Helpful Tips

** Remember, a combination of multiple event marketing strategies is most effective in reaching the widest audience. Email reminders might get a good response, but what about the potential registrants whose spam filters block your messages?

 ** If you’re having trouble convincing attendees to turn in evaluation forms, consider tying it in with a giveaway at the end of the meeting. One idea: attendees who turn in an evaluation form receive a free book or CD authored by the speaker.

** Always compare your registration list with the hotel’s list to identify attendees who book outside your block. In most cases you can work with the hotel to have those attendees credited to your block in order to avoid attrition.

 ** If you want to encourage attendees to interact and have fun at a meal function, leave disposable cameras on the tables for their use. Few people can resist snapping off a few shots or hamming it up, and if cameras are returned, you might find yourself with plenty of promotional images for next year. 

** Take a look at the meetings and events you yourself attend and decide if they represent beneficial uses of your time. If attending does not deliver needed or desired outcomes, such as education or career resources, consider looking into other options.

** For meetings of a community or cause-driven nature, follow-up is much appreciated. Attendees want to know they make a difference; let them know you’re grateful for their presence and that you or your organization will be acting on their feedback.

** To reach the widest range of potential attendees, promote your event in several different mediums. Print advertising, online advertising, radio or TV commercials, direct mail, email announcements, public relations, press releases, media interviews and blogging all reach varying audiences.

** Don’t let your attendees forget about your organization in between annual meetings. A monthly email newsletter is an inexpensive method of keeping everyone updated on what is new with your organization, along with strategic reminders about upcoming events.

** If your attendees are required to attend the meeting or event as a job duty, enthusiasm may be lacking. Make special efforts to engage these attendees by offering relevant, interactive content based on their immediate work needs.

** While tightening budgets might necessitate packed schedules, remember your attendees are people - and people get tired. Throughout a day of intense content intake, attendees will need frequent breaks to keep their minds clear and their eyes open! Be sure to offer healthy, high-protein snacks at breaks to keep their energy up and encourage information retention.

** In times of economic stress, some independent service providers tend to be tempted to discount their rates with the intention of encouraging business. This might not always be a wise course of action. If you lower your rates to get the business, how willing will the client be to pay more when the current slump passes? 

** As gas prices continue to rise, with no relief in sight, consider looking into alternative transportation for your attendees. Amtrak® and other options are available to and from most major cities, and you might be able to negotiate reduced rates for attendees who need to travel to your meeting location.

** In light of recent airline turmoil, it might be necessary to look closer to home for meeting and event destinations. If you find a majority of your potential attendees are located within the same regional area, booking a site in that vicinity might help.  

** For unique, localized decorations, consider visiting a nearby or onsite gift shop. Not only might you discover a variety of décor ideas, but you might be able to negotiate a discount on materials used, or even complimentary usage if everything is returned following the meeting or event. 

 ** When budget planning, expect some variations. Build an extra 5% to 10% into your budget to cover any unexpected meeting costs that may arise.

** If you’re on a tight budget, choose your catered food items wisely in order to offer upscale selections. Rather than ordering several types of high-end food, limit your choices to a select few; this can help to ease the budget while still adding the “wow” factor to the meal. 

** If you’re running short on meeting money, be careful with the items on which you cut back. Most attendees probably won’t notice cheaper tablecloths than last year’s, but they’ll definitely notice cheaper food. 

** To increase ROI on a tradeshow, you might consider co-sponsoring with another organization that has similar objectives. This may decrease costs and pay off in extra attendance, benefiting both organizations.

**To make tracking of meeting income easier, set up a separate bank account in advance of your meeting, into which all registration fees and other advance income will be deposited. This way, all meeting-related income will be easily accessible in one spot.

** Stay on top of the final bill - make a point to review all meeting charges either daily or before you leave the site. Reconciling accounts onsite is often much easier than doing so remotely after the fact.

** If your group is considering canceling a meeting or event, honesty is always the best policy. Tell your hotel or facility contact what is going on and explain the circumstances. Many properties are becoming more flexible in order to work with groups and retain good business relationships for the future.

** Now that online RFPs are the norm, many properties have become inundated by requests, sometimes resulting in incomplete or unspecific responses. Some planners send out blanket RFPs to dozens of properties at a time. If you expect sales staff to take the time to respond fully, you should first take the time to narrow down your choices to the final few contenders.

