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PYM LIVE Denver August 7, 2013 #yaypym @PYMLive

Hosted by

Event Sponsors

MAKE THE MOST OF YOUR NETWORKING TIME Want to know who you should meet while you’re here? Download our free conference app Topi, available for Apple, Android and Windows Mobile devices. Connect it with your Facebook, LinkedIn or other social profiles, and it will show you everyone who’s here, based on how much you have in common. It will also generate private chat rooms where you can connect with people who share your interests. You can instantly connect via LinkedIn or add people to your friends list so you can communicate long after this event ends. Topi also contains the digital show program and an augmented-reality scanner. Push the PYM+ button, then hold it over our event logo and see what happens! Download Topi:

iPhone/iPad

Android

Windows mobile

Ez.com/pymapple

Ez.com/pymandroid

Ez.com/pymwindows


Meeting Facilities

4

With 10,000 sq. feet of versatile meeting and banquet space. Warwick Denver is a perfect place for corporate and small business meetings and social events. Our Capitol Ballroom can accommodate up to 200 people and is divisible into four rooms, while our 15th-floor Millennium Ballroom can accommodate 120 guests and has magnificent panoramic views of downtown Denver and the Front Range. Each of our 11 function rooms feature natural light and are equipped with state-of-the-art audio-visual and telecommunication services including wireless internet access.

Meeting Room Capacities

Capitol 1/2/3/4 Capitol 2/3/4 Capitol 1/2/3 Capitol 3/4 Capitol 1/2 Capitol 1 Capitol 2 Capitol 3 Capitol 4 Tabor 1/2 Tabor 1 Tabor 2 Evans Centennial Cambridge Millennium Executive Lounge Poolside

Theater

U-Shape

DIM.

SQ. FT.

Classroom 4 Guests per table

With Equipment

With Equipment

Hollow Square Without Equipment

38.5 X 86

3311

120

225

N/A

38.5 X 66 38.5 X 60 38.5 X 46 38.5 X 40 38.5 X 20 38.5 X 20 38.5 X 20 38.5 X 26 22 X 31.5 22 X 13.5 22 X 18 22 X 26 17.5 X 24.5 17 X 25.5 35 X 55

2541 2310 1771 1540 770 770 770 1001 693 297 396 572 429 434 1925

100 96 80 64 32 32 32 40 20 N/A N/A 24 16 24 100

170 145 120 100 55 55 55 65 24 12 15 40 20 36 180

23 X 37

900

24

28 X 33

924

N/A

1776 Grant Street, Denver, Colorado 80203 Reservations | 303.861.2000 Sales | 303.832.0318 Email | sales.denver@warwickhotels.com www.warwickdenver.com

Conference

Rounds

Reception

Without Equipment

Without Equipment

N/A

N/A

184

350

N/A N/A N/A N/A 24 24 24 27 18 N/A 9 20 13 18 40

N/A N/A N/A N/A 27 27 27 30 20 N/A 14 24 12 22 50

N/A N/A N/A N/A 27 27 27 30 20 N/A 14 20 14 18 50

144 136 88 80 40 40 40 48 40 8 24 40 24 32 120

200 185 145 120 55 55 55 70 30 N/A N/A 30 20 20 250

50

20

25

25

40

40

N/A

N/A

N/A

N/A

45

55

Please visit our award-winning website with over 700 pages of valuable information and beautiful photography, winner of the Web Marketing Association’s 2005 WebAward for “Best Hotel and Lodging Website”. Warwick International Hotels was also awarded the Interactive Media Council’s (IMC) 2011 Award for “Best in Class”.


TODAY’S SCHEDULE

Today’s event takes place in the Capitol Ballroom

10:00 a.m. – 10:30 a.m. Planner check-in/tech & app orientation 10:30 a.m. – 11:30 p.m. Hybrid panel/discussion– The Future of Meetings: What’s New, What’s Now, What’s Next?

For speaker bios: Ez.com/pymspeakers

Claire Gould @rx_for_catering

Rx for Events International & Rx for Catering

International Meeting Planning, Culinary Negotiations

Traci Gregory @raciplace

Transforums

Contract Negotiations

Gary Schirmacher @garyschirmacher

Experient, A Maritz Travel Company

Crisis Management, Sourcing, Trends

Kristi Casey Sanders @PYMLive

Plan Your Meetings

Meeting Technology, Innovation

11:30 p.m. – 12:30 p.m. Networking lunch & team-building group challenge activity 12:30 p.m. – 2:00 p.m. Trade show featuring reverse speed-meetings

*Door prizes will be given at the end of the event... you must be present to win!

2:00 p.m. Optional Tours of Warwick Hotel, with an opportunity to win special prizes during the tour If you enjoy this event, please tell your friends about us! #yaypym

FEATURED PARTNERS  arwick Denver Hotel W (Event Host)

Contact: Mark O’Neal Phone: 303-832-0318 Email: moneal@warwickhotels.com Web: warwickdenver.com Twitter: @warwickdenver

 isit Vail Valley V (Roundtable Sponsor)

Contact: Tina Schwab Phone: 970-477-4007 Email: tina@visitvailvalley.com Web: visitvailvalley.com Twitter: @vailonsale

Surrounded by the high energy of Downtown Denver, Warwick Denver Hotel is an inspiring destination for all your business meetings, conventions, conferences and social events. Our legendary Denver hotel features over 10,000 square feet of renovated and versatile meeting, event and banquet space in Denver.

