Meeting Planner Careers

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.”

Many people are striving to “live green” in every possible way and that can include wedding and honeymoon plans. It can be a dilemma for a couple who don’t want to give up their dreams of a romantic honeymoon cruise. They want the dream but not at the expense of the planet. The good news is that several cruise lines are doing their part to reduce their carbon footprint and working to keep the oceans clean.

The Celebrity Solstice Cruise ship has 216 solar panels that power the elevators and 7,000 LED lights. It isn’t enough to power the ship, but certainly is a step toward the right direction. The vessel is aerodynamic, making her more fuel efficient, and has a water filtration system that purifies water before it is dumped into the ocean. Tin, aluminum, and glass are recycled as well. A Caribbean cruise on the Celebrity Solstice is a good choice for green couples.

The first cruise line to earn a Green Star notation environmental award was the Italian line, Costa. Costa works with the World Wildlife Fund to protect marine habitats, decrease energy use, and educates staff and guests on environmental issues. Each of their 15 vessels is designed to be a floating palace complete with beautiful woodwork, art displays of all kinds, and marble adornment throughout the ship.

To book a group for a cruise wedding, Seasite.com offers group cruise planning.

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.

In 2011, Disney’s third cruise line will set sail on the high seas. Like her sister ships, the Disney Magic and the Disney Wonder, the vessel is a combination of classic cruise ship design infused with Disney magic. An all-inclusive cruise on this family themed cruise ship is a perfect reward for members of hard working corporate teams who prefer to spend vacations in a fun-filled G-rated environment.

The Disney Dream offers the best in luxurious suites and family fun. Entertainment on this vessel is unlike anything offered on other cruise ships. First run movies, live shows, and even a roller coaster at sea are just part of the things adults and children can enjoy on this vessel. Disney also provides youth clubs for children and young adults of all ages. There are three swimming pools to suit every need: one for children, one for families, and one for adults. Adults can enjoy a quiet meal in the adults only lounges and nightclubs or choose one of the family dining areas.

The Disney Dream will cruise to Disney’s private island, Castaway Cay, as well as Nassau and Key West. Select from a 3, 4, or 5-day cruise and relax. When you consider a corporate incentive cruise geared toward good clean fun, think Disney.

Meeting and convention planners need many skills to function effectively in a very hands-on professional career. Many have bachelor degrees in meeting management. However, the biggest part of training is on the job learning from a seasoned planner. Nevertheless, there are additional skills that can open doors for a meeting planner.

Mastering a second or third language is always a wise investment for a meeting planner. This often includes building a knowledge base about the customs and geography of targeted countries. Communication is a core skill for meeting planners; knowing a second language builds confidence, increases client base, and demonstrates your ability to go the extra mile.

What software does the company use? Can you just get by or are you competent with the software? Company software should be second nature to a meeting planner; after all, it is a vital tool of the trade. Take some extra classes and earn the rank of expert. Hone your Internet skills; the World Wide Web is constantly growing and changing, adapt right along with it.

Keep current with technology. Cell phones, PDA’s, net books, and hand-held GPS systems are tools every meeting planner needs to use confidently and competently. Combine these tools with social networking skills and you will be at the head of the meeting planner class.

Every bride needs her special girls to help her celebrate her wedding. Affinia Hotels pays tribute to girlfriends everywhere as they mark the release of Sex and the City 2. Five of their New York City locations will feature a “Carrie On” package. Wouldn’t this be a great venue for the bride and her attendants to party and bond before the big day?

Included in the package is a split of champagne perfect for toasting friendship and the upcoming event. On location tours will take the group to locations memorialized by the series. Tour guides will take the group to “Scout,” Aiden’s famous bar, for the best cupcakes in Manhattan, to Charlotte’s art gallery workplace, and 37 other locations throughout midtown Manhattan, Greenwich, and SoHo.

Affinia Hotels hasn’t forgotten the importance of shoes for the Sex and the City fan. The “Carrie On” package includes a stiletto shoe bag for each guest. If the bride hasn’t purchased her shoes, there is no better place to shop than Manhattan. Shoes aren’t enough, the bride must have pretty lingerie. She is certain to appreciate a 20% discount on Cosabella’s Sex and the City line of lingerie, included in the “Carrie On” package.

Best friends, champagne, new shoes, and sexy lingerie are a wonderful way to show bridal attendants how much their support is appreciated.

Want to get the most media attention and spotlight for your business?  Then the first place to start is with a GREAT press release.  Now I can almost see half of you leaving now, dreading the thought of having to write one of these.  But wait!!  I’m going to show you easy methods to make your press release work for you and get the attention it deserves.  Ready?  Let’s go.

We’ll briefly go over the basics because of their importance. Editors want to see things done the RIGHT way.  I would bet that a lot of good releases simply get tossed out just because they aren’t set up properly.  To a busy editor, that all too familiar “10 second glance” says a lot for you and your business; it let’s them know if you’ve done your research enough to warrant that release to be placed in their newspaper or magazine.