** When approaching negotiations with a new supplier for the first time, enter into the conversation with a friendly attitude. Even if you’re prepared to play hardball, you’ll get farther if you’re willing to compromise.

** If confidential information is to be covered at your meeting or event, you might consider requiring confidentiality agreements from attendees. No matter how obvious it seems, some people don’t realize they shouldn’t repeat things heard in meetings. 

** If you’re uncertain about the wording of a contract, it’s perfectly acceptable to have an attorney review it before you sign. Many contracts in the meetings industry contain confusing, convoluted clauses.

 ** When possible, obtain RFPs from area companies to compare with a meeting venue’s onsite providers. Proposals for services such as audiovisual, catering or decorating may come in considerably lower and give you information with which to negotiate.

** Be on the lookout to ensure contract clauses are fair to both parties. Property contracts are naturally written in favor of the property, and the meeting planner is responsible for negotiations.

**To avoid paying unnecessary taxes, negotiate a clause in your contract indicating taxes will not be charged for attrition.

**When negotiating contracts for meetings that are one or more years out, include a clause on what will happen if renovations or changes of flag/ownership should occur before or during the time of your meeting.

** Do you know your time zones? If you deal with clients from different parts of the country, always remember to sync up your appointments and calls. Online resources like TimeTemperature.com can help.

** If you have unbooked rooms in your block at the last minute, you might be able to resell them to another planner to avoid attrition. The MeetingsCommunity, or MeCo, network offers a new Hotel Rooms for Resale service (registration required) where planners can post openings for free.

** Make sure you are only paying the taxes you really owe. In some states, hotels are required to charge tax on attrition. In other states, they are not. If a hotel charges tax on attrition, ask the accounting department to produce documentation showing that such tax is due.

** When in search of volunteers, turn to colleges or universities that offer meetings management courses. Students are often in need of volunteer opportunities to gain experience in the field.

 ** Do you know what “walking distance” really means in your destination of choice? When possible, find out ahead of time the actual distances between your meeting space and the nearby hotels and attractions. Contact the local CVB or get the inside scoop from industry colleagues who have been there.

** Never forget the basics your high school English teacher taught you - always, always proofread your meeting materials before sending them out. A second pair of eyes is often a good idea as well. Let an obvious grammatical transgression or a glaring typo slip through, and you’re guaranteed to hear about it! 

** With a growing focus on social responsibility, many groups are turning toward philanthropic teambuilders. If you don’t have the budget to do a full-fledged charitable program, your group can still do good in small ways, like a food or clothing drive during an event. 

** Education is the key to the meetings industry… not only self-education, but education of others, as well. Many individuals are drawn to the field by purported “travel and glamour” aspects of the job. Everyone can do a small part in creating awareness about the reality of the industry and, subsequently, elevate the profession one step at a time. 

** If you’re studying for an industry credentials exam, you don’t have to go it alone. Each of the associations that offer designations for meeting and event planners also offer study programs and groups to help you succeed. 

** In creative professions such as meeting and event planning, you don’t have to stick to designated literature. Take in a variety of topics; ideas come from many different sources and you never know where you might find your next great inspiration.

** Meeting and event planning draws upon knowledge, skills and experiences from all aspects of life. Widen your reading habits; diverse subject matter from a variety of fields such as sales, finance, communications and more can be very useful when applied to this profession.

** The food service industry has seen more than its fair share of health risks in recent years. Stay up-to-date with current FDA warnings, and communicate with caterers and chefs to ensure adherence to proper safety standards.

** If you offer bar service during a meeting or event function, make sure you have enough staff available to serve attendees with minimal wait times. Attendees who must stand in line for a long time are likely to become irritated with the service.

** Know what you’re buying when working with a caterer. “Per person” rates don’t typically include service or rental fees; make sure these charges don’t surprise you in the end.

** When planning for a large buffet-style meal, a general rule calls for one line for every 100 people. This adds up to about a 20-minute wait for food. Any more per line may result in long waits and cranky attendees.

** Only so many people can be comfortably seated at a table together. Add in large centerpieces and extravagant place settings, and the comfort level decreases at once. Keep personal space in mind when you are deciding on table decor and seating arrangements.

** Interactive learning sessions are one thing; having attendees do the work of your speaker or trainer is another. Make sure your speaker can deliver real content to complement any group exercises or activities in which attendees are expected to take part. 

