Planning this Meeting⦠Who's Job Is It Anyway??? Gathering the ...
8/27/2012
10 Tips for Success: When Meeting Planner Isn’t Your Job Title g
Charlie Spiegel Director of Sales Monterey County CVB
Terri Roberts Training for empowerMINT.com DMAI
Scott Lash Certified Experience Economy Expert Partner and Marketing Dir. Strategic Horizons LLP
Planning this Meeting… Who’s Job Is It Anyway??? Gathering the internal information you’ll need before reaching out Industry approved resources to aid your planning Enlisting the CVB as your advocate in Enlisting the CVB as your advocate in any destination
1
8/27/2012
Getting Your Act Together Understanding Internal Expectations
The 5 W’s
• Whyy‐the reason for the meeting f g
2
8/27/2012
The 5 W’s
• Whyy‐the reason for the meeting f g • What‐type of event
The 5 W’s
• Whyy‐the reason for the meeting f g • What‐type of event • Where‐destination, hotels or venues
3
8/27/2012
The 5 W’s
• Whyy‐the reason for the meeting f g • What‐type of event • Where‐destination, hotels or venues • When‐dates
The 5 W’s
• Whyy‐the reason for the meeting f g • What‐type of event • Where‐destination, hotels or venues • When‐dates • Who‐attendees
4
8/27/2012
5
8/27/2012
6
8/27/2012
A Little Coaching Never Hurts Online Resources to Support Your Pl Planning Efforts i Eff t
Where the Pros Go • Convention Industry Council (CIC) http://www.conventionindustry.org/index.aspx p // y g/ p • Meeting Professionals International (MPI) http://www.mpiweb.org/Home • American Society of Association Executives (ASAE) htt // http://www.asaecenter.org/ t / • Professional Convention Management Association (PCMA) http://www2.pcma.org/
7
8/27/2012
Taking It on the Road Enlisting the CVB as Your Advocate in Any Destination
Why do CVBs make perfect meeting planning partners? • They are the best first call to help you FIND th i ht fit f the right fit for any size meeting i ti – Comprehensive view of the destination – Local expertise – Extensive in‐market relationships Extensive in‐market relationships – And they’re FREE…to YOU!!!
8
8/27/2012
Call Your CVB First •
Educate you about the hotels
•
Help you understand the desirability and fit of your meeting for the different types of hotels.
•
Discuss the seasonality and pattern preferences of the hotels, especially if lower rates are a priority or preferred date availability is an issue.
•
Help you tweak your RFP to be destination‐specific.
•
Distribute your RFP to the hotels you want to consider, and follow up with them to be sure they are responding in a timely and complete manner.
•
Lobby on your behalf.
•
Set up your site inspections and coordinate your visit to the destination
•
Intercept hotel questions and collect responses so you’re not inundated with emails or phone calls.
With over 113,000 hotels and facilities in the US… how do you navigate?
9
8/27/2012
Well, there are over 880 destination experts to help you FIND just the right FIT and all the right answers…
Direct to the CVB ….one‐ stop‐shop for planners: l il h d •Planners easily search and compare meeting needs across multiple destinations. •Planners save time and money submitting one FastTrackRFP to multiple destinations. Planners manage a single •Planners manage a single profile, check their histories and power shop at over 200 top cities.
10
8/27/2012
CMP CREDIT • This This session has been session has been verified by CIC to qualify for continuing education credit. towards the CMP certification. • Participation has earned you .50 Clock Hours (30 minutes) for CMP IS minutes) for CMP‐IS Domain: B Project Management
• We will send you an email following the webinar that g will give you a link to print proof of your participation • Simply list the course on your year‐end detail. • Thank you for participating!
11
8/27/2012
[email protected] or [email protected]
12
10 Tips for Success: When Meeting Planner Isn’t Your Job Title g
Charlie Spiegel Director of Sales Monterey County CVB
Terri Roberts Training for empowerMINT.com DMAI
Scott Lash Certified Experience Economy Expert Partner and Marketing Dir. Strategic Horizons LLP
Planning this Meeting… Who’s Job Is It Anyway??? Gathering the internal information you’ll need before reaching out Industry approved resources to aid your planning Enlisting the CVB as your advocate in Enlisting the CVB as your advocate in any destination
1
8/27/2012
Getting Your Act Together Understanding Internal Expectations
The 5 W’s
• Whyy‐the reason for the meeting f g
2
8/27/2012
The 5 W’s
• Whyy‐the reason for the meeting f g • What‐type of event
The 5 W’s
• Whyy‐the reason for the meeting f g • What‐type of event • Where‐destination, hotels or venues
3
8/27/2012
The 5 W’s
• Whyy‐the reason for the meeting f g • What‐type of event • Where‐destination, hotels or venues • When‐dates
The 5 W’s
• Whyy‐the reason for the meeting f g • What‐type of event • Where‐destination, hotels or venues • When‐dates • Who‐attendees
4
8/27/2012
5
8/27/2012
6
8/27/2012
A Little Coaching Never Hurts Online Resources to Support Your Pl Planning Efforts i Eff t
Where the Pros Go • Convention Industry Council (CIC) http://www.conventionindustry.org/index.aspx p // y g/ p • Meeting Professionals International (MPI) http://www.mpiweb.org/Home • American Society of Association Executives (ASAE) htt // http://www.asaecenter.org/ t / • Professional Convention Management Association (PCMA) http://www2.pcma.org/
7
8/27/2012
Taking It on the Road Enlisting the CVB as Your Advocate in Any Destination
Why do CVBs make perfect meeting planning partners? • They are the best first call to help you FIND th i ht fit f the right fit for any size meeting i ti – Comprehensive view of the destination – Local expertise – Extensive in‐market relationships Extensive in‐market relationships – And they’re FREE…to YOU!!!
8
8/27/2012
Call Your CVB First •
Educate you about the hotels
•
Help you understand the desirability and fit of your meeting for the different types of hotels.
•
Discuss the seasonality and pattern preferences of the hotels, especially if lower rates are a priority or preferred date availability is an issue.
•
Help you tweak your RFP to be destination‐specific.
•
Distribute your RFP to the hotels you want to consider, and follow up with them to be sure they are responding in a timely and complete manner.
•
Lobby on your behalf.
•
Set up your site inspections and coordinate your visit to the destination
•
Intercept hotel questions and collect responses so you’re not inundated with emails or phone calls.
With over 113,000 hotels and facilities in the US… how do you navigate?
9
8/27/2012
Well, there are over 880 destination experts to help you FIND just the right FIT and all the right answers…
Direct to the CVB ….one‐ stop‐shop for planners: l il h d •Planners easily search and compare meeting needs across multiple destinations. •Planners save time and money submitting one FastTrackRFP to multiple destinations. Planners manage a single •Planners manage a single profile, check their histories and power shop at over 200 top cities.
10
8/27/2012
CMP CREDIT • This This session has been session has been verified by CIC to qualify for continuing education credit. towards the CMP certification. • Participation has earned you .50 Clock Hours (30 minutes) for CMP IS minutes) for CMP‐IS Domain: B Project Management
• We will send you an email following the webinar that g will give you a link to print proof of your participation • Simply list the course on your year‐end detail. • Thank you for participating!
11
8/27/2012
[email protected] or [email protected]
12
