Linda Peters
Sales office administrator
Varian Medical Systems
Palo Alto, Calif.
Is the duration of your meetings either shrinking or expanding? Why?
Remaining same. We’re a sales organization, and don’t want to keep folks away from their sales territories more than three consecutive days
Is the attendance at your meetings shrinking or expanding? Why?
Remaining the same. It appears we have enough staffing to support the business.
Did you have a smaller budget to work with last year? If so, how much do you estimate it was decreased?
No, due to careful negotiating, the budget hasn’t been cut for 2011.
Do you expect your budget to increase in 2011?
No, see above.
Do you expect your attendance to increase in 2011?
No, see “attendance” above.
Are perception problems (meeting and luxurious properties, resort destinations, etc.?) a great concern for your organization? Have they become less of a concern in the past few months, and do you expect them to be a problem in 2011?
Yes, even though meetings I arrange are internal, we have to meet Sox requirements. If a meeting is booked at a “luxury” property (e.g., Ritz-Carlton, resort, etc.), a list of other properties considered with their meeting/guest room rates are included as proof of due diligence; will remain the same for 2011.
Are there any destinations or facility types that are now considered “off-limits” due to perception problems or the current economic climate?
Yes, no meetings in Hawaii.
Have you planned, or do you expect to plan, virtual/videoconference meetings? Do you expect to see more virtual meetings in the future?
No. The staff feels that face-to-face is more important for staff meetings, as the sales team is spread throughout the U.S. and Canada.
Are you finding that you are scheduling more meeting sessions per day, and if so, is it at the expense of entertainment or events that are more social in nature?
No, number of session remains the same. We try to have one evening of group event/entertainment depending on the possibilities at venue.
Are you scheduling more educational components for your meetings? If so, why?
No, they remain the same.
Are you incorporating more, or less, activities into your agenda? If so, what types of activities are being added or cut?
No, they remain the same.
Are you finding that attrition clauses are being enforced less strictly? Can you share any comments/observations about this?
I haven’t had to test them recently, but have heard that hotels (except Las Vegas) now prefer a re-booking to collecting attrition.
Do you find that you had much more leverage on room rates during the last year? If so, please give an idea how much discounting you are seeing.
Yes, for a group of 35-plus, at least an additional 10 percent savings on room rates from prior years.
Are you using social networking websites for business purposes? If so which ones and why?
Not yet; we’re testing it at our next meeting.
Have you planned more meetings closer to your organization’s headquarters (“drive-to” meetings) recently? If so, why?
No. Due to staff based throughout the U.S., we try selecting “central” locations such as Chicago and Dallas.
Are you more optimistic, or less, about the meetings industry and the economy than a year ago? Why?
I’m more optimistic. I think some high-end properties will reconsider their rates to capture more corporate business, and mid-tier properties will continue to be competitive to retain corporate business.