** Many organizations are seeing a rise in popularity for philanthropic meeting and event group activities. Take a look at your group’s programs and consider whether there is an opportunity to plan activities that result in a positive contribution to a community or cause. Attendees will likely appreciate the chance to give back.

 **To better facilitate learning and takeaway for attendees, break them up into small groups and provide active learning environments. Most people interact and respond more in a small, involved group than in a large, passive gathering.

** In some cases, social media has been shown to increase a sense of community among meeting and event attendees. However, you should know your group before implementing social media strategies. Do your attendees already network online, or are they technophobes who are not likely to participate? 

** Despite the growing popularity of the internet and email communications, don’t rely on these methods to get out the word about your meeting or event. Direct mail is still one of the most effective means of marketing, particularly for a targeted audience such as those who would be interested in your meeting or event topic.

** With the proliferation of internet communications, information overall has become an on-demand commodity. Everyone wants answers immediately; make a point to respond to voicemail and email as soon as possible, or risk another provider beating you to the business.

** Even if you’re not into the social media hype, an internet presence is still essential these days. A majority of people turn to the web first when looking for services. Even a simple website will help ensure that potential clients can find your business.

 ** Individuals who are quoted in articles or who have had their own articles published are typically viewed as experts in their fields. If you are looking for ways to elevate your professional image, consider writing for publication.

** If you’re in the market for a new job, check out some of the resources developed specifically for the meetings industry. Recruitment and placement services such as TheMeetingConnection have been created just for planners and hospitality professionals.

** If you’re planning to strike out on your own as an independent, give serious consideration to the work environment you’ll need. Some people need the structure of a professional office setting in order to focus; others thrive on working in the comfort of their own homes. Take an honest look at your work habits before making this decision.

  ** It is always a good idea to stay up to date with trends and changes in the industry. Even if you don’t typically need to implement the “next best thing” in your meetings or events, it is better to be knowledgeable on all fronts in order to answer potential questions from clients than to be caught unaware. 

** When developing program content, don’t forget the basics. Not everyone in the industry is an expert, and many meeting professionals find benefit in reviewing fundamentals.

** Experienced planners say it all the time: it’s a small, small industry. Your reputation is your business, and you should keep this in mind in every setting. You never know, the front desk staffer might be the general manager one day. 

 ** Not everyone out there lives by the always be prepared mantra. Prior to your meeting or event, request electronic copies of presentations and other materials from your speakers. Save these files to a USB drive to carry with you as backup onsite, just in case someone forgets something!

 ** To help increase your credibility as a professional, understand that networking is a give-and-take arrangement. Take an active role in discussion and position yourself as a helpful resource for others, and you will find that they will be more apt to return the favor. 

** Any meeting or event can incorporate a theme. If one is not set in place, you can be creative and play off elements such as the nature of the group, the season in which the meeting or event is held or notorious aspects of the destination.

** If you’re asked to organize a meeting at the last minute, consider whether an alternative medium might be better for your organization. In some cases, a teleconference or webinar might be more cost-effective and convenient than a knee-jerk meeting. 

** No matter what happens, always keep your composure. The planner who remains cool and collected in unexpected circumstances can salvage more out of the event and impress clients with his or her calm professionalism at the same time.

** Due to the oftentimes stressful conditions under which planners work, be especially careful to take time out for yourself. Regular exercise, favorite activities and weekend breaks should not be ignored.

**. Word-of-mouth is priceless in the industry, and you have the power to harness it to promote your next meeting or event. If you solicit testimonials from current attendees to use in meeting materials, potential attendees might respond to praise from familiar names.

**. While it is important for people to be able to get hold of you onsite, you should keep some boundaries in place. Not every individual attendee of every meeting or event needs your personal cell phone number, for instance. Consider purchasing a separate, pay-as-you-go “onsite only” phone to manage inquiries during these times.

** View client complaints as positive opportunities to improve your business or offer new services. If they’re complaining, they’re trying to tell you that you can do something different.

** If you’re considering a move into independent planning, first take a serious look at your level of self-discipline before deciding to work from home. Can you really detach yourself from household matters while surrounded by them? Will your family understand (and respect) your need to focus? Carefully weigh the pros and cons of a home office vs. rented office space.

** When marketing a tradeshow, identify your key attendees and always strive for quality over quantity. High attendance numbers mean little if attendees have no business for your exhibitors. Most exhibitors would rather spend their time with a few interested buyers over many disengaged passers-by.

