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American Meetings Network Supplier Showcase: Pathable

American Meetings Network Supplier Showcase: Pathable

by | Mar 5, 2020 | The American Meetings Network

Drive attendee engagement and boost sponsor revenue at your next event!

The official event app sponsor of AMI ENGAGE! 2020, Pathable  is the event industry’s leading mobile event platform. Pathable provides a branded, white label “native” iOS and Android app as well as a complete desktop website for your events.
Pathable’s robust feature set includes:
  • Conference agenda
  • Speaker and attendee directory
  • Discussion forums
  • Exhibitor / sponsor listing
  • Interactive tradeshow and conference center maps
  • Appointment / 1:1 meeting scheduling tools
  • Email and push notifications
  • Lead retrieval / badge scanning / CEU tracking

Please Note: For information on transitioning a live meeting to virtual on to one of our enterprise platforms, Click here, or email us at virtual@americanmeetings.com to schedule a capabilities presentation

ENGAGE! 2020 Is A Wrap!

ENGAGE! 2020 Is A Wrap!

by | Feb 20, 2020 | News, The American Meetings Network

We are eagerly planning for planning for ENGAGE! 2021. Enter to Win an all-expense paid trip today! Click Here.

Want to see what all of the excitement is about? Click on the video below!

It was wonderful to see so many of AMI’s trusted Prime Supplier members networking and planning for the year ahead.

Thanks to all of our amazing Prime Suppliers, Meeting Planners, Sourcing Managers, Partner Planners, Clients, all our wonderful Sponsors and the entire AMI Team, who made ENGAGE! 2020 such a success!  We are already in the planning stages for ENGAGE! 2021 and have some exciting news in store for you over the next few months!

Please Note: For information on transitioning a live meeting to virtual on to one of our enterprise platforms, Click here, or email us at virtual@americanmeetings.com to schedule a capabilities presentation

Avoiding the Pitfalls of an RFP

Avoiding the Pitfalls of an RFP

by | Feb 14, 2020 | Meetings Industry

RFP CardIf you want the job, you need to look knowledgeable and professional with your proposal.

Many organizations use a Request for Proposal (RFP) process for procuring goods and services. As an independent consultant, I have written many RFPs and evaluated them even more. The process offers a mechanism for providing large amounts of information that, when done properly, helps the buyers to evaluate and compare options. It is, in effect, a job interview. If you want the job, you need to look knowledgeable and professional with your proposal.

Responding to an RFP can require a significant amount of effort from a vendor; sadly, we see proposals in response to RFPs that guarantee immediate elimination from consideration. Here are some of the biggest mistakes to avoid when responding to an RFP:

Disclaimers stating that the information and/or pricing contained in the response is not binding

Organizations issue RFPs, in part, so that they can separate the hype from the reality in terms of capabilities and pricing. If your proposal does not contain accurate information that your company is willing to stand behind (without disclaimers), then it’s of no use to the purchasing organization.

Ignoring the Terms and Conditions in the RFP. Most organizations have standard terms and conditions that are included in the RFP so that responders know what the customer expects contractually

Bidders are expected to examine the terms and conditions and make exceptions, if any, in the response (except for some government entities which do not allow exceptions). If no exceptions are taken, evaluators assume that the vendor’s proposal accepts the terms and conditions. When responders ignore the terms and conditions initially and then want to negotiate changes later, they look sloppy and unprofessional, and it can damage their credibility at a key point in the selection process.

Death by Boilerplate

While it is important to provide informative answers to questions in the RFP, many proposals we have reviewed use excessive boilerplate material to answer relatively simple yes/no questions. Often I have read 4-5 pages of material in response to a question and at the end of it I still do not know if the answer was “yes” or “no”. We recommend that responders answer questions with simple direct answers, and perhaps one to two sentences of explanation if needed. Additional detail can be provided in an appendix where appropriate.

Ignoring instructions (“Forget your format; I’ll use mine”)

One of the fastest ways to be eliminated from consideration is to respond with a proposal that does not follow the instructions in the RFP in terms of format and/or information required. If your company cannot do what the customer requires before the sale is made, how can you be trusted to provide the goods or services the customer needs?

