Meeting Planner Careers

Meeting planning is becoming increasingly important and many businesses are starting to realize the value of hosting off-site events. In the past it would have sufficed to simply send out e-mails or brochures, but today companies are left with larger gambles. This often entails deciding whether to host offsite events or just retreat behind financial walls that seem safer. Nobody ever got rich by playing it safe, so most companies with an ounce or more of leadership are hiring meeting planners that want to go places.

Why? Because that’s where the meetings are going to be, but what does that mean for the meeting planners?

On the surface it means that the meeting planners will have to start getting acquainted with planning meetings in other cities, states, and possibly even countries. This could entail a lot of learning including language, cultures, customs, legal issues, advertising, and even more. The role of the meeting planner is certainly evolving for those that can evolve with it. Those that are not prepared to evolve may be left behind, but it would seem that there are plenty of companies willing to hire second tier meeting planners that are not ready for the prime time.

If you are considering a career as a meeting planner and are interested in a career that goes places, you simply need the motivation it takes to start learning about the travel industry as well as languages, cultures, and customs.

Are you constantly looking for ideas to develop meeting attendance? Are appealing corporate travel destinations sometimes just not enough to create the excitement and enthusiasm crucial to generate the desired results? Although opting for destinations in Mexico, South America, The Caribbean, The Bahamas or other inspiring locations are generally sufficient to have attendees tripping over themselves to guarantee their attendance, on occasion you need something particularly special to really attract people.

Unforgetable, once in a lifetime experiences are the most excellent way to ensure that your event attendance will improve, such as world-class sporting events, an all inclusive incentive cruise, rare exhibits or concerts put on by musical icons are all sure to boost interest in your next corporate incentive meeting or event.

A cruise event is one of the best ideas if you really need to inspire employees. Your event participants will never fail to remember the thrill of visiting several exotic destinations and merely unpacking one time. In addition increasing attendance, incentive trips such as an all inclusive incentive cruise can be much easier on the incentive travel budget, too.

Meetings at sea can save up to 40% over a comparable land-based hotel venue, and furnish wonderful onboard facilities and dining choices. Additionally, cruise ships are being constructed with events in mind, e.G. Dedicated meeting facilities, leading-edge technology, flexible public spaces and large theaters that can seat as many as 1,600 people.

Meeting space and A/V equipment are complimentary with nearly all cruise lines, and the dedicated meeting facilities provide groups more privacy and technology. Fresh new meeting venues such as a cruise ship’s magnificent show lounges, comedy clubs, and culinary centers can generate creative thinking and team building. And there is no shortage of fun activities and challenging sports facilities for your incentive group to take part in between meetings, offering tons of motivational appeal (and bragging rights) for attendees of every age. Built-in activities for spouse/guest programs save you planning time and money. Family incentive cruises are easier and far less costly than land-based programs, and teens, who typically resist family trips, find cruising allows them more freedom, friends and food than any alternative venue.

If you are planning a corporate incentive travel package, make it easy for yourself and delight your attendees when you go to Seasite.com start planning cruise meeting package.

You can save time and travel expenses when you meet easily via the Internet. People spend huge amount of money, resources and time by arranging meetings at large conference venues. However now, to save all these expenses, people have switched to online Teleconferencing Services rather than conference meetings. This is because they can communicate with all their employees wherever they are located, at a cost of hardly a few dollars.

This is the beauty of technology that it provides useful solutions to problems at minimal cost. The cost of conferencing services is negligible as compared to the travelling expense that many companies have to pay to their employees for travelling to the location of the meeting. Suppose, an executive of the firm is away on vacation and an urgent meeting is needed to be arranged to discuss some important matter, it would not be feasible to call him back from his vacation just for this purpose.

There are a large number of service providers that offer teleconferencing services at very reasonable rates. Conferencing services are also provided by some service providers on phone lines and can be used to maintain effective communication with employees of an organization, working away from the head office.

If you are a meeting planner searching for an exciting, innovative new venue for an upcoming convention, conference or trade show that will ensure great attendance, you should consider hosting your next event on a cruise ship. Whether you opt for a dockside charter or an event at sea, cruise ships – which can accommodate up to 5,000 people – will significantly increase the appeal of your event.

Attending a convention on a cruise ship will be something different and exciting for most people, and will be alluring enough to convince any indecisive people that they should definitely attend.

Cruise ships offer a self-contained venue with all of the services and amenities you require to host a successful event or meeting at sea and can be planned in a way that will support a variety of event budgets. Cruising also provides the opportunity to have a willingly captive audience for your event, especially if you opt for a full-ship charter, which allows you to customize the entire venue and schedule, including liberal logo placement to increase awareness and recognition of your brand.

Cruise events are also much more cost effective than a land based venue, since cruising is typically all inclusive. In addition to lodging, meals and entertainment, cruise ships offer state-of-the-art meeting facilities and equipment, decorations, and other items which are included on a cruise ship but will generally cost extra at a land based venue. A cruise event can cost as much as 40 percent less than a land based venue.

When you opt to host your next conference, trade show or convention on a cruise ship, it is sure to be a memorable event that will have the attendees talking about you and your planning services long after they are back on shore, ensuring that they will remember your company name the next time they are in need of event planning services.

An all inclusive cruise event can save you up to 40% compared to land based venues since so much is included. Meals, meeting rooms, A/V, coffee breaks, activities, entertainment and even room service are part of the all-inclusive cruise fare.