** No one likes to be “sold,” even when exploring new products or services. Encourage exhibitors at your events to look at their booth time as an opportunity to educate, rather than a chance for a sales pitch. For instance, they can demonstrate how new products work, rather than deliver a canned speech on how great they are vs. their competition.

** To support green practices, many organizations are moving toward offering refillable water bottles as attendee giveaways. Before you decide to do so, it wouldn’t hurt to personally taste the local tap water. All water is not the same, and the tap water in some areas can be less than palatable.

** For an eco-friendly centerpiece, put together arrangements of fresh, uncut fruit that can become part of a meal later on. You can even consider adding in a fun teambuilding activity by instructing attendees to make something out of the centerpieces at their tables.

** A popular move in the green meetings arena involves posting meeting handouts online, rather than offering printed copies to attendees. If you wish to go this route, make certain you have permission to redistribute handouts that might include speakers’ or others’ intellectual property.

** Environmentally conscious behavior is catching on more and more within the meetings industry. At the very least, consider requesting recycling bins for your meetings and events to conserve waste. You may find a large percentage of your attendees appreciate the gesture.

 ** With the wide array of issues taking place among airlines these days, take precautions if your attendees will be flying to your meeting. Adjust the language of your force majeure clauses to ensure you’re covered if attendees can’t make it due to mass cancellations of flights.

** If you’re considering switching to a new or exotic locale, keep some basic geography in mind. Attendees accustomed to a short drive to the meeting might be miffed if they’re suddenly expected to cough up airfare.

** If sleeping rooms and meeting rooms are not in the same building, take into consideration the transportation time between locations. When scheduling programs, give everyone time to get to where they need to be.

** If appropriate, as part of your risk management procedures, keep track of “known conditions” among your attendees. The more you know about your attendees and their needs, the better you can prepare for special accommodations or potential emergency situations.

** Remember, accidents can happen to anyone at a meeting or event - including you! Can the show go on without you? Be sure to have a backup plan in place in case you somehow become unable to perform onsite due to injury, illness or other complications.

** Do you know how property staff will treat your attendees while they are onsite? Try going incognito to a hotel and observe the staff members at work.

** Always be alert to emergency situations that might potentially affect your meeting location or your attendees. Free services such as The Emergency Email & Wireless Network provide electronic notifications for selected areas in the event of natural disasters, product recalls and more.

** The fact that a property meets ADA accessibility requirements does not always mean it is convenient or user-friendly for those with disabilities. Take a walk-through of the property from beginning to end. Look at every aspect of traversing the building. Are there areas in which you can improve the experience for attendees with disabilities?

** To create new buzz ahead of time, set up a blog dedicated to your meeting or event. Here you can post teasers, discuss information to be presented or even debate related issues with potential attendees, all in an easily accessible, interactive online environment.

** More people are using the internet today for their research than ever before, and a website is one of the most cost-effective marketing tools out there. Even a simple site will ensure you have an online presence for your services or event, providing an easy way for people to find and learn about you. 

** Rather than resist new technologies, embrace them now and learn how to best utilize them for your meetings. For instance, implementing online meetings for some of your groups may prove more convenient and cost-effective than face-to-face meetings. Evaluating different types of groups and their “virtual” possibilities could put you ahead of the pack.

** When conducting a small staff meeting, it’s important to keep everyone on track with the agenda. Tangents and interpersonal conversations can sidetrack a meeting, resulting in unresolved issues or questions. A facilitator may be necessary to see that agenda items are covered and meeting goals are met.

** Try not to “smother” the vendors with whom you work - let them do their jobs! It might be in your nature to want to oversee every detail, but micromanaging is never appreciated. An occasional email to check on status is one thing; constant phone calls and interrogations are another.  

** If you’re planning an outdoor event, always have a backup indoor site. Midwest weather conditions can be unpredictable, and you don’t want your group caught out in the cold… or rain, or wind, or snow, or any of many other possible inclement conditions.

** Consider different types of room sets in relation to a facility’s capacity. Depending on the desired setup, the number of attendees a room can accommodate might vary widely.

** When deciding on a room set, be sure to consider attendees’ personal comfort - not just how many bodies you can fit into a certain number of sq. ft. For a reception, for instance, six to ten sq. ft. of floor space should be allocated to each attendee.

 ** Never forget that the staff at your meeting venue can ultimately determine whether or not your attendees have a good experience. Be kind to bellmen, servers and front desk staffers, and they will be kind to you and your group.

