Cover image for The complete idiot's guide to meeting and event planning
Title:
The complete idiot's guide to meeting and event planning
Author:
Craven, Robin E.
Personal Author:
Publication Information:
Indianapolis, Ind. : Alpha Books, 2001.
Physical Description:
xviii, 317 pages : illustrations ; 23 cm
General Note:
Includes index.
Language:
English
ISBN:
9780028640044
Format :
Book

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Hamburg Library HF5734.5 .C73 2001 Adult Non-Fiction Open Shelf
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Summary

Summary

This guide provides suggestions on organizing aspects of a meeting from planning the budget to choosing a caterer. It gives everyone from assistants to professionals the inside story, that only the experienced professional meeting planners know.


Author Notes

Robin E. Craven and Lynn Johnson Golabowski launched Alliance LLC Meetings Management in January 1997. (Alliance LLC organizes national and international conferences, workshops, and seminars.) Together, they plan meetings and events for corporations and associations. They are also partners in MeetingsCoachSM, a division of Alliance LLC. As Meetings CoachesSM, they share their meetings-industry knowledge and experience with meeting planners by providing timely, constructive, and affordable assistance on just about any meeting-planning issue or topic.

Robin and Lynn also speak and provide training for the meetings industry. They have written numerous articles and currently write columns for Midwest Meetings and Small Market Meetings. Both are active members of Meeting Professionals International (MPI).Robin resides in Richland, Washington. She has a Bachelor's degree in biology from Virginia Tech University and has more than 22 years of experience as a meeting planner. She is a past president of the Wisconsin Chapter-Meeting Professionals International and was the first chair of MPI's Information Technology Advisory Council. She is currently the president of the Alliance of Meeting Management Consultants.

Lynn has more than 24 years of experience in the hotel, meeting, and tourism industry. She has an Associate in Arts degree from Rock Valley College in Rockford, Illinois, and a Bachelor's degree in hotel and restaurant management from the University of Wisconsin-Stout in Menomonie. Her industry experience includes managerial positions in sales and marketing with Stouffers, Marriott, Hyatt, and Wyndham. This experience, from both sides of the meetings industry-supplier and buyer-brings a unique perspective to her role as a meeting planner. She is currently the executive director of Meeting Professionals International-Wisconsin Chapter.


