Meeting Planner Puzzle Pieces

Virtual and Hybrid Meetings

2012-01-20T14:33:00.000-05:00

It is always exciting to be interviewed for a major industry publication. I encourage everyone to put this and public speaking on the top of their list of goals for the year if you are looking to grow your business. I had to share the opportunity with my client since I could not have enjoyed this experience without him AND his industry will play a key role in the success of all the styles of live streaming production for meetings. I will let you read the story in the fashion that the seasoned journalist writes. Barbara Palmer was a delight in her interviewing skill and the passion and professionalism she brought to each conversation. Enjoy the treat!
http://www.pcma.org/Convene/A-More-Perfect-Union.htm

Virtual Meetings

2011-12-07T11:58:00.000-05:00

The topic of Virtual Meetings is sizzling! Meeting professionals play a vital role in orchestrating the details. You will be hearing more about this component and how it is changing the way we meet.

Even the Hospitality Sales and Marketing Association has experienced impressive results by adding a virtual component to their first hybrid event.

Industry: Association

Location: McLean, VA

September 2011Results -

Digital Extension:

• 279 Registrants

• 228 Attendees

• 82% Attendance Rate

• 818 Unique Views of Live Session Content

• 97% enjoyed participating in HSMAI’s MEET On first digital extension

• 59% of digiatl attendees are more inclined to attend HSMAI’s MEET in person the next year

Here are several other articles you may find interesting. A2Z Meetings & Events would enjoy putting all the details together when you decide to incorporate this technology.

Hybrid Meeting Strategies and The Conference Center

http://i-meet.com/public/blog/Blog_Kevin_Iwamoto_1851.aspx

Name That Hotel ~ Venue 7 ~ Results September 7

2011-09-02T20:04:00.000-04:00

This exquisite venue is elegant and very memorable.

Venue 6 ~ The Longboat Key Club and Resort

2011-09-02T19:14:00.000-04:00

Recognized among the top 1% of group meeting venues in the U.S. by Successful Meetings Magazine, our Fourth consecutive Pinnacle Award, The Longboat Key Club and Resort offers flexible meeting space for executive retreats and small groups ranging in size from 10 ~ 150 attendees. What makes our AAA Four Diamond Florida Resort the perfect place? Some say it’s because Golf Digest names us one of the ”Best Places to Play” or because the USTA gave us and “Outstanding Facilities Award” for our new Tennis Gardens. Others insist it’s our luxurious 9000 square foot Island House Spa, our six unique restaurants and our exclusive private white sand beach. All 218 suites are newly renovated with private balconies offering spectacular views of the beach, bay and golf course. So when planning a meeting, you just need to remember ~ it’s all here. And it’s all yours.

Name That Hotel ~ Venue 6 ~ Results August 19

2011-08-18T18:37:00.000-04:00

Perhaps you are seeing a pattern in many of these wonderful hotels. Superb accommodations, unique meeting space and and stunning location ... I was here last week! Can you Name that Hotel ~ Venue 6?

Don CeSar on St. Pete Beach, FL

2011-08-18T18:32:00.000-04:00

Venue 5 in Name that Hotel was the historic Pink Palace rich with history and warm hospitality.

Situated on 7 miles of powdery white beachfront, the legendary Don CeSar Beach Resort, A Loews Hotel offers pampering spa treatments, 2 pools, 3 award winning restaurants and lounges, 40,000 sq/ft of indoor/outdoor meeting space and Camp CeSar for the younger guests ages 4-12. Florida s Pink Palace is a radiant reminder of what it means to escape the ordinary!

Name That Hotel ~ Venue 5 ~ Results July15

2011-07-14T10:20:00.000-04:00

Entertain your guests with magical sunsets, sparkling water and sugar sand beaches. World class elegance ... one of a kind ... truly special!

Name That Hotel ~ Venue 4 ~ DoubleTree by Hilton Tampa Airport-Westshore

2011-07-09T09:04:00.001-04:00

DoubleTree by Hilton Tampa Airport-Westshore is among the largest hotels in Tampa offering over 16,000 square feet of newly renovated meeting space including 14 meeting rooms and a 9,100 sq ft ballroom. We’re a favorite for event planners, as all function space is located on the first level, providing a great flow for events and convenient load in. Our function space includes a permanent registration counter with lockable office/storage, spacious pre-function areas and our ballroom includes a permanent, recessed stage. Attendees enjoy great savings with complimentary airport shuttle service, complimentary parking and other great amenities such as our 24 hour business center, outdoor pool and 24 hour fitness center. 489 contemporary guest rooms and 17 luxurious suites include flat panel HDTV’s, Sweet Dreams by DoubleTree bedding and most rooms offer a balcony. At DoubleTree by Hilton Tampa Airport-Westshore, the little things mean everything!
Tune in Monday for Venue 5!

