Association Meetings

10 Things Meeting Planners Should Know about International Meetings

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As I am in the middle of planning my first European meeting, I found this blog post most helpful. 

My number one recommendation when planning an international meeting is to develop a local support team that you can rely on to help guide you through the process.  Using MPI as a starting point to connect with other meeting planners who know the ropes is a good place to start!

A second recommendation that I would add to the list is the use of photos!  A picture speaks a thousand words especially in other languages.  Pictures help even when English is the common language as different cultures use different words for an item.  Beamer for example is often used for an LCD Projector. 

What tips or suggestions would you add?

10 Things Meeting Planners Should Know about International Meetings

Twitter ... Keeping it under control

As you continue to work with Twitter you quickly realize that you are going to need some additional help to keep it all under control!  I've looked at many of the applications that are currently available for the PC and thought I would share. 

The tools that I am currently using:

1)  Hands down Number 1 application for Twitter is Tweetdeck!  While many use the application Twirl - I prefer Tweetdeck which allows you to manage your tweets by groups.  This makes viewing your tweet stream much more manageable. My Tweetdeck is currently broken down into 5 groups (other then ALL, DM, and replies). 

2) TweetLater - this application does exactly what you think!  It allows you to store tweets for later delivery.  I like this application because you can combine multiple Twitter accounts into one place.  TweetLater also sets up direct DMs and follower messages for new followers.

3) Twilert- Create automatic email alerts based on specific search terms.  Use the application to search for tweets about you, your company, or a topic you want to learn more about.

4) MyTweeple - Keeping track of who is following you and who you are following can become difficult.  MyTweeple makes it easy!  This application shows the follower profile and whether it is mutual.  It's a great tool for "weeding" out followers.

5) Twellow - Yellow pages for Twitter!  I am constantly searching Twellow for new folks to follow.  This application allows for a more useful search of user profiles.

6) Twitterholic - Great user ranking application.

7) TweetStats - Another great stats tool that gives you feedback on your tweeting patterns.

8) Twitter-Friends - Statistical analysis of you and your followers.  Lets you know who you are actually having conversations with!

9) TweetBackUp - This application allows you to quickly backup your Twitter follower listing and export to Excel.  The exported file also includes all of the profile information.

10) Twitpic - Application for sharing pictures directly to Twitter.

Still trying to understand Twitter?  Maybe this quick video will help ...

Weathering the Economic Storm as an Association Meeting Planner

When I travel I use the opportunity to catch up on my reading and my recent trip to Atlanta was no different.  As I left the office I grabbed several trade journals and magazines to read on the plane.  From the various articles I read, I was able to glean the following:

1) As an Association Planner it is more important now more than ever to understand WHO is attending your meetings and why.  This knowledge will assist you in planning an event that becomes an economic priority!

2) Use the knowledge from #1 to properly select your venue. 

3)  Understand that your members are facing budget issues.  How can you address those?  Reduction in registration or hold the fees from previous years? Allow for multiple payments over time?  Be creative.

4) Consider other delivery methods to include as many participants as possible.  Realize that some members may not be able to attend the meeting, how can they still be involved? Why not offer webcasts, videocasts, etc.?  While these technologies enhance the meeting - they will never replace face to face and will provide value! 

5) Pay close attention to air travel issues.  With airlines offering fewer flights at higher costs how can you find the "right" location for your attendees?  Monitor the situation and keep your attendees informed.

6) Use technology to become more efficient.

7) Network ... Network .... Network!  Turn to those who do it best.  How are your colleagues addressing these issues? What are the best ways to handle this situation?

8)  EVERYTHING is negotiable! ASK

9) Communication is key.  Keep the lines of communication open with everyone involved with your meeting - suppliers, hotels, attendees, etc.  Be open and honest with what is happening. 

10)  Stay positive.  Yes we are facing some of the most difficult economic times our Country has seen in decades, what is important now is what are you going to do about it?  Only positive actions will get us out of this mess!

What was I reading?