The Vail Valley, home to Vail and Beaver Creek resorts, is the ideal mountain location to host your group or meeting. Two world-class mountain resorts and area avenues will allow you to host groups from small incentive trips to large corporate groups to participatory sporting events. Regardless of season, the Vail Valley blooms with activity every day of the year.

STRATEGIC PARTNERS Attendee Management, Inc.

AMi is a technology-based attendee management services company that utilizes event registration software and systems to help your team simplify the entire event management process. You can take advantage of the benefits of an event and registration management system without sacrificing your valuable time or budget. A full-function event registration service can truly streamline your event planning and attendee management; however the software and systems required can be expensive and time consuming to learn. We provide a complete registration management system through our software solutions and quality customer service.

Contact: Jeff Rasco, CMP Phone: 512-847-1122 Email: jrasco@attendeenet.com Web: attendeenet.com Twitter: @attendeenet


VISIT VAIL VALLEY Home to Vail and Beaver Creek, the Vail Valley offers a wide array of unique off-site venues, superior guest service and team building opportunities. Designed after the alpine villages of Europe, our pedestrian villages offer an extensive selection of convenient condominiums, charming alpine lodges and convention hotels that allow us to accommodate groups up to 2,000. Enjoy 350 shops and restaurants, all accessible by the complimentary in-town transportation. With non-stop air service from across the country, getting here becomes even easier when your attendees discover the convenience of flying directly into Eagle County Airport That’s what we call:

YOUR NEXT MEETING.

Visit Val Valley, Your Destination Experts VisitVailValley.com | 800.338.2315 | Groups@VisitVailValley.com


STRATEGIC PARTNERS (cont’d) Zentila

With other hotel search sites you have to wade through the paid results listing and 100,000 venues before you get to what you really want. Not on Zentila. Because we don’t have advertising or paid results, the hotels you see in your search results are the hotels that best fit what you’re looking for. We’ll use the information you gave us, and weed out any hotels that can’t accommodate that request.

Promote Your Message

We work with companies all over the world to deliver fast, affordable, logo-branded items. Our highly trained professionals will work with you in selecting the products that best represent your company, organization, event, or meeting. Consultations are free - no obligation! Ask for a free catalog. Choose from over 500,000 factory-direct items.

PARTNERS

Beaver Run Resort & Conference Center Contact: Bruce Horii Phone: 970-453-6000 Email: bhorii@beaverrun.com Web: beaverrun.com/meetings-&-groups Twitter: @beaverrun Caesars Entertainment Contact: Ann O’Halloran Phone: 702-694-8168 Email: aohalloran@caesars.com Web: caesars.com Twitter: @total_rewards Crested Butte Mountain Resort Contact: Pamela Feeley Phone: 303-513-7711 Email: pfreeley@cbmr.com Web: skicb.com Twitter: @skicrestedbutte Dave & Buster’s – Denver & Westminster Contact: Jean Bax Phone: 303-209-2906 Email: jean_bax@daveandbusters.com Web: daveandbusters.com Twitter: @daveandbusters Devil’s Thumb Ranch Resort & Spa Contact: Julie Branstrom Phone: 303-204-7833 Email: jbranstrom@devilsthumbranch.com Web: devilsthumbranch.com Twitter: @devilsthumbrnch Hard Rock Cafe Denver Contact: Liz Reilly Phone: 303-623-0856 Email: liz_reilly@hardrock.com Web: hardrock.com Twitter: @hrcdenver Hilton Fort Collins Contact: Jerome Oddo Phone: 970-494-2968 Email: jerome.oddo@jqh.com Web: fortcollins.hilton.com Twitter: @hiltonftcollins

Hotel Jerome Contact: Katie Wannamaker Phone: 575-770-5550 Email: katie.wannamaker @aubergeresorts.com Web: hoteljerome.com Twitter: @HotelJerome Landry’s Inc. Contact: Patti McLean Phone: 713-386-8052 Email: pmclean@ldry.com Web: landrysinc.com Twitter: @LandrysInc Maggiano’s Little Italy Contact: Jana Black Phone: 303-260-7708 Email: denver.banquet@maggianos.com Web: maggianos.com Twitter: @maggianos Marriott Fort Collins Contact: Donna Clark Phone: 970-226-5200 Email: donna.clark@marriott.com Web: fortcollinsmarriott.com Twitter: @marriottintl MGM Resorts International Contact: Amy Huff Phone: 480-659-1131 Email: ahuff@mgmresorts.com Web: mgmresorts.com Twitter: @vegasconcierge Parkside Mansion Contact: Kris Franklin Phone: 720-328-9532 Email: kmfparkside@gmail.com Web: parksidemansion.com Twitter: @parksidemansion

Contact: Mike Mason Phone: 407-656-5683 Email: mike.mason@zentila.com Web: zentila.com Twitter: @zentila

Contact: Claudia Madigan Phone: 888-843-9890 Email: claudia.madigan @planyourmeetings.com Web: promoteyourmessage.net Twitter: @promoyrmessage

