AMI CEO, Andy McNeill, sits down with The Wall Street Journal writer Richard Westlund and shares sensational ideas to make your corporate meeting or event memorable. McNeill discusses strategies that his team of corporate meeting planners has used to engage an audience, get them excited for an event, and feel inspired.
If you are holding an event in the Capital City, it can be fun to Incorporate the governmental / voting aspect into the theme. Vote during the registration process. Vote at reg. desk…Rent a voting machine and incorporate a voting experience into the message of the conference. Then give out I voted stickers when they are done. The ideas are endless. Here are some of our favorites at American Meetings!
Partner Suppliers are an invaluable part of the team required to plan and execute successful meetings and events. Here are a few recommendations on how to deal with all planners and especially the occasional “temperamental” one.
1. Do Your Homework
Meeting planners have less time and more work these days. Do your homework and know the goals of the planner. Planners are consistently under pressure to turn around information to their clients as quickly as possible. Have objectives clearly lined out before conference calls? E-mailing back and forth with one-off questions throughout the day can really cause an “In-box” traffic jam. Save all questions for a comprehensive e-mail once or twice daily.
2. Pick-up Your Phone
We all have clients that expect an answer every time the phone rings. It’s the nature of the business. The same expectation is true for our partner suppliers. There are always exceptions, but if we resort to the phone for an unscheduled call, there is probably a reason and it usually involves getting an answer back to a client as soon as possible.
3. Respond to Your Emails Quickly
I can’t think of anyone in this business who isn’t glued to their smartphone. That said, we know everyone occasionally looks at their messages in staff meetings, while traveling, or wherever they may be when not in the office (hopefully not while driving). If you know the communication is about a specific question you can’t answer, let them know. Also, be sure to let them know when you may have the answer so they can communicate that to their clients. Simply avoiding a call or email with no response is unacceptable.
4. Listen Carefully
Planners are pulled in many different directions and repeating requests multiple times to the same vendor can prove frustrating. If you don’t understand the request, ask for clarification before ending the conversation. Confusion creates delays in communication and may hold up the progress of additional suppliers.
5. Don’t Leave out Important Details
It’s very important to understand that Planners live online and Google everything. Many times they are looking for a confirmation of what they already know (or think they know). Be honest about your venue or service, as well as your pricing. You never want to get in a combative relationship with your planner as it may result in the loss of business. If you disagree with them or if they have been misinformed, tell them and provide the facts.
6. Include ALL Fees in Your Proposals
Meeting planners hate to be over budget. When submitting a proposal, don’t lowball your numbers to secure the business. Many times planners are looking at three or more bids so when they see a supplier has left out a critical line item, it gives the perception you aren’t thinking through their needs or plan on making it up somewhere else in the budget during billing. Be accurate to the scope provided and complete your financials. Sticker shock will definitely end a relationship.
7. Anticipate
You are the experts in your fields. Whether you are with a hotel, audiovisual group, staffing, printing, food, beverage, etc., provide consultation to the planners and be prepared to answer questions. Provide examples of real-life experiences that support your decisions and recommendations.
8. Never Take Anything Personally
Planners are inherently high-strung and stressed out. Know their hot buttons and how to avoid them. Asking them the best way to communicate with them from the beginning of the planning process is always best. If they do have that momentary lapse in professionalism, cut them some slack. All clients are different and finding an appropriate outlet to have a moment can be hard to do when you are sleep-deprived and on your feet for 16 hours.
Meeting planning may not be brain surgery, but it is critical attention to detail, effective communication, and unparalleled customer service for our clients, and it takes both the Planner and Supplier to make that happen.
In today’s wild world of conference calls after the conference call, real face-2-face meetings matter.
Click Here To See A Funny Video on the reality of conference calls.
Wondering if it is worth your budget dollars to invest in Sales Incentive Meetings and Team Building events? Our guest blogger, Reflect Digital, a UK-based digital agency specializing in website design and marketing for the events industry, provides the following list of benefits to consider. Our corporate meeting planners have cited many of these when strategizing with our own clients:
When we consider the phrase “Team Building”, a number of ideas spring to mind. Although many people are aware of what a team-building event constitutes, few are aware of the many benefits they can have for both employer and employee.
Irrespective of the actual activity, from a treasure hunt to a trust exercise, more and more businesses, corporations and public service organizations are discovering the five main benefits of team building.
For many business owners and managers, regardless of the nature of their business, the key to their profit and continued financial success is to encourage productivity. From the staff who want to throw themselves into set tasks to those who have the confidence and initiative to find new ways of increasing productivity or efficiency, many business owners find that following team-bonding events their productivity is greatly improved.