** Before relying on referrals for a speaker, venue or service, take a look at the relationship between the referrer and the party in question. Is it someone you trust who has personally dealt with the individual? Don’t be led astray by “canned” referrals.

 **To ensure your speaker - and therefore your meeting - is successful, arm him or her with all the information you can muster about your attendees. A speaker who understands the demographics, age, gender, industry and other pertinent information about an audience is usually able to customize just for that audience.

 ** Hire with caution when considering a comedian as entertainment for a meeting or event. Unless you know your attendees very, very well, and you are positive they will all appreciate blue humor, it’s always safe to err on the clean side. You can actually find yourself in litigation if someone in your audience finds the act offensive.

** Within the meetings and events industry, several gray areas exist when it comes to ethics. You can turn those areas black and white by taking the time to write a detailed code of ethics for your staff.

** If sensitive material is to be covered at your meeting, make sure you know who is really attending. Require photo identification for all attendees to be presented at registration. 

 ** When marketing a meeting to potential attendees, word your materials so the prospect always comes first. Instead of phrases like “ABC Organization will teach you how to…” try using “You will learn how to…” This approach focuses on the attendee rather than the organization and answers what’s in it for me? more effectively.

 ** The purpose of a networking function is to network. If the music is too loud to allow people to hear each other, no networking can be accomplished. Generational preferences aside, keep the music volume down if you expect people to chat.

** If a college or university near you offers a meetings management course, consider working out a reciprocal agreement with the instructor. You could solicit volunteer work from students in exchange for credit from the instructor.

 ** Most professionals say networking is the #1 method to advance your career in the meetings/hospitality business. Even if you’re unable to attend face-to-face networking events, the World Wide Web offers hundreds of ways to rub virtual elbows. Join industry discussion groups, look up peers on professional networking sites, follow industry blogs, and stay in the loop!

** If you’re unable to obtain firm quotes from suppliers on a meeting that is a year or more out, obtain from them, in writing, a guaranteed maximum percentage of increase. When putting together your budget, add this percentage on to estimated costs to ensure you write in enough to cover potential price hikes.

** Large meetings and events can leave a positive impact on the cities in which they’re held. In addition to the boost to local hotels, restaurants and stores, consider collecting donations from your attendees to benefit a charity local to your meeting site.

** To encourage continuing discussion of presentation topics, try to book a speaker who is willing to attend networking meals and functions. Speakers who flee the meeting as soon as they’ve delivered their conclusions don’t allow attendees to ask questions or “get a moment alone” to discuss any points in further detail.

** Be sure to review properties’ emergency response procedures carefully, as they may differ from yours. Any needed changes relating to your group should be clarified with hotel staff and obtained in writing before you sign a contract.

 ** When attendees register in advance, make sure they know what will happen next. With online registration, you can set up a confirmation email that will inform attendees if registration materials will be delivered by email or mail or if they will be expected to pick them up onsite.

** If your company or organization has historically experienced last-minute registrations, try experimenting with incentives to encourage earlier signups. Consider an “early-bird” discount on registration fees for attendees who register by a certain date.

  If you’re planning a meeting or event far from home, you might be able to cut your own costs by hiring an independent or freelance planner for some tasks. For instance, the fee to have a local planner inspect the site for you might come in far below your costs of traveling to the location.

 Rather than hiring decorators and florists, you can save a lot by creating your own centerpieces and decor. Think about the pieces you’ve seen and how you could re-create the same effect.

 Always consider the other groups that will be in-house over your meeting or event dates. By piggybacking off of another group, it could be possible to save on rental rates, room setup fees, catering, audiovisual and more. 

 People need variety throughout the day in order to stay alert and attentive. This means getting attendees up and out and about periodically. Don’t have lunch delivered to the meeting room; at least take attendees to a different room or turn them loose to find their own fare.

 If you have control over the meeting room temperature, it’s safe to tend toward the cool side. Too-warm rooms are likely to make for sleepy attendees.

**Encourage interaction with potential attendees through your pre-meeting mailings. Rather than simply announcing the meeting, include calls to action inviting people to pre-register, sign up for email news alerts, participate in online discussions or other activities related to the meeting.

** Before a meeting or event, sit down with your team to determine specific expected outcomes. This will help to add up the ROI on the endeavor. For a product launch, for instance, you can shoot for a predetermines number of media mentions or similar metrics.