Table of Contents

Part 1 Bird's-Eye Viewp. 1
1 What Is a Meeting or Event Anyway?p. 3
Flying Highp. 3
United We Should Standp. 4
The Purpose of a Meetingp. 4
What Are Meetings and Events?p. 5
Who Are These Meeting Professionals?p. 6
Least Common Denominatorp. 7
The Right Timep. 7
The Right Placep. 8
The Right Peoplep. 8
The Right Leaderp. 9
The Right Scoopp. 9
The Big Eventp. 10
2 One, Two, Three ... Goal!p. 13
Why Bother?p. 13
Big Picturep. 14
Little Picturep. 15
Roll Up Your Sleevesp. 19
What? More Objectives?p. 20
A Tisk, a Taskp. 20
Thanks for Your Supportp. 21
Who's the Boss?p. 21
3 Is It Worth It?p. 23
Who Cares?p. 23
I've Gotta Attend Another Meeting?p. 24
I've Gotta Plan Another Meeting?p. 25
I've Gotta Fund Another Meeting?p. 25
Don't Forget the Exhibitors and Sponsorsp. 26
Measuring Return on Investment (ROI)p. 26
Measuring Toolsp. 27
Hard Dollarsp. 27
Soft Sensep. 28
Attendee Perspectivep. 28
Exhibitor Perspectivep. 29
Use the Information!p. 30
4 Who Ya Gonna Call?p. 31
Web Sitesp. 31
Associationsp. 32
Why Join?p. 32
Trade Publicationsp. 33
Convention and Visitors Bureaus (CVBs)p. 34
Destination Management Companies (DMCs)p. 35
To CVB or DMC?p. 36
National Sales Offices (NSOs)p. 36
Industry Expertsp. 37
Ask The Expertsp. 37
mpoint.comp. 38
MeetingsCoachp. 38
Meeting Matters (MIMlist)p. 39
Meeting Management Companies (MMCs)p. 39
5 Technology Soft-Where?p. 41
Do It Yourselfp. 41
Off-the-Shelfp. 43
Room Diagrammingp. 43
Name Badgesp. 44
Turnkey Managementp. 45
Lots of Online Stuffp. 46
Site Selectionp. 46
Registration and a Whole Lot Morep. 47
Everything Elsep. 48
Trends of the Tradep. 49
The Registration Processp. 49
Site Inspectionsp. 49
Online Auctionsp. 50
6 An Event by Any Other Namep. 51
The Smorgasbordp. 52
Identity Crisisp. 52
It's More Than Drink Umbrellasp. 53
Think Outside the Boxp. 53
Not Under One Roofp. 54
A Marriage Made in Sponsorship Heavenp. 55
"Fun"-Raisingp. 57
The Final Fourp. 57
Master Planp. 58
Contingency Plansp. 58
Entertainmentp. 58
Volunteersp. 59
7 Supplier Secrets No Morep. 61
Walk a Mile in My Shoesp. 62
Your Business Under a Microscopep. 65
Hotel Tag Teamsp. 68
The Details, Pleasep. 68
Sales Managers Just Wine and Dine--Not!p. 69
Part 2 First Things Firstp. 71
8 Creating and Following a Timelinep. 73
Timeline Typesp. 74
Key Elements, Key Datesp. 74
Begin at the Endp. 78
Keep on Trackp. 79
9 Dollars and Common Sensep. 81
Everything Has a Pricep. 81
Up for Bidp. 83
Building a Budgetp. 84
Spending Moneyp. 84
Making Moneyp. 86
Fixed vs. Variable Costsp. 86
Cost-Saving Ideasp. 88
10 Inn Sites and RFPsp. 91
Location, Location, Locationp. 91
Write the Right RFPp. 93
Meeting Scoopp. 93
By Fax, Snail Mail, E-Mail, or Onlinep. 95
Ask and You May Receivep. 96
Special Accommodationsp. 97
The Americans with Disabilities Act (ADA)p. 97
Bon Voyage!p. 97
Guided Toursp. 98
Surprise! Go It Alonep. 98
Front of the Housep. 98
Back of the Housep. 99
Site Checklistp. 99
Virtual Inspectionsp. 99
Decisions, Decisions, Decisionsp. 99
Inform the Suppliersp. 100
Announce Your Decisionp. 100
11 Negotiating the Best Dealp. 101
Vendors You Needp. 102
Needs, Wants, and Everything Elsep. 102
Everything's Negotiable (Almost)p. 103
Attritionp. 103
Meeting-Room Rentalp. 104
Unexpected Chargesp. 105
Written Documentsp. 107
Nonnegotiablesp. 107
Music Licensingp. 107
Service Charges, Gratuities, and Uncle Samp. 108
Insurancep. 108
12 Contracts: Signing on the Dotted Linep. 111
It's More Than Dates and Ratesp. 112
General Provisions and Guestroom Issuesp. 112
Meeting Space Provisionsp. 115
Food and Beveragep. 116
Exhibit Space Provisionsp. 117
Bye-Byep. 118
Beyond Your Controlp. 119
People Provisionsp. 120
More Legal Mumble Jumblep. 120
13 Marketing, Marketing, Marketingp. 125
The Marketing Messagep. 125
Marketing Philosophyp. 126
Scenario 1 You Have to Attend the Sales Meetingp. 126
Scenario 2 Please Come to This Meetingp. 127
Don't Shoot the Messengerp. 127
Hard Copyp. 128
Cyberspacep. 129
Adsp. 130
Mediap. 130
If You Can't Beat 'Em, Join 'Emp. 131
Timing Is Keyp. 131
14 Exhibits and Expositions: Should You Do It?p. 133
Exposition or Tradeshowp. 134
Confusing Considerationsp. 134
Location, Location, Location (Again)p. 135
How Facilities Sell Exhibit Spacep. 136
How You Sell Space to Exhibitorsp. 136
Exposition Services Contractor (ESC)p. 137
Determining Potential Exhibitorsp. 138
Exhibitor Prospectusp. 138
Rules and Regsp. 140
Issues Onsitep. 140
Move-Inp. 140
The Hookp. 141
