pym live 2015 austin digital guide

t o day rsquo s AG E N DA 1ndash115 pm Lunch nibbles amp networking

115ndash130 pm PYM LIVE orientation

130ndash145 pm Welcome to PYM LIVE

145-2 pm Bite-sized educational session ldquoTop FampB Trendsrdquo with Kristi Casey Sanders DES

2ndash315 pm Speed meetings

315ndash325 pm Break

325ndash330 pm Exercise Bytes fitness break

330ndash430 pm Planner education ldquoExtreme Engagement Choose Your Own Adventurerdquo with Kristi Casey Sanders DES

330ndash430 pm Supplier roundtable ldquoIndustry Challenges amp Solutionsrdquo with Marti Fox CMP CMM

430ndash525 pm Networking reception amp scheduled 1-on-1 meetings

525ndash530 pm Door prizes amp goodbyes

530 pm Tours of the host venue

SHARING = CARINGSeveral door prizes will be given away based on

social interactions so tag your tweets pics and posts with YAYPYM and share thoughts

and pictures on Topi

HOSTED BY PRODUCED BYPRESENTED BY

PYM Live AustinSites amp Bites

PYM LIVE AUSTIN | MAY 21 2015

S P E A K E R B I O S

EVAN CASEYrsquos primary focus has been to grow the client and consumer base of PYMrsquos business-to-business model He joined the company in 2000 shortly after graduating college and immediately helped PYMrsquos sales territory expand from the Southeast to the Southwest After breaking open several new markets for PYM he rose from the ranks of sales rep to publisher and ultimately VP of Sales amp Marketing

Under his leadership PYMrsquos buyers have evolved from a handful of Atlanta-area hotel accounts to include a nationwide portfolio of hotels resorts destination marketing organizationsCVBs and productsservices On the audience development side Evan has helped nurture and grow PYMrsquos local audience into a national community comprising more than 110000 corporate association and professional planners His attention to detail and dedication to sustainable growth and sales techniques has helped make PYM a valued nationally recognized brand

MARTI FOX CMP CMM one of DFWrsquos most accomplished meeting plannermanagers established Global Goals in 2001 She leads a team of seasoned planners college interns and specialist professionals As part of her 2001 launch into entrepreneurship Marti Fox was a co-founder of the Independent Meeting Planners of DFW Consortium a virtually unlimited resource of industry support and expertise comprising 12 meeting professionals with more than 300 years of cumulative experience She is also an adjunct professor of travel exposition and meeting management (TEMM) at Richland College Marti Fox leads her team as a hands-on business owner and planner As an industry leader she shares her expertise as a mentor and trainer of hospitality professionals on planning techniques standards and best practices She also trains individuals and organizations in domestic and international protocol and etiquette

KRISTI CASEY SANDERS DES is an award-winning writer and creative director whorsquos covered the meetings industry since 2003 As VP of CreativeChief Storyteller of Plan Your Meetings a free educational resource for meeting and event planners she works to empower educate and inspire the unsung heroes of the corporate world and help them find the resources ideas and technical knowledge they need to plan better meetings and events through PYMrsquos digital content social communities and PYM LIVE Events You can follow her on Twitter PYMLive and KristiCasey Plan well and prosper friends yaypym

notes S P E A K E R S

Evan CaseyVP of Sales and Marketing

Plan Your Meetings

Kristi Casey SandersVP of CreativeChief

StorytellerPlan Your Meetings

Marti FoxFounder

GlobalGoals

Herersquos a list of upcoming 2015 PYM LIVE Events to tell your friends aboutbull June 25 ndash Raleigh Marriott City Centerbull July 30 ndash Coors Field Denver bull Aug 25 ndash Hilton Dallas Plano Granite Park bull Sept 24 ndash The Wayfarer New Yorkbull Nov 17 ndash JW Marriott Houston Dwtnyaypym

DID YOU FORGET TO MAKE APPOINTMENTS FOR THE LAST HOUR OF THE SHOW

Use the dance card on the inside back cover to reserve times use Topi to request time

with people here or find a PYM staffer

Vis i tFreder icksburgTXcom | 866 997 3600

Texas Heart German Soul

central Texas location with easy access I unique event venues | abundant lodging | Hill Country beaut y Texas Wine Country | historic charm | great golf | unmatched downtime activities | free planning assistance

put us on your scheduleJUST ONE OF MANY REASONS TO

02-PYM Austin-May2015-85x11-Meetingsindd 1 41415 844 AM

PLANYOURMEETINGSCOM

notesM A K E T H E M O S T O F YO U R N E T WO R K I N G T I M E

TOPIWant to know who you should meet while yoursquore here Download our free conference app Topi available for Apple Android and Windows mobile devices Connect it with your Facebook LinkedIn or other social

profiles and it will show you whorsquos here based on how much you have in common It will let you rate exhibitors request appointments with people and take notes on people you meet Topi also contains the digital show program certificates of attendance and polls from our speakers Scan the QR code for your device below to download the Topi app and enter the code PYMAUSTIN15 to see the event even after you leave us today (Want to know something cool Topirsquos app dashboard also powered our event Website and registration)

Ezcompymapple

iPhoneiPad

Ezcompymandroid

Android

Ezcompymwindows

Windows mobile

For more information contact Eric Francois | 866-659-8674 eftopicom | topicom | topi

E V E N T H O S T

HILTON AUSTIN DOWNTOWNSurrounded by the excitement of downtown Austinrsquos business and entertainment districts the towering 31-story Hilton Austin is one of the largest hotels in the area The hotel combines upscale comfort with modern millennial design complete with the finest array of meeting dining and recreational facilities

Located adjacent to the convention center with many leading attractions nearby guests are sure to experience the unique charm and lasting spirit of Austin

Karlen Crouch | 512-682-2719 | karlencrouchhiltoncom austinhiltoncom | HiltonAustin

T I T L E D S P O N S O R S

FREDERICKSBURG CVBJust 70 miles from Austin and San Antonio Fredericksburg is quickly becoming a corporate group and business meeting favorite The lodging is eclectic and abundant Its historic nature has given way to creative and unique meeting spaces like rustic 19th century buildings and a 1940s-style hangar The professional services are

state-of-the-art and the downtime activities are one-of-a-kind Make an appointment and connect with us today to learn more

Konnie Patke CMM | 830-997-6523 | kpatkefbgtxorg visitfredericksburgtxcom | visitfredtx

GREATER NEW BRAUNFELS COCNew Braunfels the gateway to the Texas Hill Country is one of the best places to visit for business or pleasure Located between San Antonio amp Austin sits a beautiful city of crystal

clear rivers rich old world heritage and warm small town hospitality New Braunfels is an ideal destination for meetings and we are committed as an entire community to provide outstanding service and solutions for events of all types and sizes We know you expect the highest quality product and service and New Braunfels will deliver

Nina Eastman | 830-625-2385 | ninainnewbraunfelscom meetinnewbraunfelscom | innewbraunfels

GREAT MINDS MEETin New Braunfels TexasConveniently located on IH-35 between Austin and San Antonio New Braunfels is a confluence of exciting possibilities for your next corporate church or other organizational meeting Our member businesses can provide meeting spaces of several sizes as well as support ranging from catering to equipment rental Plus the New Braunfels Civic Convention Center has state-of-the-art facilities to accommodate groups of any size

Call (800) 572-2626 to start planning your next meeting in New Braunfels Texas

MeetInNewBraunfelscom

15-4278-PYM-AustinLive2015(85x11)indd 1 51415 250 PM


notes T I T L E D S P O N S O R S ( C O N T I N U E D )

SOUTH PADRE ISLAND CVBBirds and turtles arenrsquot the only ones who migrate to South Padre Island every year Hundreds of businesses and associations gather on the island to hold meetings conventions

trade shows and special events From small groups to corporate conventions the South Padre Island Convention amp Visitors Bureau staff can help you plan a ldquoTotally Beachinrsquordquo event that will have your attendees raving for years to come

Denise Arnold CHSP | 956-761-8389 | denisesopadrecom sopadrecom | visitsouthpadre

THE WOODLANDS CVBLocated just 30 minutes north of Houston and 20 minutes from George Bush Intercontinental Airport The Woodlands is situated in a peaceful natural setting amidst 28000 acres of

forest preserve to create a productive distraction-free environment Whether a large convention a team-building event or an exclusive board meeting The Woodlands has the resources to make it work and the setting to make it special with over 1650 guest rooms and 155000 square feet of meeting and event space

