get lost.)
o Arrange for something to fill in when the band takes a
break.
o Make sure you have covered all equipment needs (lectern,
microphone preference, overhead projector, LCD panel, video
equipment). Check computer compatibility. Be thorough about the
technical requirements and make sure you know what is allowed and
whether the room can accommodate the equipment, such as large
screens.
o Check access to freight elevators and be sure to leave time
for setup
and breakdown.o Be sure to meet with the on-site
technician and make sure you can contact her or him in an
emergency.
o Check all mics and sound levels well before its time for the
speaker.
o Make sure the speaker or room monitor knows where the light
switches are, how they work and who will dim them on cue.
o Check sightlines to the stage or podium. Never place the
speaker in front of a window, shiny surface or busy background
where glare or distracting elements will compete and diminish
attention to the message.
o Fresh or silk flower arrangements or plants near the podium
create a feeling of comfort. (Be sure to ask the speaker about
allergies.)
o Will speaker provide handout material or need copies made?
Be green: Encourage attendees to go to websites for handouts or
distribute them digitally on USB drives.
o Make sure the speaker knows how much time is allotted for his
or her presentation and how much time should be left for
Q&As.
o Is there a rehearsal schedule? Is there a speakers room (green
room) where he or she can wait or do last-minute preparations?
o Have water available at the podium.o Let speakers and other
guests know
what meetings or events they are invited to attend. Are they
invited to the awards dinner?
o Are they willing to offer other services: MCing, working the
floor, handling an information booth, etc.?
o If staff members are doing presentations and need to improve
their speaking skills, consider hiring a theater professional to
work with them on stage presence, body language, vocal work and
delivery. Corporate divisions of theater and improv companies have
a variety of programs that can enhance employee training and
development, and are often staffed by actors with corporate
backgrounds.
o If you are planning a team-building activity, make sure it
suits your groups demographics. Its important that whatever you
plan, its fun as well as challenging and wont leave anyone out in
the cold.
o Want a speaker to be a virtual emcee or presenter? Look for
someone with broadcast experience.
HIRING SPEAKERS & ENTERTAINMENT
SPEAKERS ONLINE Thespeakersgroup.com
Celebrity speakers and experts. Search by price range.
Brooksinternational.com Celebrities, famous athletes,
motivational speakers and entertainers
Nsaspeaker.org National Speakers Association
Premierespeakers.com International resource for prominent
speakers
Speakers.com Authors, impersonators, actors, celebrities and
special interest speakers
Speaking.com Keynote speakers
2015 Plan Your Meetings. All rights reserved. May not be
reproduced in whole or part without permission.
-
13PLANYOURMEETINGS.COM | PYM 2015
Continued on next page
MANAGE YOUR MEETINGo Get organized with the basics: a word
processor, a spreadsheet and a database.o If you need guidance,
download
free Excel spreadsheet templates for everything from conference
matrix grids to attrition calculators from
corbinball.com/tipstools.
o If you want everything spelled out for you, meeting management
software packages, such as APEX Powershop, can include everything
from RFPs to housing lists, nametags and budgets.
o Organize press releases, email invitations and marketing
metrics with an online system such as Certain Meetings or Constant
Contact.
o I nvite local press or industry bloggers to attend and cover
your event.
GET CONNECTEDo Make sure you know how attendees
can get connected to the Internet on-site, and at what cost.
o Use a video-conferencing facility, G+ hangouts or a virtual
network like Second Life to facilitate training sessions and
conferences between attendees in far-flung destinations, or to
introduce a special speaker to the group.
o Need broadcast-quality resolution? Go for HD
cameras/projectors, satellite feeds or Internet 2 access. Live
satellite broadcasts also are available for conferences held in
movie theaters. Check ncm.com for more information.
o On a tight budget? Webcam-equipped laptops create instant
conferences over the Internet using free software like Skype.com,
Google hangouts and ooVoo.com.
o The World Clock Meeting Planner
(timeanddate.com/worldclock/meeting.html) calculates the best
conference times for attendees in up to four time zones.
o Leverage technology such as Twitter, Facebook, LinkedIn,
Eventbrite,
Slideshare, Tumblr, YouTube, Lanyrd and Google+ to help you
network, connect attendees and market your event.
