Q: A lot of groups like to go to Las Vegas. What primary meeting objective do you think they are trying to get?
A: It would be difficult for me to guess the objectives of any group regardless of the destination selected for their meetings. I do know that many groups go to Las Vegas because there is a tremendous amount of meeting space in the hotels, because rates are often very competitive (during the week though not always on weekends) and because Las Vegas has amenities many groups desire. The important issue is that groups should know their objectives (and audience profile, budget, etc.) before selecting a destination or facility.
Q: I hold meetings at hotels and convention centers. Why can’t they handle the "Open Space Technology" as well as conference centers?
A: Oh, they can handle them--they seem to choose not to! I think that many facilities know the basic sets and are prepared to set for those. When they are unfamiliar with a type of room set (or unfamiliar with a different delivery/participation model) there is resistance. More, Open Space often requires the space on a 24-hour hold--something convention centers and hotels are not as apt to do (for no charge) as conference centers.
Q: What does CSR stand for?
A: Corporate Social Responsibility. It is recommended that meeting planners (and those who service meetings) understand more about CSR in order to ensure that they are meeting company goals. A good place to start is with the UN Global Compact on Social Responsibility (http://www.unglobalcompact.org) and click on the link to “Participants and Stakeholders” to see if your company or organization have signed. On Twitter, follow the hashtag (#) for CSR--thus #CSR--and also look at the website for the Green Meeting Industry Council (www.greenmeetings.info). The International Association of Conference Centers (www.iaconline.org) has worked very hard to incorporate “green” objectives into the work their conference centers, too.
Q: Everything is based on square footage! All of our marketing materials including capacity charts, etc... but is it up to the event planner to open the spectrum?
A: This is where conference centers and hotels can be better partners! Square footage is often a tough way to view space--most of us do better when we have an idea of what will be in the space. I’m visual and like to see (photos preferred; diagrams acceptable) what the space will look like with furnishings and people! (I wish more facility web sites did that.)
Facility partners can learn more about learning and the impact of space on a client’s outcomes and become more consultative. especially to newer planners and to experienced planners who want to do more around engaging audiences and using space differently. I have a strong belief that conference centers--and IACC-approved centers in particular--are more willing to make this happen.
Q: Would you recommend conference centers connected with a university or college over stand-alone facilities?
A: Great question! It really depends--on the meeting’s objectives, audience and the center. I think university or college centers can be excellent, especially if there can be a tie-in to a subject on which they have faculty willing to engage with the group’s audience. They can be a wonderful source of a different group of speakers. Or, say your group wants to learn more from the next generation of practitioners in a field. WOW!--a campus with undergrads and perhaps a graduate school in that particular area (of study) would be a superb way to learn. Just as you select hotels in different locations (urban, suburban, resort) look for the conference center that will meet your needs.
Q: How can CMP pricing help me meet budget objectives?
A: Budgets are tighter than usual for all meetings. Being able to plan more carefully is what I think the CMP (complete meeting package) allows. CMP, defined in the Convention Industry Council’s APEX Glossary (www.conventionindustry.org/StandardsPractices/APEX/glossary.aspx), is “An all-inclusive plan offered by conference centers; includes lodging, all meals and support services.”
That means if you have 25 people or 100 people at your meeting, you know your per-person cost. You don’t have to add coffee--the continuous a.m. and p.m. breaks will have all that you need. You don’t have to serve chicken at every meal--conference dining will have options. You can budget simply.
And one thing that is not understood about the CMP: It can be “unbundled.” That means that if individuals are paying for their own lodging, you can ensure they do while the group pays for the rest of the package.
Remember when delving into CMP pricing to understand you are not comparing apples to apples with hotel pricing! It’s more like apples to … well, tennis shoes! One is a package and the other is a la carte.
Q: When is it appropriate for spouses/guests to accompany a meeting participant at a conference center meeting?
A: It of course depends on your meeting objectives and the guidelines of your organization, which should be developed before a site is selected. If spouses/partners/guests are to attend, look for conference centers that have activities that will appeal to your meeting audience and those who accompany them. Many conference centers have pools (indoor and out), tennis, golf and spas, and some are in downtown areas where those interested can easily go to museums or shopping. Know your audience and know what will help everyone participate comfortably.
Q: Is all team-building at conference centers “physical?” Some people don’t’ like to or can’t do physical activities.
A: It’s not all ropes-courses! Some great team building can be done around cooking or tasting foods. In the webinar, I showed examples from Chaminade Conference Center (in Santa Cruz, Calif.) where they do lots of neat group activities that combine CSR and using locally grown food. This is again where if you know your audience and your meeting objectives, you can specifically define your audience and ask, in your RFP, for examples of activities for your type of audience. Conference centers work with so many types of groups that they are likely to have a plan that can be adapted for your audience and objectives.