Meeting planning has gotten a lot more complex due to the economic pressures as well as the sheer influx of information and opportunities afforded by a globally connected world. No longer is it impractical or even difficult to price dozens or hundreds of venues in far flung locations from the office. In fact, such a feat requires very little other than a browser, organization, and determination. This is a radical departure from meeting planning of only a decade ago, and it does bring up some points of interest:

• Because the world is globally connected, it is important to consider alternatives. If a beach resort in Thailand looks great until a shakeup in the government pits the Army against the police and government body, then it might be time to consider alternatives. Remember that you are no longer constrained by geography any more than you make yourself.
• There are always new hot spots and old hot spots become less affordable. As the world continues to catch up with technology, economics, and politics, it is worth noting that a hot venue this year will probably be more expensive next year. Don’t grow too attached and always be willing to experiment.  For example a cruise meeting can be a welcome change.
• Some things never change, so bring your own…well, everything, whenever you can. Despite the influx of information, vendors still charge too much for goods and services in touristy locations. Try to avoid this by bringing as much as possible, but be wary of customs officials that might be on the take. It could very well turn out to be a case of six of one or half a dozen of the other.

A freelance meeting planner might seem like a glamorous job at the outset, but nothing good comes without a catch. Getting to rub shoulders with the elite and make a great living obviously comes with some serious responsibilities, including:

• Most successful freelance meeting planners try to wake up early in the morning so that they can get a head start on what typically proves to be a busy day. It also helps to be up and awake when business starts in New York, and working when things in Los Angeles start to slow down as that provides access to an entire country of companies needing meeting planners.
• Top notch meeting planners are well equipped with a desktop, a laptop, a smartphone, and plenty of notepads ready to take down notes with almost no notice. Why? Because the best meeting planners know that asking twice is a no-no.
• Unlimited phone access is important for a freelance meeting planner as they are often on the go. This means multiple batteries, unlimited long distance, and often more than one phone. Being connected equals making money for a freelance meeting planner.
• Reliable transportation is also critical for any freelance meeting planner. Some people feel that just because they work out of their home that a reliable vehicle is not important, but they are wrong. Not only are they wrong if they are meeting planners, but they need to keep in mind that image is important.

When corporations dedicate precious financial resources to meeting planning and events, they want to make certain that they get a good return on their investment. For this reason, it is vitally important that meeting planners work diligently to ensure that the greatest number of participants as possible attend the scheduled meeting or event. There are several ways in which meeting planners can promote the event and encourage participation. Personal contact is always important; therefore, meeting planners can make reminder calls to participants once invitations to the event have been sent. Word-of-mouth recommendations can have quite an impact on participation.

Not only is personal contact an excellent way to reach potential event participants, but social media sites and other technology may also be utilized by a meeting planner. Many individuals have accounts with social media sites such as Twitter, LinkedIn, and Facebook. Meeting planners should take advantage of these social media sites by using them to promote the upcoming meeting or event. Additionally, meeting planners can send email reminders to participants or they may even promote the event on their blog. Furthermore, posting information about the event on the corporation's website or a custom website is also a great way to remind participants of the upcoming event and encourage participation.

Meeting planning for businesses and corporations includes more than simply purchasing airline tickets, ensuring accommodations are booked, and securing a meeting venue with all necessary equipment. If this were the case, businesses would really have no need for the services of a meeting planner.

To plan successful meetings and events, meeting planners have to tap into their creative abilities. They have to make each event meaningful and unique with their own special style of creativity. By doing so, they can make meetings and events unforgettable. However, when corporations are facing budget cuts, meeting planners may feel pressured to cut creative elements from their planning. One way that meeting planners can guarantee that creativity is not sacrificed for economy is by booking an incentive cruise for their client.

Cruise ships are well-known for their creative elements. From ice sculptures that grace dining tables to first-class entertainment in well-appointed theaters, cruise ships are bursting with amusing, unforgettable moments. By booking a ship charter, a meeting planner can ensure that incentive travel participants will be properly rewarded for their hard work. Furthermore, the corporation can save money by agreeing to an all inclusive cruise. A ship charter is truly a win-win situation for everyone, and creativity does not have to be sacrificed.

The economy has certainly closed many doors of opportunities, but it has opened plenty of windows too for the right people. Meeting planners are one career choice that may actually experience far more new opportunities being open to them than opportunities denied, and this leaves the door open for a little moonlighting. There are a few things to be aware of before moonlighting as a meeting planner:

• Your day job may not be too happy about you moonlighting, even if you do it on your own time. Discretion is the key word here, and learning how to exercise it could be the difference between getting along and putting a few thousand extra dollars in the bank each month.
• Some of the most successful moonlighters have discovered that they can make the time zones work for them. If they live in a region on PST then they try to find work from home meeting planning opportunities for clients as far east as possible and arrange to come in a little late and leave a little late at their day job. The opposite is obviously true of those living clear across the county.
• Leveraging your existing connections and knowledge is ultimately what will make you more attractive. It might be difficult for caterers or concierges to keep things straight when they don’t know that you have two sets of clients, so be sure to let them know that you are semi-freelance and that discretion on their part is rewarded with more business.

Using travel incentives can produce great results, but there is always risk associated with gain. Travel as an incentive is a powerful tool to motivate, but it can also deflate the egos of individual workers and/or the morale of workers, partners, clients, and/or suppliers that are involved if done improperly. Here are some tips for insuring that incentive travel is done properly:

• If incentive travel is being done as part of a contest, make the rules crystal clear. Think about all the probable outcomes and ensure that those rules are sufficient to handle the possibilities.
• It helps to have secondary prizes, even when they are things like the shaded parking spot near the side entrance, or even a position on the cover of the company’s monthly newsletter. Some of the best perks are free.
• Remember that incentive travel does not have to be all fun and games. Many companies have their top talent meet with partners for rounds of golf or other social functions and are able to write off part of the expenses related to the travel.
• Inspiration is the key to any sort of competition but that fact has been lost on many managers. Remember that the goal of incentive travel is multi-fold, and it is ultimately what a company makes of it.