The Peaks Resort & Spa Contact: Shayla Kraft Phone: 970-261-8779 Email: skraft-cox@thepeaksresort.com Web: thepeaksresort.com Twitter: @PeaksResortSpa The Sebastian – Vail Contact: Angela Sheehan Phone: 970-477-8085 Email: asheehan@thesebastianvail.com Web: thesebastianvail.com Twitter: @sebastianvail Sonnenalp Hotel Contact: Patricia McNamara Phone: 970-479-5434 Email: pmcnamara@sonnenalp.com Web: sonnenalp.com Twitter: @sonnenalpvail Viceroy Snowmass Contact: Kate Sartain Phone: 970-923-8025 Email: katherine.sartain @viceroysnowmass.com Web: viceroyhotelsandresorts.com/ snowmass Twitter: @viceroysnowmass Visit Denver Contact: Christina Rath Phone: 303-571-9420 Email: crath@visitdenver.com Web: visitdenver.com Twitter: @iknowdenver Visit Fort Collins Contact: Tyler James Phone: 970-232-3845 Email: tjames@ftcollins.com Web: visitftcollins.com Twitter: @visitftcollins


Pluginto

thePower At IMEX America, the energy is everywhere‌connecting everyone to global business, key players and the knowledge to boost their careers. This is the power source for the meetings industry. Plug in this October!

imexamerica.com

the

pulse of the meetings industry.


YOUR REFERRAL IS OUR BIGGEST COMPLIMENT If you benefit from PYM’s educational resources, including our PYM LIVE Events, please tell others about us and urge them to sign up for our free, comprehensive program at Ez.com/pymsubscribe. We’ll reward you with $5 for each planner you refer to any of our PYM LIVE Events nationwide.

Upcoming PYM LIVE Events:

August 22, 2013: PYM LIVE New York City (Omni Berkshire Place)

September 26, 2013: PYM LIVE Atlanta (Hilton Garden Inn Atlanta Midtown)

October 23, 2013: PYM LIVE Alexandria, VA/Washington D.C. (Hilton Alexandria Mark Center)

November 13, 2013: PYM LIVE Houston (Royal Sonesta Houston) Visit PlanYourMeetings.com/events for more information and the complete PYM LIVE Events schedule.

GET CONNECTED Don’t forget to tag your tweets, posts and photos with #yaypym. You can share pictures, comments and other thoughts on Topi, too! Join our online communities on :

Be sure to check in to today’s event on Foursquare or Facebook Places.

PLAN YOUR MEETINGS SUPPORTS At every event in 2013, we’ll be collecting unused soaps and donations for Clean the World, an amazing organization that’s transforming what’s wasted in this industry into life-saving gifts for people in need of proper sanitation. For more information, visit cleantheworld.org, or view the brochure in the digital show guide on the USB drive.

DON’T FORGET… Our 2013 PYM annual features bonus materials that can be unlocked with your mobile device. Download the FREE PYM+ app from Apple and Google Play stores.

WANT TO BE A PYM ALLSTAR? We’re looking for a few great people to lead focus groups, contribute content and help us moderate our PYM community. In exchange, we offer special perks, exposure and lots of love. If you’re interested, let us know before you go, or email allstars@planyourmeetings.com. #yaypym


August 7, 2013 – Warwick Denver Hotel

Our Event Sponsors:

Tips for attracting event sponsors: Part 1 By Jackie Thornton, M.S., CMP Creating the sponsorship plan Companies spend about $6.8 billion annually sponsoring such major events as the Olympic Games, the Indy 500 and the Kentucky Derby. Companies also sponsor smaller events, from concerts and conventions to luncheons and fundraisers. Sponsors typically pay a premium, but sponsorships also may be in exchange for goods or services, advertising or media exposure. Finding a sponsor for your event makes good business sense for both of you. Why companies sponsor events 1. 2. 3. 4.

It It It It

enhances the company’s reputation and image by association. gives product brands high visibility among key audiences. provides a focal point for marketing and sales campaigns. generates publicity and media coverage.

Create a sponsorship plan Knowing what companies gain through sponsorship, identify the audience your event reaches and what companies target that specific market. Create a sponsorship plan with these potential sponsors in mind. Ask yourself these questions: 1. What value does this sponsorship offer potential sponsors? 2. Why is your event sponsorship a better match for the company than other proposals it may receive? The sponsorship plan also should outline the benefits offered in return for sponsorship, which may include: • • • • • •

Ads in programs or show materials (ranging from small black-and-white ads to full-page color ads) Tickets to your event (e.g., two tickets, a full table or a dozen tickets) Booth space at a trade show (ranging from a single 10x10 standard booth to a large island booth) A foursome for a golf tournament The company’s name mentioned in news releases Company logo featured on the event’s Web site/Web page, etc.

The size of the benefit should reflect the sponsorship level. For example, a sponsor that gives $50,000 should receive considerably more in benefits than one giving $5,000. Sponsorship plans also need to show the value of benefits being given. For example, if tickets to a formal gala cost $150, a table of 10 tickets would have a value of $1,500. If the company gets 10 tickets for a $10,000 sponsorship, they will feel as if they’re getting $1,500 back in goodwill services. But don’t give away the farm. There’s no need to try and “balance out” a sponsorship with giveaways that equal their sponsorship payment. Make sure you value the benefits your event offers and price them, and sponsorships, accordingly. For example, if this is the fifth year of an industry conference, use the history of attendance you have to base advertising, ticket, booth and sponsorship costs on for the upcoming conference.