A. If you’re responsible for regular staff meetings, ensure participants know the schedule - and stick to it. Notify everyone ahead of time that all requests to present during the meeting must be approved by you, and if they are not, they will not be included in the agenda.

Ed. Beware the coworkers and family members who might at times try to take advantage of your expertise. If you agree to help plan the occasional personal party or other “non-work” gathering, be careful not to let it affect the planning for which you get paid.

3. If outside workers or volunteers are assisting with your meeting, include them in your morning staff briefings rather than only informing their supervisor or coordinator of the day’s logistics. This way everyone will be on the same page, and these helpers will feel more like they’re part of the team than if you simply allow instructions to be passed on.

4. To minimize meeting expenses and still book the venue you want, consider the time of year you’re booking your meeting. All properties have their off-peak times and - if you can be flexible with your meeting dates - can often offer special rates and packages for groups.

1. A repertoire of key talking points can make responding to RFPs faster and easier for independent planners. Always be prepared to demonstrate clearly and efficiently what you can do for a client.

3. If you need some extra onsite assistance, look to an area college or university. Most have hospitality programs from which you can recruit student volunteers or temps to help with your meeting or event.

5. When booking space with a conference center, be ready to make firm commitments. Some centers hold space as far as a decade in advance, so clear communication of your needs is essential.

V. Don’t underestimate the power of CVBs - they can literally be a planner’s dream partner when it comes to meetings and events. If you’re unfamiliar with a destination, a CVB can offer myriad services and assistance, all at no or low cost.

V/Cont. As more hotels go smoke-free, make sure your attendees are aware of the policies. Don’t be caught unaware - some properties now carry up to a $200 cleaning fee for instances in which individuals smoke in a non-smoking room.

A. If you’re responsible for regular staff meetings, ensure participants know the schedule - and stick to it. Notify everyone ahead of time that all requests to present during the meeting must be approved by you, and if they are not, they will not be included in the agenda.

Bud. For unique, localized decorations, consider visiting a nearby or onsite gift shop. Not only might you discover a variety of décor ideas, but you might be able to negotiate a discount on materials used, or even complimentary usage if everything is returned following the meeting or event.

Ed. Beware the coworkers and family members who might at times try to take advantage of your expertise. If you agree to help plan the occasional personal party or other “non-work” gathering, be careful not to let it affect the planning for which you get paid.

1. If you’re considering using a convention center for the first time, understand it’s likely other groups will be using the center at the same time. To avoid possible conflicts, inquire as to the nature of other conventions or events taking place in the center over your dates.

2. When looking for giveaway items or prizes for a meeting or event, consider involving area businesses. Some retailers may be open to donating items in hopes of increasing their exposure to your group.

4. If you’ve had past issues with attendees booking outside your room block, consider raising registration fees for those who do so. Include an explanation of the difference, indicating the increase is to cover additional expenses incurred through attrition. Attendees faced with higher fees may be encouraged to book within the block.

5. Have a desired date and an alternate date in mind when beginning your site selection process. This may get you more flexibility from property staff and help you to be able to negotiate better rates.

1. When meeting with multiple departments, first cover the subjects that affect everyone. Then, as you move into topics that may only apply to certain departments or certain people, allow those who are uninvolved in the discussion to leave the meeting. This will allow them to go back to work and save boredom and frustration surrounding the meeting.

2. Being prepared for emergencies means being prepared ahead of time. Ask about a property’s emergency plan during the first site inspection. Inform the property you will want to exchange written emergency procedures upon contracting.

3. When preparing a call for presentations, be sure to outline acceptable speaker behavior. In addition to desired topics, specify the limits and extents of self-promotion of products or services that you will allow during the presentation.

4. If you’re planning a high-profile celebrity appearance for your event, coordinate with the celebrity ahead of time on publicity issues. Find out if you’ll need to provide a security escort to guard against swarms of fans or media personnel.

** The master bill will rarely be correct the first time, due to the multitude of charges and details included. Be sure to examine every itemized charge from start to finish so you don’t end up paying for more than you got.

  ** Instead of spending on expensive, disposable floral arrangements, consider using reusable materials. For instance, rose bowls filled with decorative rock and topped off with small candles can provide an elegant atmosphere for one meeting or event after another for years to come. 

 ** It is practically part of human nature to look for a cheaper room rate than that which is offered for a group. Evaluate your policies and determine appropriate incentives to lure attendees into your room block, such as discounts on registration. 