MAKE IT SNAPPYo Encourage presenters to include YouTube
videos and music in PowerPoint/Keynote/Prezi presentations.
o Spice up a boring presentation with a little humor. Some
improv theaters have corporate entertainment/video departments or
can team-build.
o Moderate Twitter streams for real-time conversations/feedback
using an event specific hashtag (e.g. #yaypym), and provide a
blogging station during general sessions.
SET THE STAGEo Choose a room with adjustable
lighting. Keep the room light enough to take notes.
o Data/digital projectors can be hooked up to laptops, DVD
players or mobile devices.
o Using closed-circuit video in large rooms allows you to
scatter satellite screens throughout the audience to improve
everyones access to the information presented.
o Copy boards let presenters record notes and print them out for
attendees.
o Interactive whiteboards are connected to a computer and
projector, allowing presenters to interact with the audience and
access computer-based information at the same time.
o Plasma display panels (PDP) or flat-panel television screens
can be used in lieu of a traditional screen. PDP overlays turn
plasma panels into interactive whiteboards.
o Multiple panels can double as video-enhanced scenery,
projecting one or many background images.
o Water screens provide a high-resolution projection surface
that floats.
o You dont need a screen to project images.
8 EXTRA TIPS
1. Research areas youre unfamiliar with at
planyourmeetings.com/destinations or on our business directory.
2. Find out whether airfare rates are likely to rise or fall,
and see what the current lowest fares are at bing.com/travel.
3. Make sure software is com-patible with your comput-ers
operating system. Also, only load software on the computer you will
be doing the most work on; software locks may prevent it from
running on more than one machine.
4. Create a closed-circuit video connection between the main
space and any spillover group so everyone can see whats going
on.
5. Use the free TechSpec app to rate a venue or hotels technical
infrastructure and compare potential meeting sites.
6. Need backup Internet? 4G/LTE aircards may be rented by the
day from daypasswireless.com.
7. A mobile devices hotspot may be used in lieu of wired
Internet if yours goes out. But tether the device to a laptop via a
USB cable to ensure the best connec-tion.
8. 4G/LTE cell conections are faster than most Wi-Fi
connctions.
TECHNOLOGY KNOW-HOW
2015 Plan Your Meetings. All rights reserved. May not be
reproduced in whole or part without permission.
-
PYM 2015 | PLANYOURMEETINGS.COM14
The surface of a pool, the walls of a room, a wall of water
anything that is flat will add texture and a touch of the
unexpected to projected displays.
o Consider creating projected 3-D images to interact with
speakers or audience.
o Self-contained, roll-up venues are available for outdoor
events.
o Check the presentation sightlines from everywhere in the
room.
o Encourage speakers to interact with the audience by providing
clip-on lavaliere, handheld wireless or headset microphones.
o Use colors and light to transform the mood of a room and brand
the space. Laser lighting can create rock-show effects, spell out
company logos or slogans and reinforce the rhythm and mood of
piped-in music. Gobo gels in fixed lights can project logos and
color washes. Special gobo gels can simulate textures, as well.
BE PREPAREDo Walkie-talkies are your best friends.
All important contacts should have one on the big day. Dont rely
on cell phones (although the Voxer walkie-talkie app is cool).
o Make sure the venue provides you with at least one tech-savvy
A/V person who will be on-call and within arms reach throughout the
event.
o Have extra batteries for microphones, dongles for projectors
and charger plugs for laptops in the presentation room.
o Make sure projection equipment is compatible with the disc or
laptop the presenter is bringing in advance. Just in case, have a
backup plan.
o Use text messages, social networks, conference apps and emails
to broadcast emergency information or schedule changes, as
needed.
Continued
BY AIRo Whos in charge of booking flights?
An in-house department? An outside travel agency? Coordinate
flight arrivals to simplify ground transportation arrangements (and
lower costs).
o Select an official airline. Some airlines have group sales
departments offering discounted fares, ticketing services and
convenient billing policies.
o Airfares tend to be lower if youre flying into a major hub
where an airline is based.
o Best fares are traditionally found 90 days out.
Bing.com/travel predicts whether fares will rise or drop, and lists
what the current lowest fare is on any given day.
o Encourage attendees to use your official air carrier. Use that
as leverage to get complimentary tickets, based on number of seats
booked, to use for future flights for staff or VIPs.
o Ask airlines for additional frequent flyer points for your
group and for an additional discount for those booking flights 60
days or more in advance.
o Negotiate for the use of the carriers VIP lounge for an
attendee meet- and-greet.
o Note fees for checked luggage.