Kara Stanley | 281-210-3483 | karastanleythewoodlandscvbcom visitthewoodlandscom | TheWoodlandsCVB

E V E N T P R O D U C E D BY

PLAN YOUR MEETINGSEverything we do is designed to educate empower and inspire meeting professionals and connect them to the resources

people and ideas they need to create better meetings and events Think of us as your best friend in the industry If you need ideas resources hotel rooms or education visit us at PlanYourMeetingscom connect with us on social networks and ask us to connect you with PYM Partners who want value and respect your business Plan well amp prosper friends yaypym

Claudia Madigan | 678-837-4027 | claudiamadiganplanyourmeetingscom planyourmeetingscom | planyrmeetings

T E C H S P O N S O R S

CATCHBOXWhether you are planning to host a conference meeting or lecture the Catchbox can help you make your next event memorable and productive by getting audiences engaged and part of the conversation

Pyry Taanila | +35-840-043-5459 | infogetcatchboxcom getcatchboxcom | thecatchbox

Bytestrade

on-demand fitness breaks

EXERCISE BYTESX bytes are on-demand video fitness breaks for meetings training events conferences and work-

places This new and innovative technology keeps people alert entertained and energized at learning events The breaks are brief sweat-free tailored for participants wearing business attire and for use at their seats Each of the video breaks integrates easily into the agenda as energy boosters when energy levels are low (mid-morning and mid-afternoon) time fillers to fill unplanned gaps and social icebreakers that build camaraderie Videos can be corporate-branded to attract sponsorship revenue

Kim Bercovitz PhD | 855-892-9837 | kimx-bytescom | x-bytescom | xbytes

On-Demand Fitness Breaks that Energize and Attract

Sponsorship Revenue

How X bytestrade WorksX bytestrade are short video bytes of exercise that are easy to ldquofitrsquorsquo into your already packed schedule

Each of the four X bytestrade videos is under 65 minutes and can fit into your program as

bullA mid-morning and mid-afternoon energy booster when energy levels are low

bullAn on-demand and on-the-spot time filler when things donrsquot go as planned

bullA new and innovative break that creates a memorable experience for attendees

bullA break room program where videos are looped and people follow along at their leisure

Each X bytestrade break consists of an engaging animation of less than a minute a 21 second introduction and a 5-minute fitness break The video can be shown in its entirety or shortened to fit your event schedule

X bytestrade Features and Benefits

bullBrief ndash can be easily inserted into anymeeting or conference program

bullConvenient social icebreaker ndash can bedone at attendeesrsquo seats or in a break room

bullOn-demand delivery ndash videos provide spontaneous and unlimited use

bullSweat-free ndash attendees exercise in their business attire

bullGentle for every body ndash there are no crazydance moves or awkward yoga poses

bullHealthy and memorable break ndash combats sitting fatigue and learning fatigue

X bytestrade are EASY to UseVideos can be downloaded from the Internet and played on a PC or Mac or web streamed

Custom Branding Options

X bytestrade provides sponsorship appeal Custom video branding brings sponsors memorable prominent and frequent exposure

Copyright copy 2013 All Rights Reserved X bytesTM Exercise BytesTM and the X-Man symbol are trademarks of Exercise Bytes Inc

Animation Introduction Fitness BreakLess than 1 minute 21 seconds 5 minutes

Complete Version (Less than 65 min)Abbreviated Version (55 min)

Short Version (5 min)

Let us show you how on-demand fitness breaks during the day can change your conference experience

infox-bytescom wwwx-bytescom 1-855-8xbytes Xbytes

Is your event jam-packed with sessions

Do you ever need to fill program gaps

Looking for new amp innovative sponsorship opportunities

Want to make your events more memorable


PLANYOURMEETINGSCOM

notesT E C H S P O N S O R S ( C O N T I N U E D )

ITM MOBILEWe all know that to make an event successful we have to make the attendees happy If the attendees are happy theyrsquoll come back which in turn attracts exhibitorsvendors and sponsors who are targeting

this audience At ITM Mobile we have designed our solutions with this in mind and provide apps that are ideal for conferences events expos and trade shows where engagement and interaction between organizers sponsors speakers exhibitors and attendees is critical mdash before during as well as after the meeting

Thomas Hallin | 917-327-5186 | thomasitmmobilecom | itmmobilecom | itmmobile

PYM+Experience the magic of augmented reality with Plan Your Meetingsrsquo PYM+ app for Apple and Android devices (ezcom

pymplusapple and ezcompymplusandroid) If yoursquore interested in enhancing your company materials or show guides with augmented reality content let us know We can create custom channels as well as develop APIs you can embed into existing company or event apps

Evan Casey | 404-405-7667 | evanplanyourmeetingscom planyourmeetingscom | pymlive

parking lot for extreme engagement sessiongood reminders great ideas

questions i have problemschallenges i see

The only solution that connectseveryone at your event

contacttopicom for a free demo

topifacebookcomtopiapp

Geo-fencing

Questions amp feedbackProfile search

Interest group chats

LinkedIn Connect

Social network integration

TranslationsBroadcasts

In-app sponsorship

Dynamic agenda

Content sharing

and many morehellip

Topi makes it quick for conference participants to find and connect with each other mdash

notes


I N - S TAT E PA R T N E R S

ABILENE CVB Contact Nanci Liles Phone 325-676-2556 Location Abilene Texas Email nanciabilenevisitorscom Web abilenevisitorscom Twitter AbileneCVB

ALLIANCE OF MEETING PROFESSIONALS Contact Marti Fox CMP CMM Phone 214-906-7232 Location Dallas Texas Email Srmeetingplanner ampupyourmeetingscom Web AMPUpYourMeetingscom

BEAUMONT CVB Contact Freddie Willard Phone 409-880-3160 Location Beaumont Texas Email fwillardcibeaumonttxus Web beaumontcvbcom Twitter VisitBeaumontTX

CITY OF GRANBURY Contact Cleo Brown Phone 817-894-1117 Location Granbury Texas Email cbrowngranburytxcom Web granburyorg Twitter cityofgranbury

EMBASSY SUITES SAN MARCOSContact Rosa Garza Phone 512-805-5318 Location San Marcos Texas Email rosagarzajqhcom Web sanmarcosembassysuitescom Twitter embassytexasSM

FREDERICKSBURG CVBContact Konnie Patke CMM Phone 830-997-6523 Location Fredericksburg Texas Email kpatkefbgtxorg Web visitfredericksburgtxcom Twitter visitfredtx

GARLAND CVBContact Fallon Walters Phone 972-205-3896 Location Garland Texas Email fwaltersgarlandtxgov Web visitgarlandtxcom Twitter visitgarlandtx

GREATER NEW BRAUNFELS CVBContact Nina Eastman Phone 830-625-2385 Location New Braunfels Texas Email ninainnewbraunfelscom Web meetinnewbraunfelscom Twitter innewbraunfels

HILTON AUSTIN DOWNTOWNContact Karlen Crouch Phone 512-682-2719 Location Austin Texas Email karlencrouchhiltoncom Web austinhiltoncom Twitter HiltonAustin

HILTON DALLAS PLANO GRANITE PARK Contact Delilah Moore Phone 469-353-5009 Location Plano Texas Email delilahmoore hiltoncom Web dallasplanograniteparkhiltoncom Twitter HiltonWorldwide

JW MARRIOTT HOUSTON DOWNTOWNContact Cathalin Orellana Phone 713-360-3657 Location Houston Texas Email corellana thejwmarriottcom Web jwmarriotthotelhoustoncom Twitter JWHoustonDwtn

LA TORRETTA LAKE RESORT amp SPAContact Michelle Rayburn Phone 832-596-6844 Location Montgomery Texas Email MRayburn latorrettalakeresortcom Web latorrettalakeresortcom Twitter LaTorretta

MCALLEN CVBContact Vanessa Navarro Phone 956-310-2805 Location McAllen Texas Email vnavarro mcallencvbcom Web mcallencvbcom Twitter mcallencvb

PEARLAND CVBContact Megan Flowers Phone 713-436-5595 Location Pearland TX Email mflowers pearlandtxgov Web visitpearlandcom Twitter COPearland