Here are your essentials:

"FOR IMMEDIATE RELEASE" on the top left of the page.

Your contact name, phone number, e-mail address, and website follows.

Headline is next, normally in bold and centered on the page.  Summarize what the release is about and capture their attention.  Spend almost as much time on your headline as you do writing the release.  It’s that important.

The press release body starts with the location of the release and the date (Margate, Florida, May 5, 2005.)

Most press releases are between 200-500 words, and no more than a page. The first paragraph has the most important information.  Don’t save the best for last, it won’t get read.  In this paragraph answer the questions, who, what, when, where and why?

It is recommended that you write press releases in the 3rd person and use short sentences and paragraphs. Do not go over board, trying to dazzle the editor, it won’t work.

Target your release.  You will be sending your release to a specific audience so make sure that in your release you keep to what would appeal to that audience.  What don’t they know that you can add?  Nothing works better than getting an “AAH HAA” when an editor is reviewing your release.
  
Provide statistics.  Do some research and find some relevant information that applies.  You can easily do this through Google.  Once you find your quote, do a Google search or Yahoo quote on that particular topic.   However, don’t stop on the first Google link and take that for gospel.  Research it a bit further.  Have it come from a respectable company or magazine.
 
Include relevant quotes from experts in your field that will reinforce what you are saying.   Approach authors, leaders in your Industry, and other experts that back up the facts you are stating in your release.  They will normally appreciate the added publicity and you get the quote you’re looking for.  For example, as an author I’ll often get asked to provide a quote for an article on home-based businesses or the virtual assistant industry.  I welcome the opportunity as it provides me more publicity.
 
Also, if you have a satisfied client that you feel will add credibility to your Release, add a quote from them as well.  The first time you mention the expert, write out their full name.  Then list them by last name or Mr. and Mrs. Smith only.  I normally prefer the last name.
 
The last paragraph should be your call to action.  You’ve talked the whole release about your business or product, now tell them what to do with the knowledge they just acquired.

At the bottom of the release include ### to indicate you are done, followed by a short bio. Make sure if you include your website that you include http:// in front of it for search engine recognition.
Your bio should include your information, any books authored, etc.   Double check this for accuracy.  At this point, you’re tired and done with the Release.  But if it goes out to the world with the wrong web address, the valuable time spent even writing the Release has been wasted.

That’s it!  The basics for writing a press release.  Now one other thing I’d like to add in, they work!  They truly work.

Orlando, Florida is an excellent destination for corporate events and meetings, offering year-round sunshine and warm weather, exceptional event venues, luxury resort hotels, world-class dining, shopping and entertainment, virtually endless outdoor activities and numerous well-known attractions. With the close proximity of several major theme parks, family-friendly tourist attractions and golf courses, attendees can easily take in a round of golf between meetings and can bring their family with them to combine a fun family vacation with their business trip.

Family-friendly things to do and see while in Orlando include:

• Disneyworld
• Disney’s Magic Kingdom
• Disney’s Hollywood Studios
• Disney’s Animal Kingdom
• Epcot Center
• Universal Studios Orlando
• SeaWorld Orlando, including Discovery Cove where you can swim with dolphins
• Wet ‘n’ Wild
• Orlando Odditorium
• Ripley’s Believe It or Not Museum
• Skull Kingdom Haunted House
• Orlando Museum of Art
• Islands of Adventure
• Busch Gardens
• Cypress Gardens
• Silver Springs
• Gatorland

Additionally, attendees will find plenty of opportunities for outdoor activities, such as cycling, horseback riding, air boat rides, water sports, fishing, tennis, golf, miniature golf and hiking. For those who prefer urban adventures, Orlando is home to a wide variety of spas, restaurants and shopping opportunities, as well as a lively nightlife.

You probably have a Facebook or MySpace account, your company may have a blog and Web site, and there’s a good chance that you’ve probably “tweeted”. However, if you’re behind the curve on technology and haven’t begun to use the different social media outlets to help build your event planning business, you’re probably missing out. Following are some reasons why you should be taking advantage of the power of social media.

Facebook – Facebook is the Grand Central Station of the Internet for contacting, finding and grouping people. This amazing social tool also allows you to measure different metrics within groups that you establish. Consider setting up a Facebook fan page for people interested in the events that you’re planning for your area. Post information about the events that is relevant and current and watch your group grow. If you want to measure the different metrics of your group, Facebook provides an online application called “Insights”, which allows you to measure interactions, likes, comments, wall posts and gender among other things.

Twitter – Why “tweet”? Why not? Twitter is the perfect texting platform. When you consider that you have 140 characters to produce a micro-blog post, you realize that millions of people on their Blackberries and iPhones will really appreciate the updates.

These two social media venues are just a taste of what is available (for free!) on the Internet. Dedicate some time each day to utilizing these tools and you’ll see the benefits firsthand.