Meeting Planner Careers

In the past, the only type of participation available to meeting attendees was live participation. If individuals were unable to make it to the meeting in person, they simply missed out on the information being presented as well as the opportunity to network. Today, live participation is not required for individuals to be 100 percent involved in a meeting or event. Individuals can be a part of the event or meeting through virtual participation. Events in which both live and virtual participation are offered are called hybrid meetings. Virtual participants can use social media to interact with other meeting participants, both live and virtual.

Hybrid events are ideal in some situations for a variety of reasons. Businesses that have restricted budgets may not have the luxury of traveling in a tight economy. A hybrid meeting would allow these businesses to participate without the added expense of travel, accommodations, and food. Hybrid events can open meetings up to a more diverse audience and provide more exposure within the marketplace. By opening meetings up to a larger audience, businesses have the opportunity to expand their networking capabilities and make new connections. There are many reasons why hybrid meetings are valuable and should be considered when planning an important event.

If you just got out of a meeting with the boss who just happens to want the company’s first cruise event planned, then you might be a little panicked. All that time making friends with the powers that be at the local hotels and conference halls cannot prepare you for this. Don’t worry!

Here are some simple steps to planning the perfect cruise event:

Start by trying to get a good handle on how many people will be attending.

Will any (or all) of the participants need you to schedule additional travel?

Are there special needs that any of these people have that need to be addressed? Examples include dietary needs, special access requirements, and even placement on the ship.

Determine a suitable meeting schedule and create a few backup schedules that may or may not happen depending upon conditions and attendees.

Try to think of unique events that can be used to help people unwind and relax while on the cruise. Some of these ideas can be translated into really unique meeting ideas.

Go to Seasite.com to plan a group cruise.  They will take the workload off of you with unparalleled group cruise planning tools and resources.  One electronic RFP will get you the quotes you need.

At this point there should be a lot less work on your plate! Congratulations, this cruise event is going to be a success!

There are several types of ships from which a meeting planner can choose when group cruise planning for a company or organization. While all types of cruise ships offers great accommodations, dining, and entertainment, some ships are better equipped to handle meetings as sea. Companies that are considering a ship charter may want to choose a premium ship for their incentive cruise. There are numerous benefits to cruising on a premium ship. When event planning, a meeting planner should highly recommend that organizations choose a premium ship for their incentive cruise.

A premium ship charter will have dedicated spaces in which the organization can hold their meetings and presentations. These room are spacious, inviting, and equipped with the latest conference technology. Best of all, these rooms are always complimentary. Not only do the meeting rooms offer attendees plenty of space, but the staterooms are also larger on premium ships. A premium ship's stateroom are comparable to fine hotel accommodations. In the stateroom and throughout the ship, attendees can stay connected with Wi-Fi hot spots. Cell phones may also be used while attending meetings at sea when using a premium ship. Furthermore, premium ships also have unique on board venues, exceptional entertainment, and the best in award-winning dining.

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.”

Whether you are considering your first cruise event or have used cruise ships as meeting and event venues several times, there are a few things about cruises that you might not know. Aside from offering all-inclusive packages with great prices, there are many other benefits that make group cruises particularly enticing.

Here are three benefits that make group cruises rather appealing:

1. Planning your next meeting or event on a cruise ship can save you up to 40% when compared to using a hotel venue. Meeting rooms, audio/visual equipment, onboard activities and entertainment, room service and meals are all included in your upfront price and you will avoid paying for many event necessities, such as lighting, floral arrangements, linens and labor. Add the benefit of no state or city taxes and it is easy to see how you can experience serious cost savings by opting for a cruise.
2. More than 80% of people have never been on a cruise, which will make your cruise event much more exciting and appealing to the majority of your attendees who have likely never experienced the luxury and relaxation of cruising.
3. Cruise ships offer numerous onboard activities and nightly entertainment, which means plenty of options for your participants and no entertainment planning tasks for you.

If a cruise ship venue sounds right for your next event, make planning even easier by using the convenient group cruise planning tool at Seasite.com.

Food and beverage trends pertaining to meetings and events are constantly changing, with some tried and true standbys staying in the mix, as well as many new ideas coming into play. Some changes in F&B trends are influenced by the economy and the increasing need to lower costs and find innovative ways to accommodate shrinking budgets, some are influenced by the growing green movement, and some have resulted from an increasingly health-conscious audience that demands healthier fare. Staying up with meeting and event planning trends is important to your success as a planner and to ensuring that your attendees enjoy your events.