ROCKPORT-FULTON COCContact Sandy Jumper Phone 361-729-6445 Location Rockport Texas Email tourism1rockportorg Web rockport-fultonorg Twitter CharmofTxCoast

SOUTHFORK RANCHContact Janna Timm Phone 972-442-7800 Location Parker Texas Email jtimmsouthforkranchcom Web southforkranchcom Twitter southfork_ranch

SOUTH PADRE ISLAND CVBContact Denise Arnold CHSP Phone 956-761-8389 Location South Padre Island Texas Email denisesopadrecom Web sopadrecom Twitter visitsouthpadre

TAPATIO SPRINGS RESORTContact Greg Haugland Phone 830-537-6237 Location Boerne Texas Email ghauglandtapatiocom Web tapatioresortcom Twitter tapatiosprings

VISIT PLANOContact Karen Fogle CMP CTA Phone 972-941-5848 Location Plano Texas Email karenfoplanogov Web visitplanocom Twitter visitplano

WACO amp THE HEART OF TEXASContact Rhonda Bailey CMP Phone 254-750-5828 Location Waco Texas Email rhondabwacotxgov Web wacoheartoftexascom Twitter WacoAndTheHoT

THE WOODLANDS CVBContact Kara Stanley Phone 281-210-3483 Location The Woodlands Texas Email karastanley thewoodlandscvbcom Web visitthewoodlandscom Twitter TheWoodlandsCVB

Indicates PYM Live Austin event sponsorship

notesO U T- O F - S TAT E PA R T N E R S

BEAVER RUN RESORT amp CONFERENCE CENTERContact Roger Markel Phone 970-453-8714 Location Breckenridge Colo Email rmarkelbeaverruncom Web beaverruncom Twitter BeaverRun

BOULDER CVBContact Andrew Heidt CMP Phone 303-579-7701 Location Boulder Colo Email andrewheidt bouldercvbcom Web BoulderColoradoUSAcom Twitter bouldercvb

CAESARS ENTERTAINMENTContact Brian Crumby Phone 702-806-7918 Location National Email bcrumbycaesarscom Web caesarsmeansbusinesscom Twitter CaesarsMeetings

DEVILrsquoS THUMB RANCH RESORT amp SPAContact Thad Carlson Phone 303-877-0227 Location Tabernash Colo Email tcarlson devilsthumbranchcom Web devilsthumbranchcom Twitter DevilsThumbRnch

MADELINE HOTEL amp RESIDENCESContact Todd Gehrke Phone 970-369-8972 Location Telluride Colo Email toddg madelinetelluridecom Web madelinetelluridecom Twitter MadelineTEX

NAPLES MARCO ISLAND EVERGLADES CVBContact Debi DeBenedetto Phone 239-252-2379 Location Naples Fla Email debidecolliergovnet Web ParadiseCoastcom Twitter paradisecoast

SAN MATEO COUNTY SILICON VALLEY CVBContact Teipo Brown Phone 650-348-7600 Location Burlingame Calif Email teiposmccvbcom Web visitsanmateocountycom Twitter visit_SMC_SV

THE SAVOY HOTELContact Francine Dryja Phone 305-532-0200 Location Miami Fla Email francine savoymiamicom Web savoymiamicom Twitter SavoyMiami

TELLURIDE CONFERENCE COLLECTIVEContact Allison Grassetti CMP Phone 970-728-7432 Location Telluride Colo Email agrassetti tellurideskiresortcom Web tellurideconferencecom Twitter TellurideCC

WESTGATE LAS VEGAS RESORT amp CASINOContact Lisa Phelps Phone 803-708-8297 Location Las Vegas Nev Email lisa_phelpswgresortscom Web westgatelasvegasresortcom Twitter Westgate_LV

PYM DANCE CARDUse this space to make appointments with people yoursquod like to follow up with during

the 430-525 pm free networking time Feel free to block off as much time as you needname place name place

430 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 5 pm _______________________________________________________________________________________ ________________________________________________________________________________________

435 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 505 pm _______________________________________________________________________________________ ________________________________________________________________________________________

440 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 510 pm _______________________________________________________________________________________ ________________________________________________________________________________________

445 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 515 pm _______________________________________________________________________________________ ________________________________________________________________________________________

450 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 520 pm _______________________________________________________________________________________ ________________________________________________________________________________________

455 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 525 pmPlease join us in the education area

for door prizes and goodbyes

Tours of the venue will depart at 530 pm

PLANYOURMEETINGSCOM

Our PYM annual features bonus materials that can be unlocked with your mobile device

Download the FREE PYM+ app from Apple and Google Play stores Then scan the magazine to the left with the PYM+ app and see what we mean

Get monthly advice news and inspiration delivered to your inbox plus

bull Our award-winning PYM Annualbull Event invitationsbull Special meeting deals

Claim your free subscription to PYM and join our community of 100000 meeting professionals worldwide

CATCH UP ON THESE FREE ON-DEMAND

WEBINARS

CONTRACT NEGOTIATIONS PREPARED AND FAIR ARE

EFFECTIVE IN ANY MARKETwith Christy Lamagna

CMP CMM CTSMezcomprepared

HOW TO ENSURE YOUR EVENTS INCREASE

CONNECTIONS FOSTER COLLABORATION AND

DELIVER SALES RESULTSwith PYMrsquos Kristi Sanders and

Eric Olson CEO Zeristaezcom1to1

SOCIAL MEDIA SAFARI ITrsquoS A JUNGLE OUT THERE

with Barbara Rozgonyi Principal CoryWest Media

ezcomsocialsafari

Visit planyourmeetingscomcontests monthly to find our latest

surveysreferral promotions and you could win big

Our next Texas event will be on August 25 2015 in Plano at the Hilton DallasPlano Granite Park

For information about PYM LIVE Events in other cities visit PlanYourMeetingscomevents

FEELING LUCKYARE YOU A CHANGE AGENTDid you know that you inspire us We love hearing your stories seeing your pictures and getting to know more about you and your events Please connect with us on Facebook Twitter LinkedIn Google Plus Instagram Pinterest YouTube and Flickr and share your work images and ideas with us Donrsquot forget to tag your images tweets and posts with yaypym

Plan well and prosper friends

LEARN HOW TO PRODUCE SUSTAINABLE

EVENTSJoin GMIC for the Sustainable

Meetings Conference June 17-19 2015 in Atlanta

Visit gmicglobalorg for details

WANT MORE EDUCATION

Visit youtubecom

planyourmeetingsfor on-demand video learning

TELL YOUR FRIENDS

PlanYourMeetingscomsubscribe

copy2015 Plan Your Meetings All rights reserved May not be reproduced in whole or part without permission

Regardless of whether yoursquore an experienced or entry-level meeting planner you need to be aware of the best practices that have evolved in the industry over the years This guide will help you create and keep track of the goals for your meeting room layouts budgets FampB needs timetables and myriad other details What follows is a compilation of some of the best lists tips and guidelines culled from past Plan Your Meetings issues and LIVE Events updated by our editors advisory board and contributors For more industry news tips trends and advice visit PlanYourMeetingscom

THE PRACTICAL GUIDE TO

MEETING PLANNING

Bytestrade


PYM 2015 | PLANYOURMEETINGSCOM2

Clarify the purpose Get the history Establish the goals and objectives Create a complete meeting profile mdash spend time upfront gathering the basic information to build a good foundation

1 What is it A new product launch an annual board meeting an incentive trip a sales meeting or a social event What are the goals

2 Who wants this meeting Who is the decision maker Who are the stakeholders3 Who will be attending Why are they coming What are their expectations

Where are they coming from What is the age range and are the majority male or female Are they bringing family or guests Are there any special needs

4 What have they done before What worked and what didnrsquot What was the cost of past meetings Where have they had meetings in the past Do they want to do something entirely different

5 Donrsquot forget to ask the people who didnrsquot attend last yearrsquos event why they stayed home Knowing that can help you create an irresistible event that they must attend this year

A blueprint will shape your event and can serve as a selling tool Whether you make a formal proposal to a client or simply need to report back to your corporate committee or manager you should prepare a structured proposal