Answering questions with “To be provided upon award”

We see this response a lot, and it is another good way to be eliminated from consideration. When the RFP asks for references, or for a plan for implementing the goods or services, or sample documentation, you should provide that information. The customer is using your answers to evaluate your capabilities in these areas. If you don’t provide the information, then the evaluators have to assume that you either can’t demonstrate that capability or you don’t care enough to provide it. Either way, you are likely to be eliminated.

Not addressing the selection criteria

Most RFPs provide the criteria that the customer plans to use to evaluate the proposals. Your response should demonstrate how your proposed solution meets those criteria. Don’t expect the evaluators to know this; you must connect the dots for them, succinctly, if you want to move forward in the process.

Confusing capabilities that are included and priced with those that are additional-cost options

This typically is a result of boilerplate responses that tout every capability the solution offers and do not take into account what is actually being proposed. Unless optional features are clearly distinguished, customers feel like they are victims of a bait-and-switch maneuver, and this lessens your credibility. Most people won’t buy anything from someone they don’t trust.

Making assumptions rather than asking questions

Every RFP I have ever seen has a mechanism for submitting questions. If you are not sure about something, ask for clarification. You are putting a lot of effort into the proposal, so you should be sure that you understand what the customer is looking for. Many times, the work on the proposal is begun so late that the deadline for questions (if there is one) has passed before the respondents have given the proposal their full attention. This can easily result in an inferior response.

Submitting the proposal late

Some organizations do not accept proposals after the deadline; late proposals are automatically eliminated. Even if a proposal is accepted, it has given the impression that the respondent is unorganized and may not be able to handle the project. Don’t kill your proposal’s chances before it is even opened.

Using the wrong customer name

This seems so obvious that it should not even be mentioned, but we see it all the time. Of course, this makes a negative impression and can be easily avoided. Too many sales teams submit proposals that they have not read and end up looking sloppy or uncaring. While putting together an RFP response is almost always a team effort, someone needs to review the final response and eliminate obvious errors and contradictory information.

-Melissa Swartz, Swartz Consulting, LLC. posted on nojitter.com

How to Prevent the Most Common AV Disasters from Happening at Your Next Event

How to Prevent the Most Common AV Disasters from Happening at Your Next Event

by | Jan 30, 2020 | In-Person Meetings, Technology

 

Any time you prep for a meeting, conference, or event, you’ll have to rely on a number of specialists to bring your vision to fruition.  While you can see the venue and sample the food, you might have to put a lot of trust into the AV specialists you hire, hoping that they can deliver what you want when your event rolls around.

Unfortunately, a lack of knowledge can lead to some truly awful disasters related to your events.  For example, you might end up with a venue that doesn’t offer sufficient access to power, WiFi, or streaming capabilities.  You might end up paying outrageous fees to both the AV vendor and venue because you don’t know what you need.  Or you could suffer epic presentation fails like videos that are incorrectly formatted, that freeze while streaming, or that completely crash.

None of these are desirable outcomes, but you can avoid these snafus with a little knowledge and some help from an experienced and reliable event management services provider like American Meetings, Inc. (AMI).  Here’s what you should know if you want to prevent the most common AV disasters from happening at your next event.

Get Event Management Services and Vendors in Place Early

Like most tasks related to planning a corporate meeting or event, getting the major players in place early on can help you to avoid all kinds of issues down the road.  Your first step should be to compare corporate event planning companies to find a meeting services organization like AMI that offers the strategic planning services you need to brainstorm your next big event.

From there, experienced professionals at your event management services company can help you to find the perfect venue and get all your ducks in a row.  One of the first tasks, however, is hiring reliable AV specialists.  When you have this key player in place early on, your AV representative or team can help you to pick a venue that has the right foundations for your needs, including adequate power, internet services, and so on.

Go Over Every Detail

One of the biggest problems many companies face is not understanding what they’re getting.  When you don’t really know the lingo, it’s all too easy to end up paying for a bunch of equipment or services you don’t need, both from the AV company and the venue.  If you want to make sure you get just what you need and avoid paying excessive fees, it’s best to work closely with corporate event planning companies to fully understand what you’re paying for and whether or not it’s necessary.

This could mean having your AV specialist walk you through your contract line by line to explain each piece of equipment you’re renting, why it is necessary, and what it’s going to cost.  It could mean setting up a meeting with the venue and the AV specialist to make sure there are adequate power outlets and other resources available on-site.  You should plan on negotiating fees for everything from internet access to add-ons like additional mics, just for example.