Even employees who love and are devoted to their jobs can find themselves stuck in a rut. Everyone has days when they simply don’t want to be there, and this can have drastic effects on the business and its management. An unmotivated employee can bring down the entire workforce and in a job such as sales or customer service environment where positivity is the key to success, the motivation and morale of staff members are essential. Therefore, an activity that renews that vigor is not only encouraged but essential. Not only could it ensure that the staff member who is consistently unwilling becomes willing but it could lead to changing the entire atmosphere of the workplace.
Whether we intend them to or not, workplaces can tend to fall into patterns. Every day can become similar with the same person making the morning tea and the same person taking the afternoon post. As comforting as this level of continuity can be, it can also cause issues as people who may be suited to different roles within the organization aren’t given a chance because of the existing dynamic. The benefit of a team-building exercise is that it gives both management and team members a chance to see the personnel taking a different role, and one in which they might excel. This is a perfect opportunity to see those people with the potential for promotion or career advancement and also those who may be not performing to an optimum standard and may need more help than they’re given.
Within every team, there are those with strengths and weaknesses. The issue with a normal workplace is that these strengths and weaknesses can often be lost within the normal job role or because the person in question simply does not wish to make themselves stand out. Within the safety of the team building event, those strengths can be identified and can be harnessed for the good of the business, and likewise, the weaknesses can be identified and worked around.
It’s often considered that an employee who feels they are being invested in is one who will be happy to stay in their position. Whether the team-building event is a recurring or annual event or you choose to use the principles as part of weekly training, the employees taking part will thank you for your commitment to them and reward you with their commitment in return.
Do you find it a little stressful when trying to decide on the perfect promotional item to give your attendees at your annual meetings or corporate events?
You want your attendee to feel that there is value attached to the item, while at the same time you want them to feel that it is appropriate, and not just something they might toss in the trash at the end of the event.
Tech items seem to be the best route to go as everybody these days is online, going mobile and working virtually. And no matter your budget, you can find something techie that right for your audience.
USB Flash Drives are great for so many reasons. They are small and probably the most inexpensive tech item you will find. But the best argument for the USB is that they are widely used and you can load meeting information onto the drive before distributing (which is a very welcomed upgrade from the large binders attendees once would carry with them from a meeting back in the day). Also, more and more professionals are turning to iPads for their daily functions. iPad compatible tools that allow them to be more productive on their iPad and therefore they are also a popular and appropriate promotional item to consider.
Below are 5 great tech related ideas with a wide range in price. Remember, quantities can affect your per piece item, so be sure to visit the links on the image of the items below to visit the product page. Read on for some great ideas that your attendees will thank you for.
Berry USB Flash Drive: Customizableand retractable, with data pre-load. Great for sharing information or providing files and data spedific to your event
Dreyfus Dog Tag USB Flash Drive: Retractable (slider) unit that you can personalize. A great twist on the dog tag.
Touch Screen Stylus & Gel-Ink Pen:Bring the creativity and accuracy of freehand to your iPad (and other mobile accessories) with the Touch Screen Stylus and Pen. When combined with Apps such as SketchBook, iAnnotate and Penultimate, the stylus allows you to create, annotate and capture your ideas with a smooth touch tip. And the built-in ballpoint pen also offers a comfortable grip and cap clip.
4-Port USB HUB W/Phone Holder & Charger: The 4 port HUB is specially designed to serve as a phone holder and charger. The HUB can be powered through a computer. USB connection or DC adapter (DC adapter optional). The designated USB port in the back of the HUB allows user to connect and charge their mobile phone. The mobile phone rests on a rubber non-slip surface and can accommodate virtually any phone. Perfect desk item, it will hold your mobile phone and charge it at the same time.
Bluetooth Mini Hamburger Portable Speaker: Listen to all your tunes on the go without wires. Connect this speaker to any smart phone or mobile device via Bluetooth. Listen to your MP3’s or stream music from the web. Offers up to 3W of power with a built in rechargeable lithium ion battery. Control your mobile device through the portable speaker. Easy to collapse and easy to carry. Product is offered with a USB cord and instruction manual.
Streamline Bluetooth Headset: The Streamline Bluetooth headset has huge opportunity to get your logo noticed! With high visibility and max brand exposure you can’t lose on this item! Premium sound clarity, quick volume control, comfortable, easy connection setup, rechargeable Lithium battery are all included. Full color process optional on this unit. Includes wall/USB charger and in-use light. FREE virtual sample! Standard packaging is retail box. 2″ L x 0.7″ W x 0.9″ D
Good luck with your search, and Happy Planning!