CREATE A BLUEPRINT

o Objectives and preferenceso Geographical informationo Meeting structure

o Demographicso Budget parameters o Summary

THE PROPOSAL SHOULD CONTAIN THE FOLLOWINGo Destination review o Transportation plans o Site informationo Room breakdownso Food and beverage information o Entertainment and other activities o Day-to-day itinerary with grid overview o Cost summary sheet o Planning timetableo Detailed program inclusions (spells out

what is included in cost summary sheet eg site inspection promotion airfare hotel accommodations deacutecor special effects room gifts communication costs etc)

o Program options and enhancements (ie CSRsustainability initiatives)

o Other things to add historical information (if applicable) destination brochures location photos hotelmeeting room layouts brochures from restaurants caterers and entertainers promotional items sample invitations and depending on your relationship with the client your company profile and references If you are going to be responsible for securing sponsors and marketing the event include that information as well

(Note If you need supporting materials on a city and its attractions contact the CVB)

A COVER LETTER MIGHT INCLUDE

DEFINE YOUR MEETING


3PLANYOURMEETINGSCOM | PYM 2015

VENUEo Meeting or event space rentalo Room setupbreakdown costso Equipment rental and setupso Taxes and gratuities

ACCOMMODATIONSo Roomso Hospitality suiteo Taxes and gratuitieso Other fees (read the contract carefully)

FOOD amp BEVERAGEo Per-person food costso Beverageso Breakso Setupcleanupo Staffo Taxes and gratuitieso Fees (read the BEOs carefully)

PRINTINGDIGITAL COMMUNICATIONo Invitationsconfirmation cardso Websitesocial networkso Meetingpre-registration kito Online registrationo Agendaso Handout copieso Signage banners ticketso Internet

AUDIOVISUALo Computer rentalso AV equipmento Other technologyo Setupbreakdown fees o Gratuities

PROGRAMSROGRAMSo Field tripso Tour guideso Team-buildingo Sports feeso Health club feeso Gratuities

SPECIAL SERVICESo Decorationsfloralspropso Messengerso Photographerso Entertainmento Speakersrsquo fees and gifts o Linenslaundry

TRANSPORTATIONo Airfareo Taxis or limos from airporto Shuttleso Parkingo Valeto Gratuitieso Other

ADMINISTRATIONo Accounting serviceso Advertising and promotiono Insuranceo Legal serviceso Postageshipping o Securityo Staffingo Supplies (notepads nametags etc)o Telephoneo Gratuities o Other

The meeting budget is an estimate of expenses and anticipated income (if your event is profit-driven) It provides financial control and accountability Armed with the meetingrsquos objectives you can begin to develop a worksheet covering all categories Reviewing last yearrsquos budget if available will make your job easier

DEVELOP THE BUDGET

LIST ALL FIXED AND VARIABLE COSTS

o Audio tapes books videoso Event feeso Exhibitorso Grantso WebMobile advertising

o Product saleso Program advertisingo Sponsorso Other

LIST ALL REVENUES

8 EXTRA TIPS1 Keep track of how

you arrived at each budgeted item

2 Allow contingencies for the unexpected (about 10 percent

to 15 percent) 3 Have a credit card with the

right limits on it Discuss payment with all venues ahead of time and make sure the staff knows who gets the bill

4 Have cash on hand for tips and other emergencies

5 Make sure to keep track of actual costs against budgeted costs for each line item in a spreadsheet

6 Keeping track of how much money yoursquove saved helps prove your worth to the company

7 Keeping track of how much money your group spends on hotels incidentals and FampB can prove the worth of your business

8 Keeping track of how much business your attendees have given past exhibitors and sponsors will help prove the value of your event



AMENITIESo What ldquogreenrdquoCSR initiatives are in placeo Does the hotel have executiveclub floors

offering special guest services Business center printing free Wi-Fi etc

o Is there a pool health club andor a spa Are they complimentary Are group rates available What are treatments and prices

o What attractions are on-site or nearby

FOOD amp BEVERAGEo What are the standard group offerings for

meals and breaks Can menus be created or tailored to your group (Collect menus)

o Are taxes and gratuities included in FampB costs Are extra charges applied for events that run over schedule

o What are the local liquor lawso What on-site dining venues are available

Go through the RFPs yoursquove gotten back and eliminate the vendors and properties that wonrsquot work Schedule site inspections with your top prospects Ask questions Take notes

BASIC INFORMATION NEEDEDo Name of hotel or venueo All contact persons with informationo Cancellation policyo Fees

o Deposit requiredo Group rate for roomso Meeting room rateso Banquet facilities and menus

o On-site caterero Business serviceso Audiovisual serviceso Parkingo Bandwidthconnectivity

After you establish the meetingrsquos goals outline the agenda and know the budget you are ready to approach meeting facilities with a request for proposal (You are asking them to bid on your requirements) RFPs can be completed online using meetings-specific software through a CVB or over the phone Whatever method you use be specific An RFP can be one to 10 pages but make sure it is clean clear and precise This document represents you your company and your reputation It is paramount to be ethical remember you want to foster long-term relationships Respond to vendors in a timely fashion and be flexible

o Contact information (name title address phone fax and email) and preferred method of communication (phone email)

o Company information (name address website phone and fax)

o Event dates and alternative dateso Event start and end timeo Number of attendees and if property

number of rooms neededo Preferred location of event (city state and

area of town)o Venue requirements (hotel resort special

facility restaurant etc)o Type of event (meeting wedding social

reception product launch etc)

o Food and beverage requirements (passed hors drsquooeuvres buffet seated etc)

o Offon-site requirements (caterer entertainment and setup)

o Audiovisual requirements (sound stage lighting screen microphone laptop etc)

o ADA requirements (shuttles ramps parking etc)

o Time requirements (deadlines for proposals deposits vendors etc)

o Estimated budget (includes money allocated for event FampB venue travel AV etc)

o Additional details (sustainabilityCSR initiatives breakout rooms patterns etc)

INCLUDE THE FOLLOWING

PREPARE THE RFP(REQUEST FOR PROPOSAL)

DO SITE INSPECTIONS

SAVE TIME MONEY1 Visit Ezcompymzen and

read about our innovative solution to the pain of sourcing venues

2 Follow the links to our intuitive RFP builder

3 Search comprehensive list of venues Select favorites Compare side by side

4 Click to submit RFPs 5 Receive bids within a few

hours Select winner6 As you go to contracting

phase other bidders are notified and thanked



GUEST ROOMSo What is the total number and type of

rooms in the hotel and the maximum number that can be committed to the meeting What are the room categories (nonsmoking ocean-view etc) and how many are available in each category Are smoking rooms close to nonsmoking or are there nonsmoking floors

o Determine the cut-off date for room reservations and room blocks as well as check-incheck-out times Will rooms be available for early arrivals and late departures Establish how many days before and after the official meeting dates special lodging rates apply

o What are the guarantee and deposit requirements What is the refund policy for cancellationsattrition

o If confirmed rooms are not available will property provide overflow housing at a comparable property for the conference rate and provide free transportation between the properties

o How many complimentary rooms are issued for units occupied before during and after the meeting dates

o Specify the number of rooms needed for staff speakers and VIPs Ask what the criteria are for obtaining free more discounted or higher-quality rooms

o Request the rate structure for both single and double occupancy with and without taxes Be sure there is an understanding about how sales and use taxes will be billed or avoided

o Ask if the rates apply to children staying in the same room

o Review services such as hotcontinental breakfasts newspapers Internet access resort amenities local phone calls etc Negotiate to have them included at no extra cost

o Ask whether there is space available to store luggage after checkout but before departure from the conference (This service should be provided free)

o Inspect the guest rooms Are they comfortable and clean Is the furniture in good condition Is there balcony furniture Are the bathroom fixtures modern Are robes and other amenities (bottled water

shampoo hair dryers irons etc) provided Do rooms offer adequate lighting (check and make sure light bulbs are working) closet space and hangers Are the rooms wired for Internet access What services does the TV offer (DVD conference news Web access)