August 7, 2013 – Warwick Denver Hotel

Our Event Sponsors:

How many sponsors do you need? What is the total cost of your event? Use that to determine the number of sponsorship dollars you need to make the event profitable. Typically, different sponsorship plans have different names, such as platinum, gold, silver and bronze. If it’s possible to relate sponsorship levels to your industry, be creative. For example, sponsorship plans related to a theater/movie event may be named: Director’s Circle, Producer, Playwright, Actor and Designer. You also can have separate sponsors for separate activities. Think of the components you have during one conference and break them into areas that companies can sponsor. Potential sponsorship areas include: • • • • • • •

Registration Web café Opening and closing receptions Casino night Coffee break Shuttle buses Meal functions

As long as sponsor benefits match the dollar value, all sponsors are recognized, and communication is clear, you can create as many sponsorship levels as you need. Create different price points for sponsorship, so a wide range of companies can sponsor your event. Not every company will be able to afford a platinum sponsorship, but several may be able to sponsor a table at a dinner or afford your coffee break. To go exclusive or not When creating sponsorship plans, consider creating levels that have some exclusivity, either completely or by industry. This is a good idea because you can avoid potential sponsor conflicts and charge a premium by giving only one industry-specific company sponsorship or making different levels of sponsorship exclusive. How far you restrict sponsorship will depend on the event’s needs. It may make things easier if you offer multiple-year sponsorship plans to major sponsors — assuming the sponsor is not too high-maintenance and the size of the sponsor plan is enough to make sense financially. :: Jackie Thornton, M.S., CMP, is a branding, integrated marketing and public relations professional in the greater Atlanta area. For this article, she used “Public Relations Strategies and Tactics” as a source.


Meeting Planner Recycling Program Can your next meeting save a life? 2.1 million children under the age of 5 will die this year due to two deadly diseases: acute respiratory infection (pneumonia) and diarrheal disease.

Meeting planners and hotels are not just required to execute a flawless event under budget and in a timely manner. They are now encouraged to implement corporate social responsibility (CSR) initiatives.

Even more tragic than these staggering facts is that these deaths could be prevented by up to 65% through simple hand washing with bar soap.

We at Clean the World designed our Meeting Planner Recycling Program to help you do just that. Our CSR meeting program is a turnkey, extremely cost efficient program that meets the needs of both the planner and hotel’s CSR initiatives.

You can help. Every day hotels discard slightly-used soap and bottled amenities. These products often end up in already overflowing landfills and contaminate fragile groundwater systems. By partnering with Clean the World for your next meeting, you can help us in our efforts to reduce child deaths due to diarrheal disease. By adopting the Meeting Planner Recycling Program, Clean the World will provide: • Access to digital materials for promotion of your participation to your attendees • Clean the World collection/shipping bins (Shipping Included) • Online access to hotel training video and materials • Customer service support • 30 days of recycling services at event hotel • We weigh all amenities received and provide an impact statement Program pricing is as follows: CONTRACTED ROOM NIGHTS

PROGRAM FEE

0-200

$400.00

201-500

$600.00

501+

$600.00**

**Total contracted room nights above 501+ is a $600.00 program fee plus $0.50 per additional room night over 501 rooms.

Corporate Socially Responsible Meetings By participating in the Clean the World Meeting Planner Recycling Program, your organization is enhancing its social responsibility. The program process is simple; during your meeting, the hotel collects the used soap and bottled amenities left behind from each guest room for thirty days. So, instead of negatively impacting the environment, these recycled amenities will now be used to help save children’s lives in impoverished communities across the globe. Why join the Clean the World Recycling Program? • Save Lives -Significantly reduce the spread of illness due to a lack of proper hygiene • Protect the Environment -Reduce waste, minimize negative environmental impact, and promote a sustainable future • Demonstrate Corporate Social Responsibility -Impact those suffering domestically as well as across the globe • Promote Positive PR -Website, newsletter, articles, press releases, social media • Appeal to the Meeting/Event Planner Industry -Your participation will attract meeting professionals and event planners, who are seeking to book with properties adopting CSR and sustainability initiatives • Observe the Impact of your Donation -Detailed goods donation statement -Recycled soap/amenities weighed -Quantifiable distribution impact on each statement

For information on how to participate in our Meeting Planner Recycling Program, contact: Bethanne Doud • bdoud@cleantheworld.org • +1-859-802-7788 Clean the World Foundation, Inc. • 400A Pittman St. • Orlando, FL USA 32801


August 7, 2013 – Warwick Denver Hotel

Our Event Sponsors:

5 sneaky ways to promote events By Stacey Ruth Not every event promotion needs to cost a lot or take a lot of effort. There are a handful of very effective marketing tools every event planner and stakeholder has access to and that often are overlooked in the flurry of other planning activities. Planners who have used some or all of these usually swear by them, finding that they can raise their non-mandatory attendance by 33 percent or more, and that their mandatory event engagement and morale also soars. 1. Email signatures: We all send hundreds of emails regularly, if not on a daily basis. By adding your event’s name, location, dates and website link, you can put every email to work as a free billboard. This is especially powerful when everyone in the company does this simple action, creating a multiplier effect. 2. Voicemail greetings: Few people change their voicemail greetings once they are set, unless they are going out of town. Yet voicemail is where most callers land with increasingly hectic work schedules. For example: “You’ve reached Jane Smith at XYZ Association. Ask me about our annual conference in Orlando, or check out the link on our website. Please leave me a message with your name and number, and I’ll get back to you as soon as possible.” 3. Start a relevant discussion: Identify online communities where your target market is present, read the tone and content of current discussions first, and then contribute. LinkedIn is one of the richest sources for these discussion groups – and the dirty little secret is that most discussions are highly self-promotional. Look for the top discussions (which have the most comments) and you will see that they are asking relevant questions, not plugging their wares. Assess your event topics, and then ask the group for their experiences or insights about one specific topic. Lastly, add a link to your event. The best news is you can use the same discussion in several discussion groups. 4. Leverage your speakers and vendor partners’ networks: You carry a large portion of the burden for promoting your event, but you aren’t the only one with a vested interest in its success. Your speakers and vendor partners have a tremendous amount of skin in the game as well. Give them email signatures they can use, invite them to tweet and post on social media sites that they will be at your event, and encourage them to tease some of the content. 5. Tweet: Take presentation synopses and/or blog postings you have cut down into salacious sound bites of 140 characters or less. With a little planning, you can schedule at least a couple of tweets each day to stir up excitement and awareness. Extra credit: Link your Twitter feed to your LinkedIn and Facebook pages.


August 7, 2013 – Warwick Denver Hotel

Our Event Sponsors:

Clearly, each of these tactics take some time and planning, but when they are part of an integrated promotional campaign, they can boost event awareness exponentially over some of the more traditional methods.

:: Stacey Ruth is a marketing consultant with Atlanta-based Actio Marketing, a full-service agency specializing in event marketing. With more than 20 years of event industry expertise, Stacey and the Actio team have built a product line, EnterAction, specifically designed to help planners build attendance, engage their audiences and increase the bottom line value of events for their organizations. In 2006, Stacey became a certified event ROI professional – one of only a handful of professionals nationwide who focus exclusively on ROI meetings. She’s in the process of writing her first book, “Market Right: A No-Nonsense Guide to Do-ItYourself Marketing.”


August 7, 2013 – Warwick Denver Hotel

Our Event Sponsors:

7 mobile apps that will change your life (and save your back) By Kristi Casey Sanders Tell a room full of meeting planners that they can replace their heavy three-ring binder of BEOs with an iPad, and you’ll have their attention and instant devotion. That’s because the back-breaking binder, which is any event’s bible, is widely regarded as a necessary (and not so eco-friendly) evil. If you’re ready to jump, touchscreen-first, into the 21st century, here’s a list of mobile apps that will transform your iPad into a virtual meeting binder. 1. Evernote. This is an app for desktops, iPads and iPhones, so any folders you create in one place can be seen from the others. Think of this as your virtual file cabinet. Instead of color-coding your files, tag them with searchable keywords. You can file away web pages, photographs, PDFs, word documents, voice notes and videos, and share folders with members of your team. The best part is that the program makes the words in photographs searchable. So if you take pictures or scan in business cards and past BEOs or spreadsheets, you can search them just like any of your other Evernote documents. Cost: Free. 2. Dropbox. Need a secure place to save documents so others on your team can access them? Dropbox, like Evernote, works across multiple platforms and is available on any computer or mobile device. Once you log in, you can add, share, edit and delete files. And with 2GB of storage to start (the allowance increases with every friend you add to the system), you can even share event photos, video and audio clips with your social media team (or a friend who can make them look pretty). Cost: Free. 3. Pages. Need a word processing app for your iPad? Pages is the best choice. It works like Microsoft Word but is integrated into the Apple operating system, so it’s easy to import images, add hyperlinks and place other media into the documents. When it’s time to email a file, you have the choice of exporting it as a .pages, .doc or .pdf document. And the program can open any text file, regardless of software origin. Cost: $9.99. 4. Numbers. This is the Apple version of Excel and, like Pages, can be exported in traditional spreadsheet formats (.pdf and .xls). Its intuitive interface and graphic templates just make it a lot more fun to create reports and event information. Cost: $9.99. 5. Google Drive. If email chains drive you crazy, eliminate the back and forth by posting documents for review, or ones that need collaborative input, on Google Drive. On this platform, you can share spreadsheets, presentations, word documents, meeting notes and more. Like Dropbox and Evernote, the documents are available on any browser, whether you’re using a handheld or desktop computing system. You can control access and restrict whether users can edit or only view. And you can track