Move-Outp. 142
Part 3 Care and Feedingp. 145
15 The Setupp. 147
Seating Is Importantp. 147
Math for Meetingsp. 151
Generation What?p. 152
Interactive Sessionsp. 153
Go with the Flowp. 153
Session Monitorp. 154
Floor Plansp. 154
Setting the Ground Rulesp. 155
16 The Stuff Meetings Are Made ofp. 157
The Playersp. 157
Name Badges and Ribbonsp. 158
Totes and Carryallsp. 160
Awards and Recognitionp. 160
Giveaways and Amenitiesp. 161
At the Meetingp. 162
In the Roomp. 162
The Selectionp. 162
At the Tradeshowp. 163
"Logo It"p. 164
Everything Elsep. 164
17 Yakety Yakp. 167
Setting the Stagep. 168
Where Do You Find Them?p. 168
Hired Gunsp. 169
Hiring the Hired Gunsp. 170
The Dotted Line ... Getting Togetherp. 170
Breakout Speakers and One-Shot Dealsp. 171
Call for Presentationsp. 171
Meeting Scoop Sheetp. 172
Books, Tapes, and Other Sale Itemsp. 173
Taping and Publication Releasep. 173
Book and Tape Salesp. 174
Getting Them There and Other VIP Issuesp. 174
Speaker Ready Roomp. 175
Cancellations and No-Showsp. 175
Monitors/Facilitatorsp. 175
Speaker Supportp. 176
Rehearse, Rehearse, Rehearsep. 176
18 Planes, Trains, and Automobilesp. 177
Getting Therep. 178
Meet and Greetp. 178
Ground Transportationp. 179
Driving Directionsp. 181
Moving the Massesp. 182
City-Widesp. 183
19 You Gotta Feed 'Em, Toop. 185
Pop Quizp. 185
A Few Rules to Get You Startedp. 187
Breakfastp. 189
Breaksp. 190
Lunchp. 191
Dinnerp. 191
Receptionsp. 192
Tricks of the Tradep. 193
Banquet Event Ordersp. 194
Guaranteesp. 195
Service and Presentationp. 196
Special Needsp. 196
20 Seeing Is Believingp. 199
What Is A/V Anyway?p. 200
Know What You Needp. 201
The Visual Basicsp. 202
The Audio Basicsp. 204
Audiotapingp. 205
Professional A/V Productionp. 206
21 Registration and Housingp. 209
Designing Your Registration Formp. 210
Developing Your Databasep. 212
Signup Made Easyp. 213
The Old-Fashioned Wayp. 213
Do It Onlinep. 214
Heads in Bedsp. 215
Housing Reservation Formsp. 216
Housing Bureaup. 217
Rooming Listp. 217
Call-In or Onlinep. 218
Cancellationsp. 218
Part 4 Center Stage and Beyondp. 219
22 The Final Stretchp. 221
You're Herep. 221
Setting Up Your Officep. 222
A Quick Tourp. 224
Your Master Listp. 224
Convention or Meeting Resumep. 224
Rooming List--Keep on Top of It!p. 225
Your Rolep. 226
Too Many Chiefsp. 227
You're Responsiblep. 227
Meetings About Your Meetingp. 228
Pre-Convention Meetingp. 228
Daily Chatsp. 229
Post-Convention Meetingp. 229
The Three R's--Review, Review, Reviewp. 229
The Master Bill Before You Gop. 230
23 Ready, Set, Go Onsite!p. 231
Registration Setup Considerationsp. 232
Staffing and Trainingp. 234
Signagep. 235
Behind the Scenesp. 236
Welcome to My (Early!) Morningp. 236
Mid-Morning Relay Racep. 237
Come and Get It!p. 237
Bumps in the Roadp. 237
Problem Solvingp. 238
The Home Stretchp. 238
24 Yikes! Help! Emergency!p. 241
What Is a Crisis?p. 241
Your Motto--Be Preparedp. 243
Written Plansp. 244
Professional Security Servicesp. 244
Other Minor Frustrationsp. 245
Last-Minute Requestsp. 245
Oh Puleese!p. 246
25 It's Not Over Till It's Overp. 249
Paying the Billsp. 249
Tipping ... Didn't We Do That?p. 250
Tabulating the Evaluationsp. 252
Final Facility Reportsp. 253
Your Final Reportp. 253
Ethicsp. 254
To FAM or Not to FAMp. 254
The Debate on the Rebatep. 254
Other Ethical Issuesp. 255
26 For Suppliers Only (Planners May Take a Peek)p. 257
Five Ways to Lose a Customerp. 258
Six Steps to a Great Partnershipp. 258
Know Your Property/Product/Servicep. 258
Site Visitsp. 259
Know These Things, Toop. 259
Prepare to Solicitp. 260
Educate the Customerp. 261
Inquiry Callsp. 261
Preparing a Proposalp. 262
Contractsp. 263
Anticipate Needsp. 263
Provide Their Meeting Historyp. 263
Statisticsp. 264
Observationsp. 264
27 Alphabet Soupp. 267
Certification--Is It for You?p. 268
Higher Educationp. 269
Degrees/Certificatesp. 270
Distance Learningp. 271
Associationsp. 271
Continuing Education Units (CEUs)p. 271
Conferences and Seminarsp. 271
Get a Job! Get a Life!p. 272
28 Oh, the Insanity of It Allp. 275
How Much More Can I Take?p. 276
Who's Clueless?p. 276
What's So Hard About That?p. 278
Look Out for #1p. 278
Get a Coachp. 280
Friends and Familyp. 280
When the Goin' Gets Toughp. 280
The Office Never Closesp. 280
Juggling Multiple Meetingsp. 281
Staying Aheadp. 281
Appendixes
A Sample Forms and Checklistsp. 283
B Meeting-Related Web Sitesp. 293
C Glossaryp. 297
Indexp. 305

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