THE LOBBYo Are the front-of-house staff (doormen

concierge reception etc) efficient and friendly

o Is the registration desk easy to find Is there staff to handle busy check-incheck-out times for major groups Is there a separate group check-in area

o Is the lobby inviting Check the cleanliness of public restrooms

o Check the availability and location of guest services such as ATM machines gift shop safety deposit boxes etc

o How far is the lobby from the self-park lot

MEETING ROOMSo Walk the space How long does it take

to get to and from roomso What technology is available Are there

fees for not using in-house AVo Are rooms adequately soundproofedo Are lighting controls in the room

and easy to use Is the room comfortably well lit Can it be darkened

o Are temperature controls in the room and easy to use Is the air-conditioning quiet

o Do meeting rooms have high ceilings Are columns or obstructions a concern Can rooms be set up in the seating styles required

o Is adequate space available in or near the meeting rooms for breaks

o Does the hotel have in-house or preferred suppliers for AV florals etc

o Does the facility have any theme decorations or props you can use Are they free of charge

13 EXTRA TIPS 1 Prepare in advance

Visit websites 2 Take pictures or video with

camera or phone 3 Bring someone along

another pair of eyes helps 4 Create a timeline

from when you first experienced the property until the day you leave

5 Eat a meal at the property and sample on-site catering menus

6 Get to know the key employees the general manager concierge director of security chef etc

7 Discuss concessions but be ethical honest and realistic about your budget and expectations

8 Make an unannounced visit to the property

9 Stay overnight Order late-night and early-morning room service Arrange a wake-up call and keep a checklist of all services

10 Use speedtestnet to test Internet speed and bandwidth in rooms and meeting space

11 Are any renovations planned Will the work interfere with your meeting

12 If yoursquore visiting an unfamiliar city also schedule tastings with potential caterers and meetings with other suppliers as well

13 you cant attend a site visit in person see if you can find a local planner through an online community like PYM or MeCo or an association like MPI to do the inspection and send you their notesimpressions



1 REPORT BACKo Notify all who were involved in the site

selection process (national sales offices property-level sales manager CVBs etc) that the bid was awarded

o Send thank-you notes to everyone you met and consider providing feedback to vendors you didnrsquot select

2 NEGOTIATE SITE CONTRACTo Make sure the contract is easy to read

and precise o Ask a meetings industry attorney to review

it even if your company doesnrsquot require it At the least check to see that indemnification language is included and is reciprocal Make sure that each party is responsible for its own negligence

o Make sure it includes concessions and upgrades besides the standard offering such as complimentary meeting space room upgrades VIP amenities complimentary welcome reception free parking health club passes etc Specify what is not allowable for direct billing ie personal phone calls alcoholic beverages movies room service etc

o Does it contain cancellation clauses attrition fees etc

o Strike out clauses that ldquodouble-diprdquoo Protect your group from change of

ownership or any other factor that might reduce the quality of service by inserting a clause that gives you the right to cancel if quality of service is jeopardized by specific conditions

o Include a statement in the contract that all fees and charges have been disclosed and that you are not liable for any other changes unless you agree to them in writing

o Update your meetings reacutesumeacute and double-check details before signing

o Make sure your contract is countersigned and dated by all necessary parties

3 CHOOSE VENDORSo Ask the facility to recommend

vendors if they donrsquot have on-site services or contracts

o Check references and talk with people who have used the service provider

o Meet with caterers and sample foodo Meet with speakers andor entertainers

and review demo tapespress releases reacutesumeacutes Is there a backup plan if there are last-minute cancellations due to illness travel delays etc

o Arrange for equipment needso Arrange transportationo Inquire about policies on credit and

payment of charges Is there a discount for paying in advance or within a certain time frame

o Ask about the cancellationrefund policy Find out what measures are in place in case of equipment failures

o If the event is outdoors or includes outdoor activities what provisions are there in case of bad weather

o Finalize written agreements and follow up with final details

o Schedule extra help for the day(s) of the event (CVBs or colleges may have volunteers)

4 CREATE SPEC WORKSHEETSMake separate worksheets for each function or meeting room so they can be given to everyone responsible for the session or activity They will facilitate communication and establish a chronology Includeo Billing costs and informationo Beveragebreakmenucatering detailso Equipment informationo Entertainment detailso Program location and titleo Setup detailsdiagramo Staff responsiblitieso Type of functiono Contact information

5 INVITATIONS SIGNS AMENITIES ETCo Develop your attendee listo Print and mail invitations or save paper

and email invitations depending on the preference of your group

INDUSTRY WEBSITESbull Asaecenterorg

American Society of Association Executives

bull Conventionindustryorg Convention Industry Council (CIC)

bull Ezcompymhangout PYMrsquos G+ community for meeting planners with monthly online video chats and broadcasts

bull Gmicglobalorg Green Meeting Industry Council

bull Iaap-hqorg International Association of Administrative Professionals

bull Isescom International Special Events Society

bull Meetingscommunitycom MeCo listserve

bull Mpiweborg Meeting Professionals International

bull Pcmaorg Professional Convention Management Assn

bull PlanYourMeetingscom Plan Your Meetings online RFPs resource directory blogs news social networks advice tips and more

bull FacebookcomPlanyourmeetings An online community of meeting professionals

bull Sgmporg Society of Government Meeting Planners

bull Siteglobalcom Society of Incentive amp Travel Executives

FOLLOW THESE 6 STEPS



o Include information on agendas about suggested attire travel arrangements directions and other instructions (Consider including a list of other meeting attendees)

o Track the number of RSVPs follow up with those who did not RSVP to find out why they canrsquotwonrsquot come

o If no reusable supplies from previous events are available order signs and printed material including nametags

o Put together your welcome package include evaluation forms (Consider distributing digitally or via flash drives)

o Arrange delivery of all meetings material with the event manager

o Develop and distribute meeting agenda (include hotel and transportation information)

o Prepare a complete master set of all handouts and materials to carry with you in case digital files are corrupt or shipments get lost in the mail

o Get estimatesproposals for gifts or favors Make sure they reflect the meeting and respect the corporate brandimage

o Place gift orders wrap and distributeo Make arrangements for post-meeting

disposal of items whether they are to be donated recycled or shipped

6 PRE- AND POST-MEETINGSOnce the contracts are signed you will probably be assigned to a Conference Services Manager (CSM) by the facility Get to know the CSM very well he or she can help with upgrades perks and special requests Schedule pre- and post-conferences with the CSM Depending on your program the average pre-conference is two to four weeks prior to your meeting (date of arrival) The post-conference will provide important feedback for you the property and for future meetings So be honest and donrsquot forget to give praise where itrsquos deserved

IN ADVANCEo Check with the hotel at intervals to review

the agreement plans and to make sure things are on schedule

o Submit group rooming list to hotel and

confirm arrangements three to four weeks out (including menus room setups and special requests)

o Provide guaranteed attendance numbers for food and beverage events at least 72 hours in advance

o Confirm speakersrsquo AV needs and travel arrangements and review per diems and reimbursement policies

o Confirm logistical arrangements with other service providers

ON-SITEo Hold pre-conference meeting to

review detailso Confirm arrival of shipped materials

and distributeo Check hotel ldquoreader boardsrdquo for posted

times and locations of your functions o Check function roombanquet setupso Notify on-site contacts of any

changes in plans or requirementso Monitor service deliveryo Keep track of master account Review and

sign banquet checks dailyo Make sure everyone knows whatrsquos

acceptable See that either signage in-room screens or registration packets contain information about ground rules

AFTER THE MEETINGo Gather room pickup and other

reports from facilityo Prepare statistical reports on the

meeting Detailed reports should include attendee demographics budgets and procedures as well as feedback (These will provide a history for future events)

o Process evaluation forms Document your successes and share with meeting stakeholders Surveys should include more than routine questions about food entertainment and the facility ask what attendees learned from the meeting that will change the way they do business Evaluate overall satisfaction and demonstrate how well the event met its objectives

o Provide feedback to the hotel it builds a future relationship Let them know what they did well and how they could improve

6 EXTRA TIPS1 Room rates are the easiest

item to negotiate Knowing your attendeesrsquo habits and what they will spend on other services such as golfing fees gives you more leverage Look for soft dates and off-peak savings

2 Familiarize yourself with the destination and meeting locale Get to know the local culture find out what events are going on that you might tie into tap into the CVB and any other resource

3 Stay in touch with everyone Make sure meeting objectives systems and procedures are clearly spelled out and conveyed to staff and attendees Keep suppliers speakers and staff up to date on the status of the meeting no matter how busy you are

4 Stay on schedule Attendees want to know exactly what will be offered when it will start and how long theyrsquore expected to stay