Name That Hotel ~ Venue 4 ~ Results July 8

2011-07-06T10:37:00.004-04:00

This shot shows one of the fun spots you can visit after the meeting day concludes. They are well known for abundant meeting space and plenty of guest rooms so it makes for an exceptional self contained convention site.

As an independent meeting professional we work with a lot of hotels and hold a treasure chest of awesome venues and priceless relationships. We are not destination or chain biased and work with properties worldwide.

Join our Facebook page ( http://www.facebook.com/A2ZMeetings ) every Monday for a newly featured hotel photo. Every Friday we will announce the first correct respondent along with details on the latest happenings at the featured hotel.

It is quick, fun and may even be educational. If you would like to feature your favorite venue, contact us for details. Do you know our forth featured venue?

TradeWinds Island Grand ... Can't believe no one guessed correctly!

2011-07-05T13:39:00.000-04:00

Many new updates since I left in December 2008 and it is great to see the new fresh look!! ... Consistently recognized as a premier meeting destination on Florida’s Gulf Coast, newly renovated meeting space and guest rooms bring a clean, contemporary feel to this perennial favorite renowned for it relaxed, welcoming ambiance and friendly, efficient staff. 585 guest rooms and suites, and 68,000 square feet of meeting space, provide an ideal setting for any group. Five pools, 14 dining and entertainment venues, shopping and spa services make this a true destination in itself. So after your meeting, take a break, sink your toes deep into the sugary white sand and watch the sunset from a beachside hammock, the warm Florida sun and the inviting gulf breezes beckon you to embrace life’s little pleasures.

Name That Hotel ~ Venue 3 ~ Results July 1

2011-06-27T14:23:00.000-04:00

This one should be easy! Be sure to go to http://www.facebook.com/A2ZMeetings to connect!
No one guessed correctly on last week's featured property. Yes it was a tough one but a great venue! Last week's featured venue was the newly renovated St. Petersburg Marriott Clearwater hotel which provides the latest high tech amenities for guests offering 173 guest rooms and 24 suites. With 30,000 sq. ft. of functional event space, you can have up to 10 breakout meeting rooms and the 7,225 sq ft Grand Ballroom accommodates up to 800. Enjoy stylish, top notch service at the gateway where Tampa and St. Petersburg connect.

Name That Hotel ~ Venue 2 ~ Results posted June 24

2011-06-20T09:39:00.002-04:00

Selecting the right venue for your meeting or event is one of the first steps to success. Join our weekly contest to see if you can recognize some of the great spots to choose from.

The title of the game gives you a clue ... these are all hotels and not country clubs, restaurants, museums, club houses, gardens, attractions or other options that do not have overnight guest rooms associated with them. Those are all fabulous options for special events. The area convention and visitors bureau will be happy to provide a list of venue options for special events. Hiring a Meeting expert to partner in the overall coordination really helps to orchestrate every detail.

UPDATE June 24 ... Thanks to my dear friend Eric Peak for providing Venue 2!
The newly renovated St. Petersburg Marriott Clearwater hotel provides the latest high tech amenities for guests offering 173 guest rooms and 24 suites. With 30,000 sq. ft. of functional event space, you can have up to 10 breakout meeting rooms and the 7,225 sq ft Grand Ballroom accommodates up to 800. Enjoy stylish, top notch service at the gateway where Tampa and St. Petersburg connect.

Name that Hotel this week was Sheraton Tampa Riverwalk and Jaci Lowther guessed correctly!

2011-06-17T09:41:00.000-04:00

Enjoy small town comforts in a downtown setting for a first-class meeting experience at the Sheraton Tampa Riverwalk hotel. We’re just 8 miles from Tampa International Airport and convenient to Tampa Bay’s most popular attractions. We offer 12,000 square feet of meeting and event space, most with windows allowing for natural lighting and gorgeous riverfront views. Our 277 spacious guestrooms including 16 suites feature the Sheraton Sweet Sleeper Beds, complimentary WiFi, and over half include furnished riverfront balconies. Connect with us today to learn about our special group promotions and learn how the Sheraton Tampa Riverwalk can be home to your next program.

Name That Hotel ~ Venue 1 ~ Results June 10

2011-06-15T15:26:00.000-04:00

Join our Facebook page ( http://www.facebook.com/A2ZMeetings ) every Monday for a newly featured hotel photo. Every Friday we will announce the first correct respondent along with details on the latest happenings at the featured hotel.
It is quick, fun and may even be educational. If you would like to feature your favorite venue, contact us for details. Do you know our first featured venue?As an independent meeting professional we work with a lot of hotels and hold a treasure chest of awesome venues and priceless relationships. We are not destination or chain biased and work with properties worldwide.

Name that Hotel

2011-06-13T17:44:00.001-04:00

As an independent meeting professional we work with a lot of hotels and hold a treasure chest of awesome venues and priceless relationships. We are not destination or chain biased and work with properties worldwide.