August 7, 2013 – Warwick Denver Hotel

Our Event Sponsors:

changes and comments, so if a person made an edit you don’t agree with, you can revert to the original or most recent version. When you’re finished, download, print or email the documents in your choice of formats. Cost: Free. 6. iAnnotate PDF or Notability. These apps allow you to import PDFs, “write” on them and send them back with your handwritten or typed-in notes. Notability also lets you create and share handwritten, typed or recorded meeting notes, much like Evernote does. Cost: $9.99 (iAnnotate PDF) or 99 cents (Notability) 7. Super Planner. This is the only app I haven’t used, but I’ve included it because an Austin event planner told a room full of peers that it saved her life at least three times. It has several calculators. The capacity function can tell you accommodation numbers for the dance floor and multiple seating arrangements. A staffing calculator helps determine how much banqueting, bar and registration help you need. A food and beverage calculator can convert inclusive to “plus plus” pricing, add in gratuities and help determine the beverage quantities you need. There’s also an audiovisual component that calculates the optimum stage height, where the first and last rows should be and points out other seating and sightline issues, based on projector strength. Plus, it doles out basic advice for planning newbies on things like managing speakers. Cost: $9.99. Don’t have an iPad? Don’t sweat it. Many of these apps have Android versions. And if you’re leery of Google, Microsoft OneNote offers a cloud-based system that reproduces the functionalities offered by Google Drive, Dropbox and Evernote, but on a more secure, corporate-friendly platform. Now a word about connectivity. Getting a cellular package on your iPad guarantees access wherever you are, but it’s pricy. Sticking with the free, built-in Wi-Fi capacity leaves you in the lurch if free Wi-Fi’s not available. But those aren’t your only two options. The best and most affordable option is to add a hotspot package to your cell plan. That way, you pay only a little more each month to be able to use your phone as a mobile hotspot to which you can tether your laptop and iPad. And it’s worth it to be able to thumb your nose at payto-play airport and hotel Internet access. :: Kristi Casey Sanders is the editorial director/chief storyteller of Plan Your Meetings. She frequently speaks at industry functions about how meeting professionals can prove their worth, meet responsibly, integrate technology into events, create innovative experiences and maybe even change the world. Follow her on Twitter @PYMLive or @KristiCasey. And check out her videos on PYM’s YouTube channel.


August 7, 2013 – Warwick Denver Hotel

Our Event Sponsors:

7 tips for creating a successful trade show By Traci Browne I’ve worked on the exhibit side of trade shows for more than 15 years and have been producing trade shows and conferences for the last four. My advice for those who are adding a trade-show element to their event or just trying to increase booth sales is based on my experience from both sides of the aisle. 1. You’re not selling empty space. You’re in the marketing business, not the real estate business. Have a conversation with potential exhibitors to learn what their marketing objectives are and discuss how your event can help realize them. Approaching your exhibit sales this way will differentiate you from other shows. 2. Anchor exhibits. Even small companies have big aspirations. By bringing in large, wellknown companies as exhibitors, you show them you mean business. Smaller companies will not feel they are taking such a big risk — especially on a new event. 3. Be true to your attendees. It can be very tempting when you have a young event to take in any exhibitor that wants to be at your show. First and foremost, your event is about and for your attendees, not your sponsors and exhibitors. For example, I produce a health and fitness fair and have had to say no to an exhibitor who did not support that vision. Don’t be afraid to do the same. 4. Don’t overdo it your first year. It’s better to book a smaller venue and sell your space out early than have a half-empty exhibit hall. There will be plenty of time to grow. 5. Don’t say “no” when you can say “yes.” Let’s face it, many exhibitors will not read their exhibit manual and miss deadlines. Your job is not to be the enforcer. If there is any way you can accommodate their request, do it. We had an exhibitor ask for electric they did not order two hours before the doors opened. We did not have to say yes, but we did because we could. They were one of the first to sign up for the next year. 6. Offer exhibitors a registration discount if they take pre-show training. A successful exhibitor is a returning exhibitor. The more you can do to help them succeed, the better. We give all exhibitors who participate in our free exhibitor training $50 back. It’s worth it, because it will cost more than $50 to replace them if they don’t come back next year. 7. Collect post-show feedback. Have a team in place that will visit with every exhibitor at the end of the event before they’ve packed up and left. Have them conduct an inperson survey. Create a list of what your exhibitors liked most, what they liked least and what they would like to see you add or do differently. And, most importantly, integrate that feedback into your game plan for the next show.


August 7, 2013 – Warwick Denver Hotel

Our Event Sponsors:

Remember, as a trade-show producer, you have two customers: your attendees and your exhibitors/sponsors. Both need to be taken care of, but not at the expense of each other. A room full of happy attendees will make it a great show for everyone. Unfortunately, just having a room full of happy exhibitors won’t do the same. :: Traci Browne, president of Red Cedar Marketing, is a specialist in trade show and convention management and exhibiting. She has spent years teaching exhibitors how to get more from their trade show marketing dollars and taught show producers how to structure their shows to make their sponsors and exhibitors happier. Traci is now producing regional B2B and B2C shows and events. Follow her on Twitter @tracibrowne. Email her at traci@red-cedar.com.