5 Be courteous to everyone and make sure your staff is trained to be as well

6 Check airlift into potential meeting destinations If possible confirm with local CVBs or air carriers that service will still be available over the dates of your meeting If service is discontinued it can make formerly accesible destinations expensive to reach



o Get estimates and proposals

o Arrange tastings and take photos

o Choose catererrestaurant

o Sign contract

o Pay deposit

o Choose format

o Finalize menus (include special needs)

o Finalize seating deacutecor etc

o Take final head count

o Arrange for tips and taxes

o Arrange transportation and parking

NEGOTIATING GUIDELINESo Donrsquot forget to take a look at menu

pricing before hotel contracts are signed Beware of hidden charges mdash tax gratuities service charges setup fee decorations carving person labor bartender etc

o Ask for references from groups that have held food functions at the facility within the last two months

o Find out how far in advance the property will confirm menureception prices

o Watch FampB attrition in the contract negotiation stage Tell them you will pay any attrition on their profit not the entire plate and not on service charges if the attrition happens far enough out that food and labor havenrsquot been ordered If you think this is going to be a problem ask the catering manager how far out they order the food Also go low on your numbers it is always easier to add than delete but be sure to keep your catering manager updated if your numbers are growing Most vendors provide 5 percent to 10 percent above the agreed-upon guaranteed number

o If you know you will exceed the minimum FampB spend required you can use that as leverage in negotiations to gain concessions elsewhere

o Find out when the sitersquos program coordinator will arrive to oversee last-minute details (This should be at least 30 minutes before the food function is scheduled)

o The best way to handle FampB billing is have the property do a binder that has dividers by dates according to your catering functions Each morning they take the banquet check attach it to the BEO from the previous day and place them into the binder under the day the event happened Accounting then gives the binder to the meeting planner who is handling the billing on a daily basis to sign banquet checks Once checks for that day are signed give the binder back to accounting This way any discrepancies can be discussed while the meeting planner is still on-site

o Be aware of what is happening in general with food costs If you frequent certain restaurants become friends with the manager and occasionally ask what pricing on food is looking like Same with liquor store owners

o Keep an accurate history on your numbers Go around and see how many people you actually have Donrsquot count empty seats count folded napkins or unused silverware

o For bar service on consumption is cheaper than per person Coffee breaks per piece are cheaper than per person If you are doing power bars or granola bars for your coffee breaks make sure they are on consumption as very few people eat them

o The biggest cost-cutting yoursquoll do is in beverages by not having an open bar and just serving beer and wine Or have just one special drink in addition to beer and wine versus an open bar

PLAN YOUR FampB

DONT FORGETFood allergies and diet restrictions are an increasing concern among event attendees Make sure this information is gathered during registration and that allowances are made Donrsquot forget to make sure the banquet staff understands the importance of attending to and serving these needs

RENT ITNeed a candelabra or brandy snifters Coat hangers or cutlery Fountains or furniture You can rent them all In fact when it comes to renting items by the hour the possibilities are endless Think ldquodifferentrdquo Need to set the stage Consider prop houses that work with theaters or within the film industry Think about renting plants from a nursery or paintings or sculptures from an art gallery Visit antiques stores specialty lighting facilities or furniture stores for ideas For trouble-free rentals make sure to have the time and people needed to make it work Visit the rental company and do a spot check for chips stains cigarette burns etc Finally check the cost of renting against the cost of buying In some cases it may actually be more cost-efficient to purchase the item



o Is there a charge for a bartendercashier In a cash bar reception find out if there is a minimum sales amount required to waive the cost (Be sure that you comply with the companyrsquos policy on alcohol)

o Add curb value to your meal by having the chef put herbs in sauces food vodka etc It seems more elegant and wonrsquot raise your cost

o Discuss how they dress their buffets Many companies are getting away from fluff cloths and as a result the buffets can look flat and boring If this isnrsquot acceptable ask for more layering and texture If you have a couple of pennies to spend buy some potted plants mdash they will last your entire stay

o Make sure properties charge based on actual not estimated consumption

o If you have a very tight budget its best to tell the chef how much you can spend per person and let him or her design a custom menu for your group

FRESH IDEASo Put meal coupons in the attendeesrsquo

registration package for those requesting special meals Have the banquet server set a cocktail round with the box of special meals behind them people can come up to this station to redeem their coupon

o For breakfast think along the lines of a European continental breakfast assorted nuts trail mix cheese display with crackers and an antipasto platter of meats sausages and vegetables

o For coffee breaks have the facility put the replenishments for cream sugar cups etc under the coffee break table Put creamer and sugar in big bowls to cut down on replenishment

o Make sure snacks or treats are fresh Have healthy alternatives keep them simple but fun mdash baskets of popcorn plates of cookies yogurt with fresh fruit and granola everything chocolate or a local specialty like Moon Pies

o Use decorative buckets to hold different types of snacks mdash trail mix dried fruit miniature pretzels chocolate-covered raisins etc Put out wax bags or little white bags with a sponsorrsquos sticker and let people make their own baggie

o Consider an afternoon tea Offer a selection of green teas with finger

sandwiches or mini-dessertso Donrsquot pay much attention to what is ldquoinrdquo

Instead pay attention to the foods your group enjoys and try to put twists on them ie instead of chocolate chip oatmeal and peanut butter cookies do toffee chip MampM and Reesersquos Pieces cookies Or provide healthy alternatives like fruit and nuts

o Be more conscious of the food that is coming back Get up and walk around the room during your events and see what people arenrsquot eating Ask the banquet captain to keep track of what comes back untouched (tip extra for his or her help)

o Always make sure buffets are double-sided even for smaller groups

o Make the menu a keepsake Do something different with your printed menu put relevant quotes above the item being served and then print the menu on a nice paper from a paper store Or if yoursquore interested in being green print the menu on a sheet embedded with wildflower seeds that can be planted or project the menu on a wall

o Personalize the meal mdash have the company logo or name stenciled in chocolate or powdered sugar on the desserts ask the bartender to create a signature cocktail

o Use props on the tables to tie in to your theme

o Chef demonstrations wine-tasting dinners create-your-own stations and other interactive educational opportunities enhance events and make for memorable experiences

o Lazy Susans or salads that need to be assembled at the table are a fun way to get people talking to others at banquets

5 EXTRA TIPS1 Cutlery Rental cutlery

goes far beyond plastic and stainless steel Your borrowed finery can include fish forks butter knives or demitasse spoons in gold plate or pure sterling

2 Dishes Options range from exquisite table settings to Fiesta-ware for barbecue grub Beyond the basics you can choose from gold- or silver-rimmed plates bone china soup bowls demitasse cups dessert plates and so on Mixed shapes and patterns add to the tablersquos interest

3 Glassware Rent glasses in every shape and size Try different colors

4 Linens Rent tablecloths table runners and napkins in every imaginable hue and layer them Order dark napkins and lint-free tablecloths lint from white tablecloths and napkins leave a mess behind on dark suits Organize buffet tables into color groups to match a corporate or program theme

5 Tables and chairs Tables come in half-moon serpentine high-top and more Or rent bar tables registration tables and banquet tables complete with covers of every description Ordinary banquet chairs can be covered with fabulous fabric for greater impact tied with bows or hang with silk vines and flowers



Dynamic meetings effective interaction and successful learning depend on the setup of the room Pay close attention to details and donrsquot just accept the schematic the facility provides Make setup decisions based on your needs

o Comfort zone Make sure the room is neither too hot nor too cold Are there any unpleasant odors Be aware of cleaning solutions food odors or any other less-than-pleasant scents in the room

o Doors and walls Your group should face the longest wall in the room This way the maximum number of people face the presenters

o Front and center Typically the back of the room fills far quicker to the speakerrsquos disadvantage Place rope and stanchions across the back rows forcing people to the front Or put the speaker in the center ldquoin the roundrdquo

o General appearances Check to see if there are any panels on the ceiling that show signs of dirt or water damage that the windows are clean that chairs and tables donrsquot wobble or show signs of wear Ask when the last time air filters were changed

o Lighting Make sure all the lights are functioning properly and set the way you prefer Consider pink lighting for the speaker which is the most flattering

o Size Make sure the room is not too large or too small for the group If participants arrive and see a room that is relatively empty they may think the meeting is not very important A room that is too large is as negative as a room that is too crowded mdash both may give an impression of lack of respect for the meeting and speaker

