Meeting Planner Careers

Have you ever thought about your company’s ethics? Every company should have a policy and procedure manual that provides the company with a moral compass.

What will you do if your next host city is in the middle of a drought? Will you bring the situation to the attention of the conference goers and ask them to abide by the city’s water restrictions or simply ignore the issue since your group will be in and out of the city in a matter of a few days?

The current economy is still tough and it’s more important than ever to negotiate the best vendor and hotel prices available. If a hotel refuses to give a lower rate for your group, will you threaten to pull out altogether as a bluff? Do you consider this an ethical problem or just a way of doing business? If the hotel calls your bluff and you relocate, you may well have to pay cancellation fees as well as bear the burden of a tarnished reputation.

A perennial ethical dilemma is the familiarization (FAM) trip. Would you accept an all expense paid trip to a location that you will never use? Would you use a FAM as a vacation with your spouse and children?

A well-defined company protocol helps meeting planners face ethical challenges and stay within the law as well as protect their reputation. It may not cover every situation, but it provides a framework for new ethical challenges.

Three common mistakes made by beginner meeting planners:

• Not ordering enough food or beverages – people get very distracted and upset if there is not enough food or drinks to go around.   Typically, the venue staff can advise you regarding the amount of food and beverages needed for any size group. Don't scrimp.
• Not asking sufficiently detailed questions of site personnel and vendors.  Know what you are getting into when it comes to the venue.  Make sure that you do a site walk through several weeks before and then a few days before your meeting to make sure that the facilities will meet the needs of your group.  Be meticulous.  Check every detail.
• Waiting until the last minute to pull everything together.  Don't procrastinate!  Make lists and plan ahead for successful meetings and events.

If problems do occur, act proactively and creatively.  It seems as if nothing ever goes according to plan.  Just stay calm and work through each problem with your staff and the venue staff.