Association Convention & Facilities
Convene
Medical Meetings
Budget Travel
Money

MeetDifferent '09 - Things I Learned Day 3

What a day!  There was so much great content at MPI's MeetDifferent '09 my brain is on overload!  Fortunately many of the sessions will be available by podcast later so that I can re-listen.

 The things I learned from Day 3:

1) Forth Worth Texas is the 17th largest city in the US and the 9th safest.

2) There are approximately 10,000 active CMP's (Certified Meeting Professionals) worldwide and 550 CMM's (Certified Meeting Managers)

3)  POD (as in iPOD) means Portable on Demand

4) A great resource for creating Podcasts is Audacity

5)  45% of the Workforce in the US is women; holding 49.1% of the jobs

6) Using TweetChat.com, you can actually participate in multiple sessions at a meeting at the same time!

7) In Marketing, "Features" go to the mind as "Benefits" reach the heart.

8)  There are now 5 Generations in the workplace (and on Facebook)

9)  The Omni Hotel in New Orleans has the only roof top garden / pool in the French Quarter

10)  Meeting Planners not only know how to plan a party ... they know HOW to Party! (glad I didn't have a 7:30 breakfast today).

One more day to go ....

MeetDifferent '09 - 10 Things I Learned Today: Day 2

So today was the kick off day for MeetDifferent '09.  If you would like to re-watch the opening general session, checkout the video rebroadcast. I would have to say that this was probably one of the best opening session's I've seen at an MPI event.  The message was exactly that which need to be heard!

 So what were the 10 Things I learned today?

1.  In the United States, there are more people employed in the hospitality, event, and meeting planning industry then the auto industry. 

2.  During the great Depression it took the Government 3 years to respond; whereas today the Government acted within 2 weeks after the banking crisis hit.  These actions probably avoided our economy falling into a second great depression.  

3.  Personal branding is what sets you apart from others.

4.  Personal branding is NOT Me .. Me ... Me!  It is about how you produce value as you help others to achieve their goals.

5.  While meeting attendance is expected to drop here in the United States, it is actually thought to increase in Europe and Canada in 2009.

6.  12Second.tv is a neat tool to send out a quick video to your attendees; although at a 56K connection the recording in not very good.

7.  Two really fun places to hold social events in New Orleans are better then ever.  Yes Kyle, we can go to Michaul's for dinner.  

8. Expo lunches can be really good.

9. I know NOTHING about Facebook - I've had a page for about 2 years and even now find myself very overwhelmed.  Fortunately I have a new resource to help - http://www.allfacebook.com

10.  I can follow my stocks on Twitter using StockTwits.com

I do wonder what tomorrow will bring?

MeetDifferent '09 - 10 Things I Learned Today ...

So I am back in my hotel room after at very busy first day at the MPI MeetDifferent '09 Conference.  Taking a few minutes to get caught up on email, Twitter, etc. before heading over to the Opening Reception at the Georgia Aquarium.

Before I do, and before I forget ... here are the 10 Things I learned today!

1) I discovered a new and unique way to conduct a Silent Auction.  This is something my non-profit clients have played with over the years and I have some fresh ideas on how to make it better.

2) The Georgia Aquarium is the largest in the world.

3) I really need to get iTunes.  I don't have an iPod and did not see the need; until today.  PODCASTS! Mr. Excel here I come.

4) Concatenate means to join and you can use this function in Excel.

5) F11 in Excel creates one click graphs.

6) I was given a great tip on how to get around firewall issues when emailing .exe, .zip files.

7) Self registration is wonderful.

8) Having an individual ask if your member profile had been updated recently, is a great way to make sure it happens.  I am thinking how easy it would be to have a computer station and individual encouraging members to update their information online at my next member association meeting. 

9) My bus Line is GREEN not BLUE

10)  MeetDifferent 2010 is in Cancun Mexico!

Thanks especially to Jim Spellos from Meeting-u.com for the great Excel Workshop!

Now to find my camera and head off to the Opening recption ...