Have you left space for staging audiovisual equipment pillars or head tables Is there space for refreshment breaks How do you know if a potential space is adequate to your needs The best way to be certain your group will fit easily into a space is to create a diagram to scale (Room diagramming software is available) Another advantage to using a diagram is that it can simply be handed to the people in charge of setting up the room for your meeting

o Sound Make sure the sound system is in excellent working condition and that there is someone who knows how to work it Do a sound check before the meeting starts and have an additional microphone on hand in case of technical difficulties Also consider neighboring room noises and hotel maintenance schedules You donrsquot want someone starting a vacuum cleaner or lawn mower outside your room during the presentation or meeting

o Table shapes Square or rectangular tables create a sense of getting down to business and are often preferred for training sessions and instructional meetings Round tables encourage a sense of cooperation and sharing and are also a good shape for creative ideas and brainstorming sessions

o Visibility Make sure presentations overheads and handouts use a typeface that all participants can easily see Make it easy for every person to see and hear the other individuals

PAY ATTENTION TO ROOM SETUPS

7 EXTRA STEPS1 Make sure you take the

overview tour of meeting room locations Are the rooms easy to find How much signage is needed

2 Attendees should be able to leave the room without disturbing anyone else

3 If extensive writing is to be done or if the meeting will run more than two hours seat attendees at tables preferably without a cloth

4 If chairs are not as comfortable as they could be ask your speaker to consider giving participants a stretch break

5 Provide plenty of ice water drinking glasses notepads pencils mints etc

6 Itrsquos important that during sessions attendees can see each other it helps them connect with each other and the presenter

7 People learn and feel better in comfortable attractive surroundings keep that in mind



The following are common seating arrangements Whichever arrangement you choose should be comfortable and promote open discussion There are nine distinct choices each best suited to a specific set of circumstances For more out-of-the-box ideas visit thrivalcom

1

2

3

4

5

678

9

1 CLASSROOM SEATING Reminiscent of a schoolroom this is basically

rows of tables with chairs Itrsquos preferred when attendees need table area to take notes spread out materials or do other activities One of the most efficient uses of space classroom tables come in two widths The standard table is 30 inches wide there also is an 18-inch version known in the trade as a ldquoskinnyrdquo Tables are either 6 or 8 feet long Place two participants at the 6-foot table and 3 at the longer version Specify in your contract the number of participants you want per table otherwise the facility may overcrowd each table to fit more people into a smaller room

2 THEATER SEATING Theater seating maximizes space but it

is far less convenient for note-taking or group interaction

3 CHEVRON SEATING In this setup chairs are angled toward the

front of the room in a V-shape Chevron seating has a friendlier feel

4 CONFERENCE SEATING Used for meetings with 30 participants

or less all chairs gather around one large table

5 U-SHAPE SEATING Also used for small meetings standard

banquet tables measuring 8 feet long and 30 feet wide are placed end-to-end to form a large U shape Participants face each other but there is space between the tables that can be used as a presentation area

6 HOLLOW SQUARE SEATING Standard banquet tables are placed end-

to-end forming a giant rectangle or square that is hollow in the middle Itrsquos generally used for groups of 30 or fewer

7 T-SHAPE SEATING Another small group setup banquet tables

are arranged to form a large T giving a sense of having a head table where presenters might be seated

8 BANQUET SEATING The standard banquet table is 60 or 72

inches in diameter seats eight or 12 people and is nearly always used at food functions

9 CRESCENT SEATING Similar to banquet seating but the chairs

are placed around one-half or three-quarters of the table Chairs all face the front of the room

SEATING PLANS



o Do you want them to educate entertain or persuade Make sure they can help you accomplish the meetingrsquos goals

o Before hiring a speaker or entertainer meet with them in person watch a performance or ask for a demo tape

o Discuss what the specific presentation or entertainment program will be for your event You donrsquot want to be surprised

o Try to negotiate a flat fee See if the speaker is willing to include travel hotel or other costs in the fee

o Check contingency plans for illness bad weather power outages etc

o Make sure the venue can accommodate your choice (A two-piece act in a large convention room will get lost)

o Arrange for something to fill in when the band takes a break

o Make sure you have covered all equipment needs (lectern microphone preference overhead projector LCD panel video equipment) Check computer compatibility Be thorough about the technical requirements and make sure you know what is allowed and whether the room can accommodate the equipment such as large screens

o Check access to freight elevators and be sure to leave time for setup

and breakdowno Be sure to meet with the on-site

technician and make sure you can contact her or him in an emergency

o Check all mics and sound levels well before itrsquos time for the speaker

o Make sure the speaker or room monitor knows where the light switches are how they work and who will dim them on cue

o Check sightlines to the stage or podium Never place the speaker in front of a window shiny surface or busy background where glare or distracting elements will compete and diminish attention to the message

o Fresh or silk flower arrangements or plants near the podium create a feeling of comfort (Be sure to ask the speaker about allergies)

o Will speaker provide handout material or need copies made

Be green Encourage attendees to go to websites for handouts or distribute them digitally on USB drives

o Make sure the speaker knows how much time is allotted for his or her presentation and how much time should be left for QampAs

o Is there a rehearsal schedule Is there a speakerrsquos room (green room) where he or she can wait or do last-minute preparations

o Have water available at the podiumo Let speakers and other guests know

what meetings or events they are invited to attend Are they invited to the awards dinner

o Are they willing to offer other services MCing working the floor handling an information booth etc

o If staff members are doing presentations and need to improve their speaking skills consider hiring a theater professional to work with them on stage presence body language vocal work and delivery Corporate divisions of theater and improv companies have a variety of programs that can enhance employee training and development and are often staffed by actors with corporate backgrounds

o If you are planning a team-building activity make sure it suits your grouprsquos demographics Itrsquos important that whatever you plan itrsquos fun as well as challenging and wonrsquot leave anyone out in the cold

o Want a speaker to be a virtual emcee or presenter Look for someone with broadcast experience

HIRING SPEAKERS amp ENTERTAINMENT

SPEAKERS ONLINEbull Thespeakersgroupcom

Celebrity speakers and experts Search by price range

bull Brooksinternationalcom Celebrities famous athletes motivational speakers and entertainers

bull Nsaspeakerorg National Speakers Association

bull Premierespeakerscom International resource for prominent speakers

bull Speakerscom Authors impersonators actors celebrities and special interest speakers

bull Speakingcom Keynote speakers



Continued on next page

MANAGE YOUR MEETINGo Get organized with the basics a word

processor a spreadsheet and a databaseo If you need guidance download

free Excel spreadsheet templates for everything from conference matrix grids to attrition calculators from corbinballcomtipstools

o If you want everything spelled out for you meeting management software packages such as APEX Powershop can include everything from RFPs to housing lists nametags and budgets

o Organize press releases email invitations and marketing metrics with an online system such as Certain Meetings or Constant Contact

o I nvite local press or industry bloggers to attend and cover your event

GET CONNECTEDo Make sure you know how attendees

can get connected to the Internet on-site and at what cost

o Use a video-conferencing facility G+ hangouts or a virtual network like Second Life to facilitate training sessions and conferences between attendees in far-flung destinations or to introduce a special speaker to the group

o Need broadcast-quality resolution Go for HD camerasprojectors satellite feeds or Internet 2 access Live satellite broadcasts also are available for conferences held in movie theaters Check ncmcom for more information

o On a tight budget Webcam-equipped laptops create instant conferences over the Internet using free software like Skypecom Google hangouts and ooVoocom

o The World Clock Meeting Planner (timeanddatecomworldclockmeetinghtml) calculates the best conference times for attendees in up to four time zones

o Leverage technology such as Twitter Facebook LinkedIn Eventbrite

Slideshare Tumblr YouTube Lanyrd and Google+ to help you network connect attendees and market your event

MAKE IT SNAPPYo Encourage presenters to include YouTube

videos and music in PowerPointKeynotePrezi presentations

o Spice up a boring presentation with a little humor Some improv theaters have corporate entertainmentvideo departments or can team-build

o Moderate Twitter streams for real-time conversationsfeedback using an event specific hashtag (eg yaypym) and provide a blogging station during general sessions

