6 TIPS WHEN MEETING PLANNING FOR HIGH PROFILE ClIENT’S

by levi_hb | Oct 24, 2015 | Meeting content and planning

Tip # 1: Know your requirements

Once you know the type of meeting you will be planning for a high profile client, it’s time to get right down to it and implement the logistics. First, as the primary contact — you need to make sure you set the expectations up front regarding your role and establish solid relationships with the vendors, venues, and other stakeholders. Assigning just one person for this task means there is less chance items will be lost or overlooked when it comes to the important details.

Second, who’s your audience? The purpose of the meeting will likely determine your audience and attendees. For example, if it’s a conference for a particular industry or line of business, you’ll tailor attendee needs based on history of past events.  When planning a meeting for high profile clients, it is important to remember that much of the focus will be on their attendance at the meeting and the attendee’s expectations will be higher simply due to this fact. 

Tip #2: Determine the event logistics

• Size of your meeting. Get as close as you can in estimating how many people will attend.
• Dietary restrictions: Be clear to your audience as to what this means and plan ahead in order to  provide these requests to the caterer or facility.
• Menu preferences
• Room Set up
• Technology

Tip #3: Choose the right location for a high profile client

 Just as in real estate, location, location, location applies to a successful meeting. When planning for a high profile client, security is always a concern and making sure you can make the event private if needed.  Do you need a private entrance?  Do you need a green room or private meeting space prior to the event?  Do you need this room to have water or favorite food/drinks staged?  How is the client going to make their entrance?  Is this person going to be announced?  Are you going to allow photography?

These are all things to consider when selecting the right location for a high profile client.

 Tip #4: Pick the facility

 Once you’ve chosen the right location, it’s time to choose the right setting. The meeting environment can

mean the difference between a successful, energetic audience and one that’s falling asleep in the chairs.

Take a look at cost and convenience. What is the facility offering and at what price? How do amenities and service compare? What business services will be available to you for computer use, printing, copying,

wireless Internet access? What technology can you infuse into the facility to make the meeting exciting, new and different?  The goal is to impress, inspire and create an environment that will leave a lasting impression.

 Tip #5: Plan for pre-meeting, day-of and day after logistics

 Make sure your facility point person will be available as your contact during the event for last-minute questions and changes. Create and use checklists so nothing is left out during the planning process — and especially during the event, when things get especially hectic. Or better yet, ask the facility if it has a checklist or forms that you can use. Finally, plan for a debriefing with facility staff, planners and your organization to assess the results.

 Tip #6: Security

These days security is becoming an even bigger issue in the meeting planning industry.  When dealing with a high profile client you need to ask whether this client has their own security.  If they do, you need to know what this encompasses and whether additional security is required based on the size and scale of the meeting.  Private security is available and in some cases, you may need to work with the Atlanta Police Department to inform them as to who is in town, what the event is and services needed.  It is important to make it a team effort.  Working with your security team prior to the event and doing a complete walk-through of all of the venue space, entrances and exits, and the run-of-show is important in case any changes need to be made.  The entire onsite staff should be vetted and identified to the security.  The day of there should be no changes or surprises that security is not aware of.

 As example for this particular meeting, our partner Colleen McQuone and McQ1 Meeting and Event Services, LLC Implemented a program with the Prime Minister of the Netherlands and the Minister-President of Flanders for an Economic Trade Mission to Atlanta, GA.  She used these 6 tips and more for a successful event.

 Read the full article at

McQ1 Meetings Implements Program with the Prime Minister of the Netherlands and the Minister-President of Flanders for an Economic Trade Mission to Atlanta, GA

by levi_hb | Oct 22, 2015 | Meeting content and planning

McQ1 Meetings and Events, LLC is so proud to have been involved in the planning and successful implementation of the Netherlands-Flanders Economic Mission to Atlanta, GA, October 4-7, 2015.  In cooperation with the Royal Netherlands Embassy, Netherlands Foreign Investment Agency, Consulate General of the Netherlands Office in Miami, and the Flanders Investment & Trade Office in Atlanta, over 110 Business Delegates from the Netherlands and Flanders came to Atlanta to promote trade and a vision for future business growth in the Netherlands and the US.  

Joined by Prime Minister Rutte of the Netherlands and Minister-President Bourgeois of Flanders, their attendance elevated this event for both the business delegates and on a planning level.  As a meeting planner and account manager, few of us get an opportunity to plan a meeting like this.  I did my best to absorb every sleepless moment.

Throughout the event, delegates enjoyed an opening casual dinner featuring classic Southern BBQ and a beautiful dinner at the Atlanta History Center featuring a signing ceremony with the Prime Minister, Minister-President and Atlanta Mayor.

