#MME13June 18, 20132–3 p.m.
THE SECRET TO SUCCESSFUL CSM/PLANNER
COLLABORATION
Aaron WolowiecMSA, CAE, CMP, CTAFounder & PresidentEvent Garde LLC
Kelly Van DykeCMPConvention Service ManagerAmway Grand Plaza Hotel
INTRODUCTIONS
↠ I’m grateful when…
↠ Responsibilities
↠ Timeline
↠ Discussion
↠ Wrap-up
Strategic planning Project management Risk management Financial management Human resources
Courtesy of: CMP International Standards
Stakeholder management
Meeting/event design
Site management Marketing Professionalism
PLANNER RESPONSIBILITIES
Uphold contract Meet obligations and goals of both parties Logistical planning Anticipate needs Communicate effectively Act as a liaison
CSM RESPONSIBILITIES
Request to speak with likely CSM
AT CONTRACT SIGNING
Venue CSM is assigned Schedule a preliminary site visit Add CSM to mail and email lists Share pertinent information
ONE YEAR
Group profile Scope/type/frequency
Group quirks Historical figures Past experiences Responsibilities
Knowledge/skill level Current ideas and roadblocks
Objectives and budget goals
In-conjunction with groups (ICW)
PERTINENT INFORMATION
Submit preliminary agenda CSM will envision event clearly Major red flags Continue to communicate Look ahead to 90-day checklist
6 MONTHS
Submit meeting space assignments Submit estimated cover counts for meals Set up the master account Discuss exhibit show plans Look ahead to 30-day checklist
90 DAYS
Submit event specifications in writing Discuss BEO deadline for CSM Submit rooming list Contract review Submit pertinent information
30 DAYS
Arrival/departure patterns
Luggage storage needs
Planned offsite events/tours
Media and press
Signage instructions Department instructions
Billing instructions Shipping needs Parking arrangements Gift deliveries/amenities
PERTINENT INFORMATION
Receive BEOs from CSM Submit final agenda/conference program Return signed BEOs Review internal group resume
2 WEEKS
Submit final guarantee numbers Discuss overage and special meals
GUARANTEE TIME
Your CSM will greet you Attend the pre-con meeting Discuss last-minute changes Share onsite expectations for venue
ARRIVAL DAY
Relax Your CSM is your liaison All parties will work from BEOs
Check function space one hour prior to start time
Onsite billing review
DURING EVENT
Write and submit thank you cards Offer gifts or gratuities Share list of exceptional employees Communicate with CSM’s superiors CSM will offer farewell
DEPARTURE DAY
Post-con meeting with CSM Bill reconciliation with venue Adjust room block for future years Adjust meeting space for future years
POST EVENT
The secret is…COMMUNICATION
FINAL THOUGHTS
Leverage your calendar
Experiment with technology
Modify communication strategies
NEXT STEPS
CIC Publications:http://www.conventionindustry.org/marketplace/publications.aspx Blog post: http://aaronwolowiec.com/2013/02/22/the-key-to-successful-csmplanner-collaboration-is-communication/ Event Specifications Guide:http://www.conventionindustry.org/StandardsPractices/APEX/EventSpecificationsGuide.aspx
RESOURCES
Aaron WolowiecMSA, CAE, CMP, CTAFounder & PresidentEvent Garde LLC
Kelly Van DykeCMPConvention Service ManagerAmway Grand Plaza Hotel
CONTACT INFORMATION
P: 616.710.1891E: [email protected]
P: 616.776.6441E: [email protected]
