Meeting Planner Careers

Ever have one of those mornings where nothing goes right and makes the rest of your day miserable?   Does that happen more often than not? The problem may lie in your morning routine; in some cases, lack thereof.

The solution to a calmer morning and more productive day may rely on five easy steps:

1.    Plan Ahead
There are so many time-killers waiting to sidetrack your morning long before you even wake up.  The best way to avoid them is to prepare the night before.

• Get your clothes ready before bed
• Pack your lunch and/or get breakfast set up, i.e. setting the timer on your coffee maker, etc…
• Gather all your work related items including laptop, files and any work your brought home to finish
• My personal favorite- put your keys in a place you’ll find them easily in the morning

Although these seem like trivial tasks, once you add up the minutes (specially looking for the keys), you may be surprised on how much time and stress you’ll save yourself with just a little advanced preparation.
2.    Get Plenty of Rest and Wake Earlier
Yes, I know….easier said than done.  However, as the Lifehacker post Be More Productive by Waking Up Early suggests, “A recent survey found that most morning people were more active and goal oriented, felt more in charge, and more proactive.”  The article goes on to give some tips on becoming a better Early Riser, including not hitting the snooze and falling asleep with the curtains or blinds slightly open, that way your body can get naturally accustomed to waking up to sunlight.
3.    Add an Exercise Routine to your Morning
It’s no secret that morning exercises help not only get the body moving but also the mind.  With all those extra minutes you saved by planning above, why not do some morning stretches, grab your coffee and take a brisk walk around the block, or if you’re really motivated, an early swim!   Here are a few more ideas to get you started:  Best Morning Exercise Routine
4.    Have a Healthy Breakfast
A cup of coffee and something out of the office vending machine does not count!  While convenient, starting your day with preservatives and large quantities of sugar will result in a mid morning crash that will ultimately set you back.  A breakfast high in protein with minimal sugar will give you the fuel you need to tackle whatever the day brings without the subsequent crash.  Not into a big breakfast?  That’s ok….how about a some greek yogurt with fresh berries?  Make some oatmeal to go and have it during your commute to the office.  Even some granola cereal will give you the boost you need to start the day off on the right foot.

5.    Create a To Do List
In our crazy, stress-filled days with so much to do and so little time to do it, we often find ourselves overwhelmed with responsibilities.  Not enough hours in the day to get it all done and the feeling that we got nothing accomplished is common for many.

One easy way to manage your tasks and gain a sense of accomplishment is to start the day by creating a To Do List.  Once you’ve identified your tasks for the day, prioritize them not only by importance but also by convenience.   For example, group errands in a general area together.  That way, you don’t spend needless time driving back and forth.  With a set list of objectives not only will you feel more focused but who doesn’t love the excitement of checking off a list of completed goals!

How you start your day ultimately sets the tone for how the rest of your day will follow.  With so much resting on your morning routine, why not take a few minutes and take stock?  You may discover that with just a few minor changes, your days will go from harried and frazzled to calm and focused in no time.

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.

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.

Meeting planners wear many hats, and they have many responsibilities to which they must attend. The success or failure of the event is on the meeting planner's shoulders; therefore, they must work diligently to ensure the meeting goes as planned. While there are many aspects of the event that must be taken into consideration and given high priority, one of the most important elements of a meeting or event is the site location. Meeting planners should be sure that the site location is ideal for the type of event as well as the number of attendees.

There are a few things that meeting planners should keep in mind when considering prospective site locations. Meeting planners need to consider who the prospective attendees are. The location should be chosen based on the groups needs and expectations. Meeting planners also need to consider how the attendees will get to the meeting. For this reason, many meeting planners reserve site locations that are near a major airport. Meeting planners need to ensure the site location is attractive. The value of aesthetic appeal should not be minimized. Finally, meeting planners need to consider the number of attendees. It will be important for the site location to be spacious enough for meeting participants.

A client may already be trying to figure out how to save money on their reception before they have even identified the event's business goals or objectives. Even though clients try cut food and beverage costs, this is an area that should be given a high priority by both meeting planners and their clients. One of the factors by which meeting participants judge the overall success and enjoyment of an event is by the food and drinks offered to them. Therefore, if clients choose to be frugal with reception foods and beverages, meeting participants may rate the event as less than stellar.

A way in which clients can save money while still providing participants with excellent food options is by having a dessert reception. There are many confections that a pastry chef can create that will be satisfactory to almost every palate. These sweet treats can also be easy on the client's wallet as well. A dessert reception can bring a luscious ending to long, hard day of meetings and presentations. Instead of splurging on expensive hors d'oeuvres that may or not be well-received by guests, meeting planners and clients may wish to consider dessert foods instead. These little treats will be a tasty and welcome surprise to weary participants.

What do you do when a client requests you to plan a small meeting?  Most convention centers are simply too large for small meetings and events, and the client doesn’t need all the high-tech bells and whistles.  All she needs is a white board, an overhead projector, or a way to project from a PC. So, where do you turn?

Small Event Centers

Almost every town has a small event center that is available for smaller groups such as yours. They are often used for small weddings where the couple would like to have the reception in the same place. This would service your client well–you could hold your meeting in one room, and serve a nice reception or dinner in another, very much like a wedding.

Tea Rooms

Some of these rooms are much more than rooms–these facilities often consist of more than one, where you could hold a meeting and enjoy a tea ceremony. While some may not have the technological facility you may need, many offer WiFi and small meeting rooms.

Historical Homes

Far from being delicate and fragile, these homes are often used for classes and small get-togethers. They are comfortable and cozy, and offer a great setting for educational meetings. If you need several smaller rooms operating at one time, this is often a stellar choice.

Of course there are other ways to approach the small meeting facility, such as local schools that are out for summer, a nearby YMCA, etc. It all depends on the flavor of the meeting and the client’s preference.

The job of a meeting planner is to determine a meeting venue that will provide the most motivation for employees to be top-performers and provide the organization with the best value for their money. In times past, this has been a difficult feat for meeting planners. With the advent and popularity of meetings at sea, successful meeting planning has become a bit easier. Not only are cruise events ideal ways to motivate employees, but they can save organizations up to 40 percent of the cost of a land venue such as a hotel or resort.

A ship charter, as opposed to a land venue, can save a company quite a bit of money as mentioned previously. There are other ways in which cruise events can be financially beneficial. Because the cost of lodging, meals, entertainment, and recreational activities can be included in the price, there are no additional expenses that will be incurred. There are many dining experiences from which employees may choose, and the entertainment options are numerous. Since a cruise is a self-contained environment, employees will be more readily available for group events and employees will have a better opportunity for relationship building and networking occasions.