10 AmA2Zing Affirmations for Success & Abundance

2010-10-30T01:09:00.001-04:00

Associating with positive people is at the core of success. People who stretch you and ask you to share your expertise force you to dig inside to be sure you reach the roots of what makes you unique so accept every opportunity to dive into self-discovery. Lisa Kraus with Plan Your Meetings is one of those individuals who turned my sour grapes complaint into sweet wine. Because of that experience, I have become a raving fan and speaker whenever she needs me to help out. Be sure to use them and their suppliers as a resource. They are committed to education, relationship building and collaboration. Check out their Knowledge Series www.planyourmeetings.com/pym-knowledge-series/ and their town hall meetings on You Tube.

I had the pleasure of working with Plan Your Meetings this week at the Sheraton Sand Key. Do yourself a favor and take a close look at this resort. The service team is extraordinary! They have longevity, commitment, quality and creativity on every level of the organization. They partner and collaborate with planners to learn your needs and exceed your expectations. The leader of this sales organization is always upbeat and positive. No matter what question you ask Jack Guy, he will find a compliment to share.

These are just two samples of some great partners that have touched my life and I invite you to experience them as they are worthy of special attention in the world of meetings and events. I promised affirmations that are guaranteed to make you smile when you repeat them and live them and believe them.

Ten Affirmations for Success and Abundance

- I am open to the flow of great abundance in all areas of my life.

- I allow the universe to bless me in surprising and joyful ways.

- My grateful heart is a magnet that attracts more of everything I desire.

- I exude passion, purpose and prosperity.

- I am always led to the people who need what I have to offer.

- My day is filled with limitless potential in joy, abundance and love.

- I always have more than enough of everything I need.

- The more I give away, the more it multiplies and is returned to me.

- As my commitment to help others grows, so does my joy and wealth.

- I am thankful for all the blessings in my life!

Keep coming back for more! www.a2zmeetingsandevents.com

Suppliers Feed Our Needs

2010-04-24T14:22:00.005-04:00

My goal as a professional meeting planner is to serve our industry and educate hoteliers, clients and suppliers on best practices to build and maintain healthy, permanent relationships. I had the opportunity to wear many hats at a recent Meeting Professionals International meeting and there are so many suppliers who really impacted the outcome of that meeting. Each hero played an integral part in making it special. The Holiday Inn Harbourside on Indian Rocks Beach served and incredible meal. I guaranteed 5% over the registered guests and set the room for 10% over. How exciting that we actually had a 20% increase to our counts as walk ins and 0 no shows!

Carolyn Casey remained calm and had tables set while we started our program. Food service was delayed slightly which left our speaker no time to have her meal. Kathy Potts at Oncore Performance Group, LLC will hold your attention and while you hear her story ... you will be thinking about your own. What changes do I need to make in my life so I am living my passion? What IS my passion? What is getting in the way? She is no nonsense and digs until she finds the answer ... sometimes (probably most times) the voice that keeps us from our dreams is fear rather than reality. Kathy is dynamic, real and creates a relationship when she is working with you. Her singing talent is a bonus and a real gift! She made me laugh and made me cry and left a mark on my brain and heart.

I write a thank you and include a recommendation for her talent as a guest speaker and she returns the following:
“Linda is the type of professional to roll-up her sleeves and jump-to the task at hand. As the keynote speaker for MPI's April Meeting, several key leaders were out of town, and in the last moments Linda raised her hand to take-on responsibility for ensuring the success of the meeting. Linda created a relationship with me prior to the event, reviewing details such as AV Equipment, Agenda Flow, Marketing Tables, and such. When I arrived, she was ready to begin work immediately- creating a warm, while highly productive atmosphere. As it turned out, I was unable to eat lunch which was served during my presentation. Without missing a beat, Linda ensured I had a packed lunch waiting (and boy was I grateful for her extra initiative!) Linda has a charm about her that attracts laughter, as well as focus on the tasks at hand. If you want a personality to accompany the competence needed to plan your meetings ahead, call on Linda!”

WOW! Who knew that the meal would be a detail that would be noticed! I just did what was right and treated her the way you should treat a partner. But what came next really stopped me in my tracks.

Kathy Potts tells me ... There's more to the story...
On the way home, I came across a homeless man. He didn't look like the typical homeless guy. Very clean-cut, muscular, well dressed...something wasn't quite right. His sign said "Hungry" - that's all.
With a full meal in the box sitting next to me, I rolled down my window and called him over, "Hey man...I have a meal here for ya! We have steak, chicken, vegetables - but I'm sorry to say, I already ate the potatoes."
"Thank you ma'am. I'm kinda new to this. I've only been homeless now for 3 days, and I'm embarrassed, but so grateful - thank you so much. My wife is going to be so thankful."
Linda - your kindness has reach that is beyond your imagination ;)
Please...do post the testimonial :)
(oh...and grabbed a bite at home) - hope that isn't seen as disrespectful. I just thought he needed the meal more than I.