August 7, 2013 – Warwick Denver Hotel

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A control freak’s guide to delegating tasks By Kristi Casey Sanders Let’s be frank: You have way too much on your plate. You’re a really hard worker. Your standards are sky-high and the quality of your work reflects that. But your lifework balance is completely out of whack. What you’re doing is unsustainable. And what’s worse is that you dug yourself into this hole and you’re unable to see a way out. It may have started innocently enough, with you picking up jobs that people who got laid off used to do. Or trying to appease a client whose demands started to creep outside the scope of agreed-upon work. You feel like you don’t have time to re-examine what you’re doing because you’ve got so many deadlines to meet. There’s just too much work. Chances are, you think it’d just be faster to do things yourself than try to train someone how to do it correctly. Well, friends, I’m sorry to be the one to tell you this, but you’re wrong. And in case you didn’t know: You’re also a control freak. I know, I know. You’ve been disappointed before. When people have messed things up, it has taken forever to straighten them out. Or worse yet, when you’ve delegated tasks, people dragged their feet or let things slip through the cracks. Somehow you miraculously were able to salvage everything at the last minute. You’re unwilling to go down that road again. You’re burned out, stretched too thin and in dire need of a manicure, a full night’s sleep or a meal you haven’t eaten standing up. I’m here to help. What I have to say may be difficult to hear, but believe me, you need to let go. So put down that binder and step away from that inbox. Take a moment to think about what I’m saying. It may not be easy to digest, but it’s true and very, very important. You can’t do it all yourself. You need to learn how to ask other people to help. Here’s how ... Step 1: Break your tasks into chunks and prioritize It’s a scientific fact. Your brain cannot stay focused and productive 24 hours a day, much less for an eight-hour span. You have limited resources available to you, and a finite amount of time available to tackle important tasks and problems before you fizzle out. That’s why it’s easy to get distracted by interruptions, feel paralyzed by long to-do lists and why you start to feel aimless after wading through your email inbox. Before you leave work at night, or before you tackle anything in the morning, group what you have to do into buckets of similar-type activities or goals. That way you can get a feel for the big picture. Once you can see that, it becomes obvious what tasks you need to accomplish when, what someone else needs to do, what can be put off and what may be a waste of time. Any time you start to feel unfocused, go back to the bucket list to regroup.


August 7, 2013 – Warwick Denver Hotel

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Step 2: Identify where you need help and ask for it You’re awesome, but you’re not perfect. There are certain tasks you enjoy and others you dread. Those are the ones you put off until “later.” Unfortunately, by the time you finally get around to doing them, you’re exhausted from dealing with everything else. You won’t be thinking clearly. If you don’t have the discipline to tackle dreaded tasks first, then you need to find a way to delegate them to someone who might actually enjoy doing them. Maybe there’s someone in the office who handles something similar or has access to the same information you do. Perhaps the task is something you can assign to a freelancer or outsource to a service like RentASmile.com, which offers virtual personal assistants on the cheap. Is it a specific part of the event planning process, like reviewing contracts or negotiating with hotels? You may save time and/or a significant amount of money by contracting a independent company that specializes in that area to complete that task for you. Step 3: Trust other people The hardest thing for control freaks is not the act of delegation. It’s fighting the urge to micromanage the people to whom they’ve delegated tasks. These people are here to help you. Assume positive intent. And set them up to succeed. Set clear expectations, share the history and knowledge they need to complete their tasks, set deadlines together and hold each other accountable for sticking to them. You’re unique, so don’t expect people to work exactly the way you do. That’s not the point. The point is whether they complete the work on time, meet the expectations you set (not the ones you thought were implied) and achieve the stated objectives. If so, enjoy the fact that you didn’t have to do it and get over yourself. If you keep track of what they’re doing and don’t change the scope or meddle, there’s no reason why the work should be late. If the work is substandard, give direction and send it back. But resist the urge to try and correct it or do it all yourself. If you’re paying them to do something and you’re not satisfied, they need to make it right. Next time you can find someone who cares more, does a better job or who you like working with better. Believe me, it’s a lot easier to go to work when you get to focus on what you enjoy and are good at. And when you find the right people, you’ll be amazed at how much better they’re able to do the tasks you used to hate. Step 4: Simplify and streamline If you feel something is a waste of time, ask your boss, peers or stakeholders why it’s important, what it achieves and why it’s done this particular way. Do it kindly, without an edge in your voice. You want to let them know that you’re asking because you care about doing a good job, not because you think something is stupid or a waste of your time (even if you secretly do). No matter what the answer is, you’ll learn something. Maybe you’ll gain a clearer idea of how your work accomplishes larger objectives. Perhaps you’ll be able to suggest a more efficient way to achieve the same goal. It’s possible that you may uncover that this really is a redundant task, something that needs to be re-examined or eliminated. But if you don’t ask, you’ll never know.


August 7, 2013 – Warwick Denver Hotel

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Step 5: Learn when to turn it off The next step is learning how to leave work at work. This is the most difficult task for some people because cellphones and mobile email has made us available at any time. Give yourself permission to set “do not disturb” hours on your mobile devices so you have some time for yourself, your family and your passions or hobbies without being disturbed. It’s very difficult in this industry to not work evenings or weekends when there’s a big program to execute. But the more boundaries you can draw between personal and work hours, the better you’ll feel. And, after stretches of time spent working around the clock, be sure you give yourself a break, a massage, a vacation, a sabbatical or whatever else you need to refresh, recharge and come back with new ideas. You deserve it. Believe me, you do. :: Kristi Casey Sanders is the editorial director/chief storyteller of Plan Your Meetings. She frequently speaks at industry functions about how meeting professionals can prove their worth, meet responsibly, integrate technology into events, create innovative experiences and maybe even change the world. Follow her on Twitter @PYMLive or @KristiCasey. And check out her videos on PYM’s YouTube channel.