While this meeting encompassed so many agencies and vendors, not to mention managing overlapping events, it may have had its challenges, but I can say they also had their rewards.  I am so grateful to all of the people I met along the way – to those at the Embassy, NFIA office, and FIT who were my champions, it was my privilege to work with you.  To the amazing vendors like Soiree, Atlanta History Center, PPI Productions, C2 Eventz Ground Transportation, One Stop Productions and the InterContinental Hotel, thank you for making this a TEAM effort!  And to my friends, family and colleagues who were my constant support throughout this entire process.  there are not words to express my appreciation!

“I look forward to my next challenge, but I will take all of these memories and these lessons with me into battle and charge ahead.”

Two Guys. One Really Cool Idea.

by levi_hb | Oct 8, 2015 | Meeting content and planning

How these guys built one of the industry’s most robust global meeting services networks, overnight.

If you have met Todd and Andy, you know they are go getters, and great at client service. That service also extends to their vendor partners.  After celebrating AMI’s 15^th year servicing clients, and 25+ years each in the meeting services industry, they decided to leverage their vendors into one global network, making it easier for their planners and suppliers to interact and connect. That’s where the work began. They built out a secure system tied to all other AMI systems, branded it the American Meetings Network, and it took off! “The goal of the network is to allow AMI’s planners and service providers to interact and connect in a social, Facebook-like, infrastructure.  We also allow each industry supplier to build a directory listing to market themselves to all of our planners and to each other. It’s simple, free, intuitive and actually pretty cool”, says AMI’s CMO, Bludworth.

Once the official launch of the network took place, AMI consolidated its 500+ meeting planners and travel directors and over 5,000 registered service providers into the network interface.  Overnight, it simplified the sourcing, staffing of events, and compliance tracking.   “One of the biggest benefits for our internal operations group was something we hadn’t even though of initially, says Kelly Cabitt, Senior Vice President of Compliance and Internal Operations.  It became clear, very early in the development process, that the network greatly improved ways to track Tier 2 spend of small, disadvantaged, woman owned, minority, LGBT and veteran owned businesses, something with which we are much focused.”

The network has been up and running for almost two years, bringing in new and talented providers worldwide. From restaurants in Tokyo, training centers in Beijing and the newest hotels in New York City, the network continues to grow every day.  So what’s next for the network? The guys have something up their sleeves and are not quite sharing, just yet. But they say it’s big and great for clients. Hopefully, we won’t have to wait too long to see!

Principle & Founders CEO, Andy McNeill and CMO, Todd Bludworth

4 Secrets to Increasing Leads at Your Industry Tradeshow

by levi_hb | Sep 10, 2015 | Meeting content and planning

It’s said that 73% of all leads that are generated at a tradeshow are never followed, WOW!  What a waste of money!

Attracting people to a booth is usually not the problem.  There are thousands of edible and visual enticing things to which people can be drawn.  By attracting people who are looking for something free, you are not able to effectively identify, engage and nurture those high quality leads.  These types of problems are all too familiar to event solutions companies who coordinate tradeshows, conventions and conferences.

The key is to find the highest quality leads, spend quality time growing the relationship and building a rapport with them.  The core mistake that companies make is giving away things that can easily be obtained.  If a company or brand wants to build and attract top-notch leads, they must provide a unique experience that promotes their brand.

Here are 4 secrets for attracting quality leads:

1. Secret number one: Do something that’s unique, that can attract the right type of lead.  Take something common and change the medium.  This could be something as easy as taking a game that is an application and applying it to a 70” big screen, or identify “What’s hot right now in popular culture and doing a creative twist on it.
2. The second secret: Have qualifying questions ready to go, to identify a strong lead.  The quicker you can identify a real lead, the stronger your leads will be.  For example, instead of saying, “Hi, my name is Andy” as my greeting, I might say, “Hi my name is Andy, does your organization outsource their meeting planning capabilities?”
3. The 3^rd secret: Have another team member focus on the “time suckers” who are not good leads and pass them off to them quickly.  Focus your efforts on qualified leads.  After the program, make sure you are keeping track of the top-tier leads, and make time to touch base with them directly after the show!  Be sure you have time to have immediate follow-ups so the next step can occur in the sales funnel.  Don’t wait weeks to follow up with a strong lead.
4. Remember to make the experience memorable and don’t be afraid to ask the attendee to talk, Tweet or Facebook about their interaction with you. You are spending a lot of marketing dollars on your convention strategy, and it is critical to make it a success.  Social Media and “tradeshow chatter” can elongate your tradeshow strategy. 

Most of all have fun.  Tradeshows, congresses and conventions take a lot of time and effort and cause us to be away from our families and our core business.  Initiate a strategy that is fun for you, and your mindset will be in the right place to have a successful outcome at your next event.  AMI, CEO, Andy McNeill states, “you should always think of “outside the box” ways of attracting people to your booth, while also keeping in mind that you are trying to bring in quality leads.”

For more information on tradeshows and conferences contact us at: bd@americanmeetings.com or visit us at: www.mtgshealth.wpengine.com