Random acts of kindness to one another are so far reaching. Treat your supplier’s right and watch the world around you become a brighter place where relationships grow stronger and we all feel heard and cared for. Visit my website for other articles on supplier relationships. a2zmeetingsandevents.com/blog Treat 'em RIGHT!

Is it REALLY glamorous?

2010-03-26T23:28:00.003-04:00

So you've exhibited in a few tradeshows and you feel like:

you've figured out how much of what to bring so you aren't lugging things home or throwing it in the trash ( the green team is watching you!)
how to theme your booth to attract a crowd
what special items you'll bring for anyone who gives you a great request for proposal
a target list of who your key prospects are
a target list to check out the competition
non competitive supplier vendors you need to chat with
which of the educational workshops you will attend (or not) for the sake of networking

Take a peek at the "other side" by visiting http://a2zmeetingsandevents.com/blog

Fam Trip, Group Site Tour, Hosted Buyer Program … When can YOU go!

2010-03-10T12:52:00.004-05:00

Regardless of what you call it, be sure you really are a qualified attendee. Don’t go if there is no chance you will book the venue in the foreseeable future. No one wants to be part of a trip where an unqualified buyer is taking advantage of the venue. In my last hotel we did 6 group site tours or familiarization trips in one year and each group was comprised of 10 – 12 planners.

It is a lot of work to organize flights, ground transportation, special dietary needs, gifts, a theme and an agenda where everyone gets to know new people and it is still educational and fun. We created the format once and duplicated it 4 times for just captive meeting professionals and twice for independent meeting professionals with their client. We did not invite significant others to keep it very business focused and found a Thursday – Saturday program worked best in that it did not cut into too much personal time.

To get 12 attendees, you need to invite at least 50 planners. Having several dates to offer helped to get qualified planners in at a time that best suits their schedule. We made it casual, interactive and left an afternoon for optional activities to show the variety of what your attendees can do in their spare time. Spa appointments were always a huge hit but city tours, attractions or special events can also be worthwhile. We kept it personal and focused so each guest felt like we recognized the most important person in the world. The cost is usually over $1,000 per planner so expect a well orchestrated follow up plan to track the success.
It is also wonderful if the local Convention & Visitors Bureau attends to talk about the destination, partner opportunities and the type of services they provide. Any preferred vendors should also participate to showcase their offering.

Depending on the ratio of business from the local market, it is fun to attend a “Show the Love” event that is a single meal with educational content or a dinner and overnight event. If you are doing a fair amount of business with a local venue, you should occasionally “shop” the venue to experience the service when the sales team is not around. That is the service that your guests receive.

No matter what you call these types of events, they can be an extremely effective use of your time in planning a meeting or event and build an amA2Zing lifetime relationship bond between the venue team and the professional meeting planner.

Tips to delegate tasks and keep control of what really matters

2010-02-21T23:51:00.000-05:00

I spoke with a corporate meeting planner recently and she said “I’m happy to have a job but I lost my assistant in the downsizing and now I am doing the work of two people. I feel as though I was demoted. There is not enough time to do it all and do it well.”

Did you know you can hire a professional meeting planner to do all the research, negotiate all components of the meeting, ensure the best rates at no cost to you or your company?
Regardless of whether your meeting is an intimate board meeting, an intense sales training meeting or a multi-day trade show, what you want and expect as your end result is the same.... a successful and well received event. As all professional meeting planners know, the key to a successful event is dependent upon the seamless execution of your details.
If you have experience in the meeting planning industry, you may be quite capable of managing the event yourself. Assistance with advance research may be all that you need to get the process started. If you do not have background in meeting and event planning, allow a professional consultant to lead you on the path to securing the right site with the right terms.
A professional meeting planner will save on your budget expense and add some cost effective enhancement ideas. They will partner with you and become an extension of your team. They can yield a more detailed site selection process along with a better contract, all the while insuring the needs of your event are considered.

Why isn’t there a fee for this service?
Independent meeting professionals do not charge any fees to our clients for hotel site selection services because we are compensated by the hotel you choose on each room they sell to your group. Hotels give us a placement fee, this does not inflate your room rate what so ever. Your buying power is increased because we book thousands of rooms per year, at multiple properties. Hotels compete for your business, benefiting you with the lowest room rates available. It is in the best interest of the hotel to offer great rates to our clients, so we may in turn book their hotel or their brand again for other business.

Will hotels raise their rates to compensate your placement fee?
No. The hotel rates that A2Z Meetings & Events receives are at least as competitive as those you might find on your own – with the placement fee already built in. A2Z is able to negotiate these great rates due to the large quantity of business we direct to the hotel industry. The added bonus is that we know the rates and seasonality of properties throughout the country so we can make recommendations of how and where you will get the best value for your dollar.

