Meeting Planner Careers

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.

ASAE, the American Society of Association Executives, and The Center for Association Leadership, now known as ASAE: The Center for Association Leadership, will stream live video from its three general sessions plus 24 seminars at its August annual meeting in Los Angeles this year. The video-taped sessions will be archived for 90 days, allowing virtual attendance at a 20% reduction in the real time attendance rate for three additional months. Eventually, the general sessions at least will probably be posted at the ASAE YouTube channel.

On top of that, ASAE has a page at their site http://www.asaecenter.org/ titled “Social Media.” With links to in-house blogs, Twitter, Facebook, YouTube, LinkedIn and more, they are a textbook example of an organization using social media for internal and external two-way communication.

If you want to use social media to publicize and/or invite participation in your next event, a case study on ASAE will go a long way. Another site you’ll enjoy visiting is courtesy of our wry friends in Scotland. “Contently Managed” writes a valuable contribution titled “25 Social Media Engagement Tips for Event Organizers.” If you need a primer on Twitter, check out Nancy Marmolejo’s short video.

Oh. And since the ASAE’s membership is comprised of thousands of executives planning events for the thousands of associations in America, it might be worth listening in on their public conversations.

Congratulations. You’ve just been promoted from exhibit graphics to Event Coordinator for XYZ Company, a manufacturer of brooms and brushes for the restaurant industry. That means you’ll be attending the National Restaurant Show. How will you make XYZ’s product stand out from the competition?

At a show attracting thousands of attendees eating free food to boot, it’s not going to be easy. But, you’ve been in graphics, so you know that the first impression on a date or a job interview is made in the first 30 seconds . At a trade show, we can cut that down to the first 3 seconds; so, given the budget, you’ll create a wowie-zowie back board for your 10’ x 20’ broom and brush display. Now you need to pack it, ship it, set it up, light it, tweak it, photograph it, stand in it for three days, break it down, and return it to the shop.

Arriving at the show, you’ll join the small town making the entire event, including your 10’ x 20‘ display, a smashing success. Once you collect your exhibit from freight, and because you filled out the services forms back home, you’ll be visited by a string of people to help you. So, here’s the most important part: events like the National Restaurant Show usually rotate between the three largest convention halls in the nation. Make friends with the people in this small town, because if you stay in your position, it’s highly likely you’ll be seeing them again.

Conferences, conventions, trade shows and expositions bring the equivalent of a small town together to work behind the scenes. Somewhat like the traveling productions of Broadway shows, these events are limited in duration, the act can’t be repeated, and lighting, the orchestra, and the ticket-takers must know their business! Similarly, there are a host of professionals working behind your event.

For conferences providing space for exhibitors, there are decorators to set up displays and labor to tear them down, electricians. utilities like A/V, telecommunications and plumbing, florists, photographers, bartenders, and entertainment.

Most associations who put on a trade show use a show management company http://www.conventions.net who have vetted the services included in the show packet for their event planners and/or exhibitors. In a venue like McCormick Place in Chicago, for example, utilities like electrical, telecommunications, and plumbing are provided exclusively by the center, but a separate show management firm will select outside contractors to provide room set up, flowers, photography, entertainment, and an array of other services.

Any way you slice it, literally hundreds of people are employed behind the scenes at these events. Consider that the Official Star Trek Convention attracts over 15,000 attendees annually. That’s a lot of support services!

Next, we will place you, the meeting planner in the center of a big “village.”

Cruise meetings can be an interesting combination of business and pleasure, and the fusion of meeting on a cruise has the innate ability to offer far more than a getaway or a business meeting ever could. Here are five examples of how cruise meetings are far better than simply cruising or having a traditional business meeting:

1. Incentive – Both employees and special customers might enjoy a chance to get away from their daily grind. This in turn could lead to positive feelings that could translate into better employees or more opportunities.
2. Build rapport – Taking special clients and/or staff members on a cruise meeting can strengthen a relationship. Relationships are the cornerstone of any successful business, and should never be underestimated.
3. No more guilt – Many professionals begin to experience guilt and/or anxiety whenever they take a lengthy break from the office. Cruise meetings allow the office to go along on the vacation!
4. Sharing an experience can break down walls – Some customers or partners may prove to be difficult to deal with in an office, but may be put off guard in a new setting. The visual splendor of most cruises often engages the part of the brain that appreciates beauty, cooperation, and respect.
5. Ease of planning – cruise meetings have the benefit of a full staff and crew waiting to meet any need.

Cruise ships are best known for their luxurious amenities and travel to exotic locations. Although sometimes criticized for their actions by the media, the cruise industry continues to help people affected by natural disasters. The Celebrity Eclipse is the latest case in point.

This solstice class cruise ship canceled at least the first part of her launch festivities in order to help travelers stranded due to the effects of recent volcano activity in Iceland. Celebrity Cruises are working with UK tour operators to arrange passage back to England for travelers who have not been able to return due to flight cancelations and airport closings. At least 2000 people, some of whom have been stranded for seven days, will sail back to England and enjoy the amenities of this ship.

Cruise ships have a history of offering aid in times of crisis. In January 2009, the Royal Caribbean delivered desperately needed food and supplies to earthquake victims in Haiti. Carnival Cruise ships rented out three of their vessels to shelter victims of Hurricane Katrina. The Ecstasy, Holiday, and Sensation provided shelter for seven thousand weary people who lost everything to the hurricane. In 2009 when Typhoon Ketsana hit Manila, Star Cruises, Princess Cruises, P&O Cruises of Australia, and others committed resources and money to help victims of this natural disaster and the subsequent tsunami.

Cruise ships are a marvelous way to take a vacation and employees rave about all-inclusive incentive cruises. The ships are more elegant, classier, and more fun than ever before. Here are a few things about cruise ships you may not have known:

• The biggest cruise ship is the Freedom of the Seas, part of the Royal Caribbean fleet. She weighs 160,000 tons, measures 1,112 feet long and 184 feet wide, and boasts 15 passenger decks.
• The Olympic Voyager travels on average at 27 knots, which puts this Royal Olympic ship at the head of the fast lane.
• Did you know that Disney cruise ships are painted black, white, yellow, and red? The color palette is based on none other than Mickey himself.
• The Royal Caribbean Freedom Class ships feature an ice rink. Can you imagine learning to ice skate at sea?
• The Queen Mary is considered the most haunted cruise ship ever to set sail. She is permanently docked in California, but staff and guests have reported wet footprints around the pool when it was completely empty. Some people heard an infant crying in an empty playroom; others saw a woman in a lovely evening gown dancing in the Queen’s Salon when it was empty.