1. Q Do conference centers provide transportation from the hotel?
A: It depends on the conference center. Many do or can arrange it. When you send your RFP, ask that question, and how far from the airports (or train) and what kind of transportation is used, if it can be billed to your master account, etc.
2. Q: How do you get in the door to explain your meeting when they won't discuss with you RFP - room/space ratio. This is my problem. Odd meeting set up, and I can't get to discuss or see property because of the situation. They won't give me a chance to explain even if I am bringing 200K+ just on my master account.
A: Because I’m unsure which conference centers you’ve contacted, it’s difficult to say. What I would say, for conference centers, hotels and convention centers, is to go to a national sales office if they have one. Start your cover note with the F&B spend or the other enticements for why this is a good meeting to book. Ask them to contact you to walk through what can be done. And let them know what you are willing to pay for--meeting space perhaps?--to make this better business for the facility and a good deal for you.
3. Q: How do you afford a continuous break morning into afternoon? Budget considerations.
A: At IACC-affiliated conference centers, it should be part of the CMP (complete meeting package), which should include guest room, meeting space, “standard AV,” breakfast, lunch and dinner, and continuous breaks. If you are using a hotel, ask about “executive breaks,” which some hotels do that mirrors conference center breaks.
4. Q: Clarification: A conference center can be a standalone entity (not a convention center) or can be attached to a hotel. I don't use convention centers, but use hotels with conference centers: meeting rooms 80,000 - 100,000 sq. ft.; 600 - 700 attendees.
A: Not sure if you are saying if that is your clarification or if you are asking! IACC-affiliated conference centers can be standalone w/lodging and meeting space, or can be non-residential; that is, like The Summit in Chicago, have meeting (and dining) space only and house people in a nearby hotel with whom the conference center has made arrangements. IF a facility is calling itself a “conference center” and can accommodate 700, they are likely a convention center and using the terms interchangeably. Go to http://www.conventionindustry.org/StandardsPractices/APEX/glossary.aspx for industry definitions.
5. Q: How close are hotel rooms located to a standalone conference center? What about transportation to and from?
A: Great question! And of course…it depends! Usually the hotels are within a few blocks and transportation is provided by the group. THAT said, if there are persons who are unable to walk the distance, work w/the center to make arrangements, ask those questions in your RFP.
6. Q: I'd like to point out that convention centers usually have only one refresh midday compared to convention centers, which refresh rooms every break. If you eat in the same room it can be messy.
A: Thanks for your input. My experience with IACC-affiliated conference centers is that the refresh is as requested and often. The purpose of a conference center is to have uninterrupted meeting time. It’s always best to tell any facility about your meeting schedule and recommended break (and refresh) times.
7. Q: Is there ever a concern over liability with using food from a local farm versus the old way food was secured from well-known sources?
A: In my experience, any facility (restaurant, hotel, conference center, etc.) will carefully source their food products. They have liability for anything that goes wrong and will want to limit their liability. And if you follow news sources (Bing or Google alerts, for example, on food safety), you’ll find that many farms (for “farm-to-table” sourcing) are safer than commercially produced food.
8. C(omment): I've been using conference centers for smallish meetings, focused on the public sector (federal government attendees). These are usually half-day events, sometimes full-day and occasionally two-day, and I have found their pricing extremely attractive over hotels. In addition, there include AV and technical staff. We have limits on how much we can offer for F&B to government attendees, and hotel prices, especially in urban areas, like Washington D.C., are out of range. I love the complete meeting packages from conference centers!
R(esponse): THIS made me so happy to read! Spread the word. Too often planners of all kinds seem to forget that there are options other than hotels!
9. Q: Has it been your experience that conference centers offer videotaping and/or video teleconferencing?
A: Just like each hotel is different, the offerings at each IACC-affiliated center is going to be different. On the webinar, I mentioned the Knight Center on the campus of Washington University in St. Louis. They do it all! If that is a specific need you have, make it front and center (no pun intended!) on your RFP. IF they outsource, ask them about their sources and their experiences w/their sources.
10. Q: Joan, Where do you see the threat to security at meetings with regards to the Boston bombing, as well as the privacy and confidentiality of meetings
A: This requires a longer answer. I’m going to hold it and address it in a blog, if that’s ok.
Bonus Questions!
11. C(omment): In my experience the AV has been less expensive at conference centers than at hotels, and built in to the rooms.
R(esponse): I always find the CMP, inclusive of AV, to be a far better deal. It’s a matter of learning how to break out the pricing.
12. C(omment): Many hotels offer comparable CMP packages for meetings that also include basic AV. You just have to ask. They can also customize a CMP package to your needs. Many times windows, alternative seating and outdoor spaces are available as well.
R(esponse): Ah! Yes...Hotels are offering an equivalent of the “CMP”--which is a conference center/IACC term! Hotels learned what many of us knew--that package pricing is smart. The webinar was specifically about conference centers and did not intend to negate what hotels can do.