Are meeting planners biased when choosing a venue?
An independent meeting professional will have your best interest and needs as their first priority. You are the decision maker as to where the meeting goes. Our job is to negotiate the best overall value package so you can make the best decision. The placement fee is fairly standard within the industry, so the meeting planner's "pay-out" is comparable wherever the meeting is booked. Professional meeting planners rely heavily on their reputations and the referrals they acquire so you can be confident they are going to work hard to earn both your business and your respect.
Enlist a planner that is honest about receiving a placement fee. We have over 27 years of experience in the meeting and event planning industry. We have earned a reputation by providing quality services based on an honest and ethical relationship with our clients and the properties you select. We work hard to gain and maintain your trust.

Are there other services available besides site selection and contract negotiation?
We are experienced in all avenues of professional meeting and event planning and have a team of service providers that assist us when a group chooses to have us work the meeting. The fee based services available are listed on our A2Z Meetings & Events website. Many independent meeting planners only provide the complimentary site selection and contract negotiation services while we will see you through from A2Z!

Managing Your Priorities

2010-02-21T19:03:00.004-05:00

HAPPY February!!! It has been a little chillier than we Floridians are used to but it is giving us the time to stay cozy and get those New Year Resolutions accomplished … My primary goal was weight loss and I am pleased to report I am down 11.5 pounds in 5 weeks! I’ll be happy to share my success formulas if you have an interest. Basically, it is about eating healthy and doing exercise … imagine that! The greatest deprivation has been eliminating my favorite adult beverage but the detoxification of all Caffeine, Refined sugar, Additives and Preservatives (CRAP) has been essential. It has been fun to invent new recipes that are creative, quick and easy. How are YOU doing on YOUR primary priority?

With regard to business, I promised to step up my game on writing about the things that will be most helpful to you. Your comments have been so important … there was a time when I thought I was casting thought to the wind! I appreciate the energy that comes back from you as you inspire and ignite more energy. Think of how that makes people respond to your requests when you feed them praise. WOW! It creates a power that can make mere mortals move mountains! We cannot motivate anyone other than ourselves but we can inspire others through affirmations. So go find the stars in your life and let them know how they have impacted you.

This month I am focused on a fundraising event and awareness for an organization known as Dress For Success. This group restores dignity and hope for professional women in search of a new job. Women are referred to the agency and have a set appointment to meet with a volunteer that will help them select 2 suits, 2 blouses, a pair of shoes and a briefcase from the donations at the boutique. They will also assist with resume writing and have a computer lab to investigate opportunities to go out on interviews and launch their new life.
Please plan to attend the fund raising Fashion event at SAKS FIFTH AVENUE February 25. Reservations are required and seating is limited. Details are found at http://bit.ly/9frpI7 .You will be in good company!

Also in the news … http://bit.ly/dvTzj7 … the latest on the Sustainable Business Conference & Expo. The topics will be announced later this month but mark your calendars!

Finally, the video intro to the website is on line! Keep coming back for more!

I Bestow Upon You the Gift of Time

2009-12-31T10:38:00.006-05:00

HAPPY New Year!!! What a glorious time of year this has been! I was able to help 2 new clients and still spend time with my loved ones. I started the month of November with things I was thankful for and they just multiplied as each gift was announced. I was determined to sprinkle positive energy on every person I was able to interact with and the more I gave away, the more it multiplied. I intend to continue to sprinkle positive energy throughout 2010 and I look forward to helping more friends and clients save time by planning and executing successful meetings on their behalf. I have so much fun doing this and YOU get the gift of time. Take a peek at the new expansions to my website. http://www.a2zmeetingsandevents.com/ Sound has been added for 30 seconds and video clips are next! A newsletter will also be coming out in 2010 and your tips and tricks may be included if you write to me.
In my journey this year I have met some amA2Zing people and one of them has given me the gift of overflowing gratitude. Thank you, Terre! This was her latest gift. It is so awesome … please enrich yourself by taking the time to read this inspiring note and you will understand the gift that has been bestowed on you. Take advantage of this gift and bestow gifts on those you love and respect.