GROUND TRANSPORTATIONo Check with hotels and facilities;
many
have free, dedicated airport shuttles or can provide airport
pickups for a minimal fee.
o Arrange limousine (Hummer, town car) transfers for VIPs.
o Do you need to ask for concessions on staging areas and curb
space at the airport or venue?
o Are police needed for extra security? If so, who will pay for
them?o Get advice from the local convention
and visitors bureau (CVB) about how to
GETTING THERE AND BACK
2015 Plan Your Meetings. All rights reserved. May not be
reproduced in whole or part without permission.
-
15PLANYOURMEETINGS.COM | PYM 2015
handle group transportation needs. Do they have examples of what
similar size groups have done in the past? Do they have suggestions
for unusual forms of transportation?
o Contact local transportation companies the CVB recommends.
o Does the city have a public transportation system that would
be useful? Are group fares or charters available?
o What are taxicab fares, and can prepaid vouchers be purchased
for attendees in advance?
o Consider hiring a destination management company to arrange
transportation and drivers, print brochures and maps for attendees,
and set up signs and loading areas.
o Whats the transportation schedule? A continuous loop? Morning
and afternoon only? On demand?
o Whos providing signage for each vehicle?o Arrange America
Disabilities Act (ADA)-
equipped vehicles, if needed.o If venues are within walking
distance,
give attendees maps.
BE PREPAREDo Make sure the vendor carries adequate
insurance that states liability limits. o Ask for recent
references.o Make sure vendors contracts spell out who
is responsible for what.o Have passenger lists to check so no
one gets
left behind.o Keep shuttle vans stocked with water and
light snacks, especially if attendees will be getting on and off
more than once a day.
o Consider hiring a speaker or storyteller to amuse attendees if
they will be on the bus for more than 20 minutes.
o If attendees will have bags with them, make sure shuttles have
ample storage space.
o Keep informed about local construction schedules and traffic
patterns; use that information to avoid both while in town.
PREPARE THEMo Keep attendees informed about what they
should expect before they arrive. o Whats the weather like? What
activities
are planned? Will they need sensible shoes? What should they
pack?
o Whats the airport layout? Where should they go after they
land, and who will be there to meet them? What should they do if
their plane is late?
o Greet attendees at the airport with a bottle of water and with
welcome packets; they can relax, rehydrate and reorient themselves
to the new task at hand before arriving at the hotel.
o Provide diagrams of the meeting venue and transportation hubs,
so no one wastes time getting lost.
o Dont ever assume attendees know where theyre supposed to
be.
o Be productive in informing attendees about potential crises
like hurricanes or flu outbreaks so they know what contingency
plans are in place.
Jackie Thornton, M.S., CMP, contributed the seating chart to
this guide. President of Global Marketing and PR Inc., Jackie also
teaches event planning certificate courses.
Claire Gould, owner of Rx for Events LLC, contributed to the
F&B section. Claire shares her F&B tips and experiences
monthly at PlanYourMeetings.com.
Plan Your Meetings Chief Storyteller Kristi Casey Sanders
updated and edited this guide.
For more best practices, planning trends, tips, ideas, examples,
industry news and more claim your free subscription to PYM at
PlanYourMeetings.com/subscribe.
7 SAFETY TIPS1. Gather a list of emergency
contact numbers from the local CVB and notify authorities when
your group will be in town.
2. Meet with hotel and facility security professionals and go
over emergency procedures, particularly exit and crowd management
strategies. Know city plans, too.
3. Go over internal communication plans; know who is doing what
and make sure everyone is on the same page and is connected during
the event.
5. Make sure properties and facilities are aware of who your
vendors are, what they are delivering and when they are
expected.
6. Know whats going on in the world. Designate someone who can
deal with questions and concerns attendees may have. Have
alternative travel plans just in case.
7. Spell out specifically who is responsible for what in vendor
contracts. Vendors insurance should state liability limits; see if
your group can be named as additional insured. Consider getting an
event cancellation policy.
2015 Plan Your Meetings. All rights reserved. May not be
reproduced in whole or part without permission.
PYM-LIVE-Event_2015_denver.pdfCoors Field ad for Digital Guide
Denver.pdfCVB PYM Live Ad.pdf2015 Denver PYM Practical Guide to
Meeting Planning.pdf