Best Practices

Best Practices Among Meeting Planners:
* Complete the speaker's pre-program questionnaire well in advance.
* Avoid over-scheduling their meeting attendees.
* Produce a professional, accurate flier or other meeting literature.
* Set up the room as the speaker has requested, including the type of microphone, arrangement of seating, lighting, and even ventilation.
* Plan in advance for adequate food and restroom breaks.
* Keep the speaker informed as to any last-minute program changes, room arrangement, or meeting objectives.
* Make the speaker feel welcome, needed, and liked.

Speakers Bureaus: More Reasons

Some meeting organizers fear that a speakers bureau representative can't know enough about the industry, the audience, and the particulars to find the right person. Among the larger bureaus, however, many of the booking agents have developed specialties. Such agents can do an outstanding job of finding the right speaker based on your industry, your audience, and your particular needs.

In many cases, such agents have a better grasp of the situation than you do because they have encountered similar situations on many past occasions. Fortunately, it only takes a few minutes to ascertain if a booking agent has sufficient background to assist you in very precise ways.

The State of the Meeting Industry

The 2005 State of the Industry Report a 22 page .pdf report produced by Successful Meetings offer “an in-depth look at where the industry is today and where it's likely to go in the future,” based on responses “from more than 1,500 corporate, association, and independent planners.”

Savings Down, so Amenities Up

In 2005, according to the U.S. Commerce Department, the nation's savings rate in 2005 fell to a negative 0.5 percent – most consumers spent all they were paid and then borrowed to spend even more. While there have been quarters in which Americans have shelled out more than they took in, this is the first time since 1933 – the height of the Great Depression – that consumers have done so for an entire year.

Nugget for meeting planners: include more amenities at meetings so that participants don’t end up paying more out of pocket.

Hospitality Sales & Marketing

The Hospitality Sales & Marketing Association (HSMAI) offers educational opportunities and business-building opportunities specifically for meeting planners at events across the U.S. To search for events occuring in your region or are geared toward specific subjects visit HSMAI.

An Impressive Program

The Meeting and Event Planning Certificate program at California State University at Dominguez Hills looks very impressive. A smapling of course topics includes:

# Introduction and Fundamentals of Meeting Planning
# Special Event Management
# Negotiations and Contracts
# Site Selection and Inspections
# Marketing and Promotion/ Financial Management
# Food and Beverage Management/Room Set Ups for Adult Learning
# Audio Visual and Technology Today

Choosing Effectiveness

Making deeply pronounced choices is an efficient way to get in control of life. An essential choice for all meeting planner is choosing to feel worthy and complete, especially at the height of your major convention--where every little mishap can seem as if it's much larger than it really is.

Simply say to yourself: "I choose to feel worthy and complete,"and helps to reduce anxiety, stay calm and feel more relaxed. Depending on how long it's been since you've felt worthy and complete, you may have to make this choice for many days or weeks running. But keep at it.

By choosing to feel worthy and complete, you automatically redirect the inner and outer you to accept that there is nothing you must do or must finish. Everything is based on your choice. If you choose to continue working on some task, even one assigned to you, the choice is made in the present moment, not based on a prior agenda. A worthy and complete feeling yields a tremendous sense of inner harmony.