Thanks to Victoria Esther Ben-Toviya

This Thursday evening, Dec. 31st, will be the end of the first decade of the century. It will herald in the second decade, and begin the first “double digits” of the century 2010. (Remember when you went from 9 to 10 years old – double digits?!) It will also be the second full moon of the month of December, making it a BLUE MOON (in Cancer)! There will also be a partial eclipse of the moon in North America. At this season of short daylight, we have the double gift of the silvery reflected Light from the moon again to shimmer on our New Year’s Eve at this auspicious moment in history.
Some say that Moon Light is filled with feminine energy. Some say it is a time of fullness of vision (more light available at night) and therefore a good time for meditation upon our Inner Vision. Some say it is a time to look to our own feminine side and see how we most fully utilize our potentials for life giving – to ourselves and overflowing to others from our own “fullness”.
What is this New Year bringing to your Pathway? What have you been conscious of lately? I hope you will take time to write it down and take one (first) step in whatever that is. What has been on the edge of your consciousness – hovering and hidden (partial eclipse) in your unconsciousness? Take some time to sit with those unconscious shadows and allow them to emerge, be recognized, integrated, and acted upon in a positive way for your personal growth and development.
What is your “theme” for this year? (Check with your Inner Self). It might be your “Year of Peace”, so you seek Peace throughout your days this year. It might be your year of “Joy”. Where will you find joy this year?
What gift do you bestow upon others this Year? “I bestow upon you the gift of ____”. Let your own inner wisdom fill in the blank for each person you love; bestowing this “wish” for them to receive in the coming year. I received the gift of “fun” from my sister. In the coming year I will look for ways to experience fun in my life.
I bestow upon you for this coming year, in the words of Julia Child, “Bon Appetit!” In Hebrew, “B’tai Avone” and may you have a wonderful appetite – for LIFE! (Send me this phrase in languages you know! I want to hear them!)
If we are to help our patients live fully – it begins with us!
Let us celebrate life this year, 2010, with gusto, appetite, and eagerness for each juicy moment of Life to be rich, bold, bodacious and succulent!
Love and blessings to the Earth Angels with whom I am privileged to work,
Victoria Esther Ben-Toviya, MA, BCC
Chaplain

Sonesta Announces First U.S. Franchise

2009-12-23T14:32:00.001-05:00

Sonesta Announces First U.S. Franchise: "BOSTON, Dec. 23, 2009 (GLOBE NEWSWIRE) -- Sonesta International Hotel..."
http://www.linkedin.com/news?viewArticle=&articleID=98070009&gid=73561&articleURL=http%3A%2F%2Fwww%2Ehotelsmag%2Ecom%2Farticle%2F441604-Sonesta_Announces_First_U_S_Franchise%2Ephp%3Frssid%3D20620&urlhash=BBpW&trk=news_discuss

Tips for Designing a Great Meeting Request for Proposal

2009-12-04T23:27:00.005-05:00

Oh Lord, please don’t let me be misunderstood!

We are all so busy these days and one missing piece in the puzzle could be the weak spot that makes the rest of your meeting sag. Great communication is easy if all parties start with a complete understanding of the goals. So what kinds of things do the bidding parties need to know about your group?

What is the objective and profile of the meeting?

Is it a training meeting, board meeting, sales, continuing education, incentive?

If you wanted to accomplish 3 – 5 key things, what would those be?

Who are your competitors?
Include a clause stating that competing groups will not occupy the hotel over your meeting dates

Describe the profile of the audience.

Are individuals encouraged to bring family members?
What is the percentage of males/females? Age range?

Are there special needs unique to your audience?

Specific products, cuisine, smoking
Disabilities that require special accommodations
What is the geographic mix? (If your audience is international, will translators be needed?)

What is important to the attendees? (past successful themes, events or venues)
Describe specific meeting and guest room needs.

Desired meeting flow and meeting room set ups (diagrams are helpful)
Include days, dates and times
Include set up and tear down times and 24 hour hold when necessary
Give room rate range sought after and parameters of flexibility
Patterns of arrival and departure could impact rates greatly
Be specific on room types desired
List specific inclusions you would like in the proposal
Complimentary room ratio, staff rooms, upgrades, etc.
Provide at least 2 years of group history by night (rooms blocked versus rooms utilized)

What is the decision process?

Who decides?
When will the decision be made?

Site inspection request

What is the policy for site inspection and detail meetings?

ASK ABOUT:

Taxes, service charges, additional fees and inclusions
Ground transportation & parking fees
Internet access in guest rooms and meeting space

Fees
Technical support

Business center services and pricing
Labor conditions
Ownership and management of the hotel and for how long
Ancillary & support services
Risk assessment /management
Events at the hotel or in the city during your dates

Not everything on this list will pertain to every group. Save yourself some stress by communicating items on this list that will impact the outcome of your meeting.

For other helpful meeting tips visit http://www.a2zmeetingsandevents.com/tips.html

Are You Memorable?

2009-08-30T09:32:00.000-04:00

We are all looking for business and ways to get the word out.