** Rather than hiring decorators and florists, you can save a lot by creating your own centerpieces and decor. Think about the pieces you’ve seen and how you might be able to re-create the same effect. Materials from department stores or arts and crafts shops can offer ideas. 

** When it comes to décor, simple touches can make an elegant - and often inexpensive - impression. Plain white linens, for instance, can be accentuated with boldly colored centerpieces or ribbons for a dramatic effect.

** When planning a themed event, save money and time by choosing a facility that already has its own theme. For example, waterpark properties may already have an established beach or tropical theme you can work into your functions.

** To evaluate your meeting, get feedback from both sides of the fence. Your attendees will tell you if the meeting benefited them, and your stakeholders will tell you if the meeting met their goals and objectives. 

** Make a habit of providing meals before alcoholic drinks. Consuming alcohol on an empty stomach as opposed to after eating will result in increased levels of intoxication among attendees.

** In order to protect your room block, include a clause in the hotel contract specifying that rates lower than your group rates will not be offered during your meeting. This will help to ensure attendees won’t find a lower rate and book outside your block.

** If you’re expecting international attendees, spend some time familiarizing yourself with their cultural customs. Gift-giving, for example, may be expected by some or considered inappropriate by others.

** Before planning to record a speech, make sure you’ve obtained written permission from the speaker. Include language in the contract clearly stating that you intend to record and distribute the material. Distributing a speech without permission could be an infringement on the speaker’s intellectual property rights.

 1) Pay to upgrade a few more people.  The hotel we used had some very high-end rooms available, so I bumped up a few of our VIPs (who generally pay for their own rooms) and we paid the difference in price. Our contract counted those rooms a little differently, adding up to additional room nights/ revenue toward our commitment.

2)See if the hotel will let you buy gift cards and apply that $ figure toward your attrition fees.  Our hotel allowed us to buy up to $5000 in gift cards (good anywhere in the resort - spa, golf,restaurants, gift shops, etc.), which we then gave out as door-prizes to some of our attendees.  Some were small ("thanks for being the first volunteer - here's a $10 gift card"), and some were large ("Come to our big networking event tomorrow night for a chance to win a two-night stay").  Being able to hand out (or receive) gift cards as if they were candy was lots of fun for everyone.  We also moved our pre-meeting staff dinner (which we usually take off-property) to the upscale on-property restaurant and paid for it with gift cards.

3)Capture those roomnights that went elsewhere.  Find out who (if any) from your group booked at another hotel, and convince them to move to your HQ hotel.  Offer to pay the difference in price between your hotel and where they are booked now.  Or offer to give them a gift card for $xx to spend on-property if they move over. 

4) See if you can get a few more attendees.  We are a trade association, and one of our board members convinced a non-member in our industry to register for and attend our meeting, with the understanding that we'd give the new guy one year of membership in our organization for free if he stayed at least two nights at the hotel.  We also (quietly) offered discounted registration fees to companies who were able to send an additional attendee to our meeting and stay at least two nights.  

 •Make a wish list of employers, then schedule informational interviews with the companies on your list. Ask if you can meet with them to learn more about their company. This is the perfect opportunity to see if they are someone you would like to work for. It is also a chance to find out if there are skills you can improve upon for future employment opportunities. You have at least gained a new contact and left a great impression. 

•See if there are volunteer opportunities at an organization that you are interested in working for. By doing this, you can show your best work firsthand. Also, look for job-shadowing opportunities and internships; these are great ways to find the perfect fit for your talents.

•Attend local chamber of commerce events. Most chambers allow a certain number of guest visits so if you are unemployed, be sure to ask about reduced membership rates.

•Find out which industry groups have local chapters in your state. Attend as a guest to make some connections. Ex: Meeting Professionals International, National Business

Travel Association, National Association of Catering Executives, American Society of Association Executives, Hospitality Sales & Marketing Association International, etc.

•Connect with your local Convention & Visitors Bureau (CVB) to seek volunteer opportunities. The CVB is at the heart of the meetings community, working with both planners and suppliers. •Go back to school. Further education will set you apart from other candidates. Sign up for courses that support your career goals. Many technical schools now offer classes geared toward hospitality and meetings management.

•Seek out mentors and take advantage of their knowledge and experience.

•After you have networked in the hospitality industry, have your mentors review your resume and make suggestions. It is important to tailor your resume to the position you are applying for. Be sure to match your talents and skills to what they need.