August 7, 2013 – Warwick Denver Hotel

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Ask the right questions, and you’ll expose so-called ‘hidden fees’ By Joan Eisenstodt Everything impacts the bottom line. Read that again: Everything impacts the bottom line. In every discussion with colleagues we hear frustration expressed about “hidden charges” from hotels, venues and vendors. But are these charges really hidden, or do we, as planners, fail to ask all the right questions? Do salespeople take for granted that, because they know all the ins and outs, everyone else does too? Remember, everything impacts the bottom line — whether you thought of it or not. So here are 10 questions you should be asking. Will you be giving vendors or facilities ideas by asking them? You might, but the better your questions are, the more information you’ll get, and your business relationships will be better, with fewer or no surprises. 1. Ownership, brand and management. Hotel owners are far more demanding about profit than they’ve ever been. Knowing who owns the business, whose name is on the door and who manages the company gives you clues to how the profit pie is split. It also will tell you more about their economic health. You can follow the various entities by using Google alerts to see what may be news with the company. Worst case: If there is a dispute, you’ll know how many separate parties you’ll meet in the legal proceedings. 2. Meeting rooms. Everyone says they won’t pay for meeting-room rental. That may not be realistic in today’s economy. Consider the costs to operate a venue: power, labor, cleaning, furnishing. Better to ask about cost upfront than be hit with a huge bill at the end. 3. Power. It’s not free. Hotels are adding charges for use of electrical outlets in meeting rooms regardless of who or what plugs in. Consider the amount of power a meeting might use: HVAC, A/V, individual devices plugged in to any available outlet and utilities used throughout a facility. Ask if there is a charge for any use of electrical outlets in meeting rooms. Again, it’s better to know upfront. 4. Upgrades, comps, concessions. There is a real cost to any facility or vendor for concessions (discounts on equipment, services, labor) and for upgrades to, or complimentary use of, premium rooms. Take nothing for granted regardless of deals negotiated before. Discuss the real cost and what is best for your group and your business partner. 5. “Plus Plus Plus” for labor, taxes, and administrative charges. It used to be “++” -plus tax and plus gratuity. Now it’s usually “+++” and the pluses of service (not gratuity) and administrative charges are taxed in most venues. Factor in all the “pluses” (including tax) to any pricing and determine the impact. Watch industry and business journal websites for tax increases. Even if these are not negotiable, you can budget more accurately. 6. Markup. DMCs may charge a markup on venues and labor they subcontract. Hotels may mark up charges for extra equipment (tablecloths, chairs, specific décor). This isn’t bad, it just is, and you want to ask if they do. And ask if those fees are negotiable, and why or why not.


August 7, 2013 – Warwick Denver Hotel

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1. Food. We don’t need the Food Price Index to tell us how much the cost of food has increased. We can see the impact of drought and floods, labor shortages and all sorts of costs to get food to the facilities we use. But are these prices negotiable? Maybe. Unlike guest rooms, there may be far less wiggle room for venues in negotiating food prices. Acknowledging that upfront to a hotel, conference center, convention center, restaurant or caterer makes you a smarter negotiator and budgeter. 2. Beverages. When planners say they are “just serving water” so there should be no additional cost, I wonder if labor and equipment costs are factored in. Water itself has a cost, and it’ll become more expensive as it becomes more scarce. As for sodas, alcohol, juices and other beverages, consider the same issues you do with food. Ask for more information and see if there is room to negotiate. (And even if your organization thinks it can’t afford it, have plenty of water stations. Dehydrated meeting participants will cost you more.) 3. Audiovisual equipment. We are used to seeing a charge for patching into a house sound system if we don’t use the in-house A/V company. You may not know that there can be extra charges for bringing in your own (or another company’s) equipment; plugging equipment into the electrical outlets (see No. 3); obtaining power strips, screens and carts with draping; and labor and equipment from the inhouse company, if needed in an emergency. You also may need to rent a meeting room (see No. 2) for securely storing outside equipment. Find out what negotiating power you have with the A/V company before you finalize your contracts. 4. Write a thorough RFP, read the proposal and take time with the contract. This is my best budgeting tip. Too often the process is rushed (because it has to be, because we wait too long or because it’s quarter- or year-end for the salesperson) and we lose by not asking the best questions and contracting for exactly what we are buying and our business partners are selling. Being deliberate will, short-term and long, save much money. :: Joan Eisenstodt founded Eisenstodt Associates, a meetings and hospitality consulting, training and facilitation company in Washington, D.C., in 1981. She brings more than 35 years of experience to her work with associations, corporations, hotel companies and DMOs. She facilitates and designs meetings, conducts training, performs departmental audits and negotiates contracts. Joan is retained as a hospitality industry expert witness and is on the Editorial Advisory Board of the Journal of Convention and Event Tourism. Her industry activities include involvement in ASAE, DMAI, MPI and PCMA, among others, and she serves as chair of ASAE’s Ethics Committee. She’s often called the “conscience of the industry.” You can interact with Joan on Twitter (@joaneisenstodt and @focusforum). Find her on LinkedIn.

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