How can you be sure your message is being heard?
Get Aggressive with Your Marketing

Have a great website that really demonstrates your expertise

Create a weblog (Blog)

Toot your horn on what is so great about you

Have a great brochure

Have the best business card you can get

Focus on Customer Service

Be attentive to your customer’s uniqueness

Outline in clear terms what your agreement is

Ask for 3 things when you deliver a great product or service

Testimonial

Referral

Repeat business

Schmooze

Network

Get to know THEM first

Don’t “data dump”

Be ready with your elevator pitch

Build compatible partnerships and praise their work

Know your competition and when they might be a great choice
Get Involved

Don’t just be a card carrying member

Embrace every opportunity to be on panels or do public speaking

Join networking groups that stimulate growth

Volunteer your talents for the benefit of your industry

Sharpen Your Skills

Read journals on your industry and related industries

Join social online networks and contribute to group blogs

Learn a new skill that will enhance your product or service

Ask for advise

Attend webinars

Stand Out

Dress for success

Do your homework in getting to know them and allow them to “paint the canvas”

Be a problem solver

Tell them a story about how your product or service was helpful to another client
A Powerful Elevator Pitch
The goal of creating an elevator pitch is to craft a statement that explains to someone — without any experience in your industry — what you do, how you do it, and who you do it for. It should be straightforward and easy to understand and digest.
Here is a really simple formula you can use as a basis for a powerful elevator pitch:

Part I: Ask the other person a question that identifies a common problem. This engages them and gives you a lead-in to Part II.

Part II: Give a boiled down version of what you do and how it solves the problem you identified in Part I.

Part III: Provide a call to action that specifically tells the other person what you want them to do now.

What’s your elevator pitch?

Now serving number 44 ...

2009-08-16T18:26:00.000-04:00

Do you ever feel like just a number?

So many hoteliers are wondering why group business is so far behind last year. The canned answer is the economy. Groups are smaller in size because fewer people are allowed to attend; they are not spending as much on training and development; there are fewer employees because sales are down; groups can’t go to places that have spa or resort in their name; non-essential travel has been cut. While all of these things may be true for several markets, there are markets that continue to travel and the hotel sales team should be prospecting for new business on an ongoing basis.

As an independent meeting planner, I am amazed by the lack of passion and sense of urgency I have experienced in the site selection process. Frequently I have to call the hotel to ask if someone would please respond to my request for a proposal. Once I receive the proposed bid, I have to call back to address several key points that were requested and not addressed. My request for a proposal has not been examined to see how they can best accommodate MY needs … it is just a matter of offering space, rates and dates without satisfying any emotional needs. It is rare that I encounter a benefits sales approach or even a genuine interest in the “pain” that I need help solving … I am simply a number.

I have spent my adult life in the hospitality industry. I love working with my clients and so many become dear friends. That doesn’t happen simply responding to requests with the “take it or leave it” quote. If business is so bad out there, what is the sales team doing that is more important than responding to a request in a memorable way? It isn’t about the lowest rate or the most attachments to documents that I have to sift through to get answers to my questions. It is about being excited to create a lifelong relationship, being thorough in responding to specific needs that are mentioned, asking valuable questions that let me know you understand my goals and being creative in presenting the additional benefits that put the icing on a well thought out proposal.

Because of the experience described above and my lifelong network of professional colleagues throughout the world, I saw a need to design a sales training program for hotels. What would it take to ignite the sales team? Just as the needs of each meeting planner is different, so are the needs of each hotel sales team. first analyze the needs of sales organization.

Phase one is a mystery shopping service where we contact the hotel with 5 different types of groups from various areas of the country and varying market segments in an attempt to shop 5 different group or catering sales managers. These 5 leads all come through different lead sources to also shop the effectiveness of 5 major revenue streams. The results are given on a standards scorecard as well as the complete written dialogue of the mystery shopping experience. Each shop experience gives a written recommendation on ways to enhance the marketing tool and suggestions for how that proposal could have been improved.

BONUS ~ At least two of the shopping experiences will also include competitive responses to the same lead. Here you will see how quickly primary and secondary competitors are responding as well as the way they have addressed the specific needs and to what degree they engage in a benefits sales approach. The results do not reveal competitor rates that were quoted.

Phase two is a customized on-site training program. Based on the results from Phase One, we know which areas required the greatest amount of attention and each individual’s strengths and weaknesses. Some of the training is done on an individual one-on-one basis and some can be conducted as a group. Several support pieces are required from the hotel prior to arrival to point me in the right direction. A complete checklist is requested in my initial proposal to the executive responsible for deciding on engaging my services.

BONUS ~ The sales staff helps to write a living training program that can be used as a refresher course or taught when new members join the team. The standards that are set and tools that are designed truly clarify the roles, goals and responsibilities of each team member and it gets them back on course in a positive uplifting environment. The sales staff recognizes the investment in their training and it stimulates new excitement for the property and several new, creative ideas.

All of this training impacts the customer experience in a positive way. The client will recognize the smile and the genuine interest in the response they receive. If they need to leave a voicemail for the sales manager at your hotel, the client will smile at the creative prompt to leave a message rather than groan until they hear the beep. If a voicemail is left for them, the client will want to get back to that sales manager because they respect one another and are building a bond. The client will look forward to booking business at your hotel this time and in the future. They become part of the sales team and look for other opportunities within their organization or will provide outside introductions and referrals if asked.

Selling is not just taking an order. It’s not about getting to the “close”. Selling is step one to building a relationship. It is about finding the need and genuinely responding to the “pain” in a way that encourages a partnership ~ not just for this time but for a lifetime.