To assist you in keeping up with the current trends in F&B, here is a quick rundown of four of the most prominent trends taking hold:

1. Smaller portion sizes and lighter food options – Smaller portions and lighter foods are becoming popular in response to both shrinking budgets and attendees that prefer healthy eating.
2. Green, organic, seasonal, local foods – This trend comes from the expanding green movement and is taking the meeting planning world by storm.
3. Food doubling as decoration – Using colorful food trays as centerpieces is a great cost-saving option that allows you to forgo expensive centerpieces and table decorations.
4. Comfort foods – This is one of those tried and true options that will always serve you well. It is hard to go wrong when serving comfort foods, particularly if you remember to include one or two options that are healthier or suitable for vegetarians or vegans.

Planning meetings and corporate events at ski resorts is an excellent idea for a variety of reasons. The most obvious reason – of course – is the delight that will exude from your attendees when they find out their next business trip is to the top of a mountain with their skis or snowboard. Additionally, meeting and travel planners will find that there are some exceptional deals to be had if you do a little online research to find the best group travel deals for ski resorts. However, one of the biggest benefits that may not be quite as apparent in the planning process is the excellent networking opportunities that come with meeting at a ski resort.

When not in meetings, attendees will have the opportunity to hit the slopes, hang out in the resort’s lounge, cross-country ski, snowshoe or even take their family sledding, if they have come along as well. All of these activities provide the perfect environment for networking while on the ski lift, trekking through the forest or sharing the sledding hill. If your group is smaller than 20, you may also consider opting for a private vacation rental near or in the ski resort, which can save money on lodgings and provide a more intimate networking environment.

There are plenty of cost-effective ski destinations within the U.S. and Canada, as well as a plethora of options overseas. Also, keep in mind that the Southern Hemisphere experiences winter during our summer, allowing you to plan a meet and ski event in the middle of the summer by opting for New Zealand, Chile or other options to the south.

Meeting planners are always looking for new, innovative ways to improve their services, lower costs, satisfy their clients and make their jobs easier. It turns out that there is a simple way to do all of these things effectively without reinventing the wheel. Breakfast meetings and events are making a comeback and offer several advantages over lunch and dinner events. One of the most significant advantages is the cost savings associated with serving breakfast, rather than lunch or dinner. Breakfast events are far more cost-effective when it comes to food and morning meals are easy to plan. Whether you opt for a traditional breakfast of scrambled eggs and bacon, an easy-to-plan continental breakfast or a healthy spread of yogurts, granolas and fruits, you will delight in the ease of planning breakfast events offer.

Planners will also discover that booking venues for breakfast events can be much easier than booking a space for later in the day. Due to the lower demand for morning events, planners will likely have increased options for dates and venues, and may even be able to negotiate better pricing.

Breakfast events are a great way to start the day and to harness the attention of attendees before they begin to wear out later in the day.

If you are planning a winter meeting or corporate event for clients located in colder climates, opting for a sunny destination will likely increase attendance and enhance attendee satisfaction. Attendees will appreciate the chance to get away from the rain or snow for a short time, and are sure to get excited about visiting a warm, inviting destination that is far from the dreary conditions in their hometown.

Here are four hot destinations that are sure to appeal to meeting attendees and corporate clients who live in areas that experience inclement winter weather:
 

1. San Diego, California – San Diego is well known for its year-round sunshine and warm weather. With plenty of enticing attractions, historical and cultural sites and numerous meeting venues, San Diego is always at the top of the list for meetings any time of the year.
2. Orlando, Florida – Orlando is another southern city that offers sunshine throughout the year, as well as a wide variety of entertainment opportunities that are sure to appeal to meeting attendees.
3. Atlanta, Georgia – Gorgeous winter weather, the world’s largest aquarium and a vast array of resort hotels and meeting venues make Atlanta an easy choice.
4. Los Angeles, California – Los Angeles is always a solid choice as a destination and offers unique attractions, as well as year-round sunshine.
5. Caribbean Cruise - Cruise events and meetings at sea are a great way to motivate employees, and save money too.  An all inclusive Caribbean incentive cruise can save as much as 40 percent over land based venues.  In addition, the ROI on cruise events is among the highest.