Loading presentation...

Present Remotely

Send the link below via email or IM

Copy

Present to your audience

Start remote presentation

  • Invited audience members will follow you as you navigate and present
  • People invited to a presentation do not need a Prezi account
  • This link expires 10 minutes after you close the presentation
  • A maximum of 30 users can follow your presentation
  • Learn more about this feature in our knowledge base article

Do you really want to delete this prezi?

Neither you, nor the coeditors you shared it with will be able to recover it again.

DeleteCancel

Make your likes visible on Facebook?

Connect your Facebook account to Prezi and let your likes appear on your timeline.
You can change this under Settings & Account at any time.

No, thanks

Meeting Planning 101 (v. 2.0)

For 2013 IAAP #EFAM in Anaheim, California
by

Kristi Casey Sanders

on 31 July 2013

Comments (0)

Please log in to add your comment.

Report abuse

Transcript of Meeting Planning 101 (v. 2.0)

Meeting Planning 101 (v. 2.0)
Kristi Casey Sanders
VP Creative/Chief Storyteller
PlanYourMeetings.com
Step 5: Create Marketing & engagement strategy
Group demos
Preferences
Special needs
Attendance/attrition
@PYMLive #EFAM #yaypym
Sustainability?
Hybrid/virtual elements?
Connectivity?
Accessibility?
Meeting Planning 101 (v. 2.0)
#EFAM
PlanYourMeetings.com
Kristi Casey Sanders
@PYMLive
What
are we trying to achieve?
are the goals?
Who
When
will it take place?
How
@PYMLive #EFAM #yaypym
@PYMLive #EFAM #yaypym
@PYMLive #EFAM #yaypym
is your budget?
is on your team?
are the decision makers?
are the donors/money people?
kind of meeting is it?
What elements went into designing this meeting?
Step 2: Design the meeting/event
Sourcing
Negotiations & concessions
Contract clauses
+RFPs
+Site tours
Pick two.
Space. Dates. Rates.
#EFAM @PYMLive #yaypym
That's all you'll get.
#EFAM @PYMLive #yaypym
What would RFPs look like for this meeting?
#EFAM
@PYMLive
#yaypym
Ask questions.
Protect your group.
Mission: Avoid attrition.
REMEMBER:
Before you sign the contract, you're asking.
After you sign the contract,
you're begging!
#EFAM @PYMLive #yaypym
What
is most important to your group?
can they live without?
Your negotiations should be guided by:
Look for the win/win
"If I do this for you, how will you help me?"
"This is my budget. What can we do with it?"
"What can I do to help?"
commit early?
multi-year contracts?
reduce labor?
Be flexible
"Knowing my budget & goals, what would you suggest?"
"Would it help if we moved dates?"
"If you have to bump a group, pick me!"
& make it worth my while!
Leverage what you can
What does the hotel make/spend money on?
"If I exceed my F&B minimum, can I have...?"
"I don't really need this, so if I give it up, can you ...?"
What costs them nothing to add in?
KNOW:
Community
Messaging
Tools
Timeline
Caution:
Linking room blocks to registration is a
great
idea!
(Unless people can buy up the block without registering.)
Start with the end in mind
INCENTIVES!
What gets you to commit early?
Email
Direct mail
Phone calls
Social media
Word of mouth/referrals
Partnerships
Ads
Web
Engage. Inform. Retweet/Share.
Engage & employ your superfans!
#yaypym
Why
is this meeting necessary?
has this meeting been executed before?
What worked?
What didn't?
Why?
Now you can start
discussing the where.
Step 1: Define Your Meeting
(July 26)
July 27
July 28
July 29
July 30
July 31
Dates
1,300 attendees
200 exhibitors
+15 executive board members
3 VIPs
30 speakers
Room Nights/Space?
(July 26)
July 27
July 28
July 29
July 30
July 31
Pattern?
#EFAM @PYMLive #yaypym
+Budget+Audience+Education+Pricing+???
This is where time management comes into play.
Define each element.
Working backwards from event, create calendar of deadines & deliverables.
Keep everything in one place
Google Drive
Basecamp
Excel spreadsheets
Dropbox
Step 3: Get (and stay) organized
Binder
Microsoft OneNote
Evernote
iPad
#EFAM @PYMLive #yaypym
Step 4: Sourcing, negotiating with and contracting vendors
#EFAM @PYMLive #yaypym
#EFAM @PYMLive #yaypym
#EFAM @PYMLive #yaypym
Create your own strategy!
What got you here?
Why did people stay home?
What would you have done differently?
"Meeting planners are the
movie producers of the
corporate world."
— Tim Sanders
Design each element
This is the important part
Put yourself in the
attendee's
exhibitor's
speaker's
sponsor's
shoes.
#EFAM @PYMLive #yaypym
How can they be reached?
Who else wants to reach them?
Those are your sponsors!
Know your target audience
(or exhibitors)
What's in it for them?
Custom packages
Measurable ROI
Engineer expectations and experiences
#EFAM @PYMLive #yaypym
What has made some sessions better than others?
What would you have spent more money on?
What would you have done differently?
What made you feel welcome?
You should have a different message (and/or method) for each audience.
How would you have marketed this meeting?
do you work with legal & procurement?
Check your BEOs daily!
Make sure banquet captains get your approval before refreshing anything!
Count corks!
How will you track/measure success?
How will you engage before, during & after?
Step 6: Evaluate & integrate learned knowledge into next event
What did you learn?
Which experiments / elements did people love?
Which ones failed?
Did you achieve your goals?
Full transcript