Challenged to produce a meeting on a budget?

2009-08-06T17:59:00.000-04:00

Quick tips on how to save money on your meeting …

Find great hotels in Second Tier Cities or find great hotels near a major city with easy access to downtown. Center city hotels tend to charge higher rates and often there are additional taxes to consider which increase the overall cost with no added value. An added benefit is that a second- or third-tier city may need and want your business more than the most visited cities. Additionally, their cost of doing business is often lower for ancillary items so they pass these savings on to you.
Work with the destination Convention & Visitors Bureau. Ask the CVB for free collateral and discount coupons to area attractions. They may also be able to add value in the form of sponsorship of transportation, promotional mailings, a meal function, airport greeting, tchotchkes, etc.
Consider alternate patterns. Resorts are busiest on weekends and city hotels are busiest mid-week. Find the best pattern for the venue to secure the best rate.
Be flexible! One of the most powerful negotiating tools in this environment is your flexibility with dates, space and city. Even in the tightest market hotels will have holes to fill so openness to suggestions about items such as location, room configuration and date pattern, can save bottom line dollars.
Ensure guests are checked in under your room block to avoid attrition penalties. Organizations are going as far as penalizing attendees for not checking in under the group room block. If an association gets hit with a high bill for attrition, it could force them to lose a substantial amount of money and possibly increase membership rates to compensate for it. This is a good incentive for attendees to book rooms properly.

Have the hotel check your registration list to see if there are members booked outside of the block so you can identify offenders and request credit toward attrition.
Hotels on a regular basis send “Hot dates” to us. They need to fill and usually offer incredible incentives to clients for booking over those needed dates.
Save on meeting room rental by serving food in the room or allowing the hotel to book an evening meal function in that room. Think of every inch in the hotel as real estate and know that revenue is expected to be generated for that space.
Get sponsorship from vendors who add value to your meeting attendees.
Buying in volume can save. Find out what other groups may be ordering for meals to save on preparation and it should also provide a savings. The same may be true for renting furniture, linens or AV. See if other groups are using similar equipment on days prior or following to save on set up or tear down time and fees.
Get multiple bids. Let your hotel salesperson know what other hotels within their competitive set have received your lead. They tend to get highly competitive when they know others are involved in the bidding process. Be clear on your wish list to see who is really listening and wants to “ease your pain”. The bid process will give you hints on attention to detail that make a statement on the projected outcome of your meeting.
Get outside quotes from other vendors. Often an outside contractor may quote a lower rate to get in the door. Outside quotes may be matched to keep the revenue in house and it really provides a smoother flow for your meeting.
Get your speaker’s AV needs in advance and have them sign off on it. Send them an update prior to the meeting to make sure that there are no changes before they land on site.
Purchase supplies and other items on site to cut down on shipping costs. Check with the hotel to see if they provide a meeting planner toolbox with office supply items such as scissors, packing tape, stapler, markers, etc. Consider printing items at the end destination and having the printer deliver them to the hotel. Files can be sent electronicly and collated and ready for your arrival. We always take a portable printer and laptop for last minute meeting needs.
Negotiate important concessions into your contract. Do not assume the hotel is going to offer the same things that you may have received prior. VIP amenities, upgrades to viewed rooms or suites, late check out, staff rooms, etc may be items on your “wish list” that need to be communicated prior to signing a contract. Negotiate for a higher guest room minimum percentage and “comp” room’s ratio.
Make sure that your attorney or legal staff reviews all binding agreements. Most employees are not equipped to deal with contracts, agreements and the host of signed documents necessary to produce a quality meeting. While your meeting planning staff is well versed in protecting your interests, make sure that you have consulted with your legal department or procurement group before signing legally binding documents. The extra step will prevent problems down the road that could cause major roadblocks in producing a successful meeting.
Carefully manage your guarantees for food & beverage. Often, planners or clients will over-guarantee the number of attendees, in effect throwing money away. If you have a solid group history, this can be like gold when it comes to mining the data necessary to figure out how many people will actually be served. It is also important to consider the time and location of the function in determining the appropriate guarantee. And don’t forget, venues always allow for an overset of 3-5%, which should also be taken into account.
Lock in your contract now. Travel costs are rising but meetings are going strong. Work with your planner to do a thorough site selection and lock in your contract now to protect against the projected future increases. Consider multi-year contracts with performance clauses. Hotels would rather have contracts in place than trade for higher room rates closer in so use that to your advantage.
Hold pre and post convention meetings. Meet with the credit manager on a daily basis. Review your reports every morning to make sure there are no surprises.
Call A2Z Meetings & Events to negotiate your contract so you are sure to get the best value with service assurance agreements for your next meeting!

As seen in Smart Meetings Magazine

http://smartmeetings.com/issues/july-2009/articles/smart-money-bargain-planning