Says Tarique Stanley, AMI’s Senior Event Technology Specialist, “If you don’t know what you’re doing you could end up getting nickel-and-dimed with fees, especially after the fact, when they know they can charge you like crazy for oversights.  It’s easier to make vendors accountable by negotiating for possible extras ahead of time.  This will help you avoid hefty fees later on.”

Find Reliable Corporate Event Planning Companies and Vendors

The worst-case scenario is a presentation failure at your event.  This could be something relatively small but nonetheless vexing like a video in the wrong aspect ratio.  Or it could be a much more devastating outcome like inadequate bandwidth for streaming that causes video presentations to stall.  It could be a disc that won’t play.

There are a few ways to ensure these epic fails don’t happen at your event.  One is to choose an event management services company like AMI that has the experience to prevent such problems and works with technical experts that have a proven track record of success.  You’ll also want to test early on to make sure venue resources are adequate to handle power and streaming needs, as well as test materials like presentation videos to make sure they’re working properly.

Don’t forget to create backups.  If something goes wrong, there may be a way to salvage your presentation with a proper plan B or C in place.  Not all corporate event planning companies have the experience and reputation to help you avoid AV disasters, but with the experts at AMI on your side, your next event should go off without a hitch.

The Latest in Green Meetings and Corporate Events

The Latest in Green Meetings and Corporate Events

by | Dec 7, 2019 | Meetings Industry, Sustainability

 

Just as LEED and Passivhaus have strict standards for eco-friendly building practices and energy-efficient designs, resulting in forward-thinking structures that comprehensively do less harm to the environment, green meetings or events earn their prestigious distinction in the eyes of the Convention Industry Council (CIC) by considering environmental impact at every step of the event planning and management process.

Event hosts and corporate event planning companies that want to scratch a green itch can commit to whatever level of eco-friendliness they prefer, but in order to claim the title of “green event”, corporate event planning companies must painstakingly minimize waste and behave sustainably on every front.  What should you concentrate on if you’re looking for the latest in green meetings and corporate events?

Corporate Event Planning Companies Should Seek Out Eco-friendly Venues

The place to start if you’re on an eco-friendly crusade is by choosing venues, including event sites, hotels, and contributing vendors, that walk a green path.  Some implement energy-efficiency and water conservation practices, including the use of renewable energy resources.  Some have furniture, flooring, countertops, and more made from recycled or otherwise sustainable materials, or even buildings erected entirely with sustainable materials and practices.

Says Andy McNeill, CEO at AMI, “There’s a growing trend of sustainability within the hospitality industry.  You might not find LEED certified buildings that suit your needs for every event, but event management services should always ask about green practices and amenities.”

Sustainable Resources

Once you have your eco-friendly event venue locked in, it’s time to seek out needed vendors offering sustainable services.  You’ll almost certainly have to feed guests, which means finding catering services that offer organic and/or locally-sourced food.  If you’re providing transportation for guests, look for emission-free options like taxi or shuttle services that offer electric or hybrid vehicles.

Modern corporate event planning companies might already have associations with a slew of eco-conscious vendors, so event hosts should make sure to ask about green options for every service needed.  If not, they can surely find suitable options to minimize the environmental impact of the event.

Event Management Services Can Offer Reusable Handouts

Think about everything you provide attendees with during the course of a corporate meeting or event.  You might be surprised by how many items could benefit from a sustainable makeover.  Why hand out badges and lanyards that will end up in the trash post-event?  Instead, opt for reusable name badges that you can collect and use for your next event.

Forget about disposable water bottles.  If you’re going to provide bottles anyway, why not add branded, reusable water bottles to every welcome basket?  The green motto “reduce, reuse, recycle” should be of paramount importance to your event management services firm, and it can apply to nearly every detail of event planning.

Paper-Free Events

In this digital era, there’s hardly a need to send out paper invitations, print up information packets, or utilize paper for any part of the event.  Everything can be moved into virtual space, including registration and check-in, itineraries and event maps, and follow-up surveys.  A creative event management services team like the professionals at American Meetings, Inc. (AMI) can offer the tools and techniques needed to ensure an eco-friendly event on every level, including the necessary sharing of information between event hosts and attendees.