SET THE STAGEo Choose a room with adjustable

lighting Keep the room light enough to take notes

o Datadigital projectors can be hooked up to laptops DVD players or mobile devices

o Using closed-circuit video in large rooms allows you to scatter satellite screens throughout the audience to improve everyonersquos access to the information presented

o Copy boards let presenters record notes and print them out for attendees

o Interactive whiteboards are connected to a computer and projector allowing presenters to interact with the audience and access computer-based information at the same time

o Plasma display panels (PDP) or flat-panel television screens can be used in lieu of a traditional screen PDP overlays turn plasma panels into interactive whiteboards

o Multiple panels can double as video-enhanced scenery projecting one or many background images

o Water screens provide a high-resolution projection surface that ldquofloatsrdquo

o You donrsquot need a screen to project images

8 EXTRA TIPS

1 Research areas yoursquore unfamiliar with at planyourmeetingscomdestinations or on our business directory

2 Find out whether airfare rates are likely to rise or fall and see what the current lowest fares are at bingcomtravel

3 Make sure software is com-patible with your comput-errsquos operating system Also only load software on the computer you will be doing the most work on software locks may prevent it from running on more than one machine

4 Create a closed-circuit video connection between the main space and any spillover group so everyone can see whatrsquos going on

5 Use the free TechSpec app to rate a venue or hotelrsquos technical infrastructure and compare potential meeting sites

6 Need backup Internet 4GLTE aircards may be rented by the day from daypasswirelesscom

7 A mobile devicersquos hotspot may be used in lieu of wired Internet if yours goes out But tether the device to a laptop via a USB cable to ensure the best connec-tion

8 4GLTE cell conections are faster than most Wi-Fi connctions

TECHNOLOGY KNOW-HOW



The surface of a pool the walls of a room a wall of water mdash anything that is flat will add texture and a touch of the unexpected to projected displays

o Consider creating projected 3-D images to interact with speakers or audience

o Self-contained roll-up venues are available for outdoor events

o Check the presentation sightlines from everywhere in the room

o Encourage speakers to interact with the audience by providing clip-on lavaliere handheld wireless or headset microphones

o Use colors and light to transform the mood of a room and brand the space Laser lighting can create rock-show effects spell out company logos or slogans and reinforce the rhythm and mood of piped-in music Gobo gels in fixed lights can project logos and color washes Special gobo gels can simulate textures as well

BE PREPAREDo Walkie-talkies are your best friends

All important contacts should have one on the big day Donrsquot rely on cell phones (although the Voxer walkie-talkie app is cool)

o Make sure the venue provides you with at least one tech-savvy AV person who will be on-call and within armrsquos reach throughout the event

o Have extra batteries for microphones dongles for projectors and charger plugs for laptops in the presentation room

o Make sure projection equipment is compatible with the disc or laptop the presenter is bringing in advance Just in case have a backup plan

o Use text messages social networks conference apps and emails to broadcast emergency information or schedule changes as needed

Continued

BY AIRo Whorsquos in charge of booking flights

An in-house department An outside travel agency Coordinate flight arrivals to simplify ground transportation arrangements (and lower costs)

o Select an official airline Some airlines have group sales departments offering discounted fares ticketing services and convenient billing policies

o Airfares tend to be lower if yoursquore flying into a major hub where an airline is based

o Best fares are traditionally found 90 days out Bingcomtravel predicts whether fares will rise or drop and lists what the current lowest fare is on any given day

o Encourage attendees to use your official air carrier Use that as leverage to get complimentary tickets based on number of seats booked to use for future flights for staff or VIPs

o Ask airlines for additional frequent flyer points for your group and for an additional discount for those booking flights 60 days or more in advance

o Negotiate for the use of the carrierrsquos VIP lounge for an attendee meet- and-greet

o Note fees for checked luggage

GROUND TRANSPORTATIONo Check with hotels and facilities many

have free dedicated airport shuttles or can provide airport pickups for a minimal fee

o Arrange limousine (Hummer town car) transfers for VIPs

o Do you need to ask for concessions on staging areas and curb space at the airport or venue

o Are police needed for extra security If so who will pay for themo Get advice from the local convention

and visitors bureau (CVB) about how to

GETTING THERE AND BACK



handle group transportation needs Do they have examples of what similar size groups have done in the past Do they have suggestions for unusual forms of transportation

o Contact local transportation companies the CVB recommends

o Does the city have a public transportation system that would be useful Are group fares or charters available

o What are taxicab fares and can prepaid vouchers be purchased for attendees in advance

o Consider hiring a destination management company to arrange transportation and drivers print brochures and maps for attendees and set up signs and loading areas

o Whatrsquos the transportation schedule A continuous loop Morning and afternoon only On demand

o Whorsquos providing signage for each vehicleo Arrange America Disabilities Act (ADA)-

equipped vehicles if neededo If venues are within walking distance

give attendees maps

BE PREPAREDo Make sure the vendor carries adequate

insurance that states liability limits o Ask for recent referenceso Make sure vendorsrsquo contracts spell out who

is responsible for whato Have passenger lists to check so no one gets

left behindo Keep shuttle vans stocked with water and

light snacks especially if attendees will be getting on and off more than once a day

o Consider hiring a speaker or storyteller to amuse attendees if they will be on the bus for more than 20 minutes

o If attendees will have bags with them make sure shuttles have ample storage space

o Keep informed about local construction schedules and traffic patterns use that information to avoid both while in town

PREPARE THEMo Keep attendees informed about what they

should expect before they arrive o Whatrsquos the weather like What activities

are planned Will they need sensible shoes What should they pack

o Whatrsquos the airport layout Where should they go after they land and who will be there to meet them What should they do if their plane is late

o Greet attendees at the airport with a bottle of water and with welcome packets they can relax rehydrate and reorient themselves to the new task at hand before arriving at the hotel

o Provide diagrams of the meeting venue and transportation hubs so no one wastes time getting lost

o Donrsquot ever assume attendees know where theyrsquore supposed to be

o Be productive in informing attendees about potential crises like hurricanes or flu outbreaks so they know what contingency plans are in place

Jackie Thornton MS CMP contributed the seating chart to this guide President of Global Marketing and PR Inc Jackie also teaches event planning certificate courses

Claire Gould owner of Rx for Events LLC contributed to the FampB section Claire shares her FampB tips and experiences monthly at PlanYourMeetingscom

Plan Your Meetings Chief Storyteller Kristi Casey Sanders updated and edited this guide

For more best practices planning trends tips ideas examples industry news and more claim your free subscription to PYM at PlanYourMeetingscomsubscribe

7 SAFETY TIPS1 Gather a list of emergency

contact numbers from the local CVB and notify authorities when your group will be in town

2 Meet with hotel and facility security professionals and go over emergency procedures particularly exit and crowd management strategies Know city plans too

3 Go over internal communication plans know who is doing what and make sure everyone is on the same page and is connected during the event

5 Make sure properties and facilities are aware of who your vendors are what they are delivering and when they are expected

6 Know whatrsquos going on in the world Designate someone who can deal with questions and concerns attendees may have Have alternative travel plans just in case

7 Spell out specifically who is responsible for what in vendor contracts Vendorsrsquo insurance should state liability limits see if your group can be named as additional insured Consider getting an event cancellation policy


PYM-LIVE-Event_2015_Digital_Guidepdf

Austin Digital Guide Adspdf

2015 Austin PYM Practical Guide to Meeting Planningpdf


S P E A K E R B I O S

EVAN CASEYrsquos primary focus has been to grow the client and consumer base of PYMrsquos business-to-business model He joined the company in 2000 shortly after graduating college and immediately helped PYMrsquos sales territory expand from the Southeast to the Southwest After breaking open several new markets for PYM he rose from the ranks of sales rep to publisher and ultimately VP of Sales amp Marketing

Under his leadership PYMrsquos buyers have evolved from a handful of Atlanta-area hotel accounts to include a nationwide portfolio of hotels resorts destination marketing organizationsCVBs and productsservices On the audience development side Evan has helped nurture and grow PYMrsquos local audience into a national community comprising more than 110000 corporate association and professional planners His attention to detail and dedication to sustainable growth and sales techniques has helped make PYM a valued nationally recognized brand

MARTI FOX CMP CMM one of DFWrsquos most accomplished meeting plannermanagers established Global Goals in 2001 She leads a team of seasoned planners college interns and specialist professionals As part of her 2001 launch into entrepreneurship Marti Fox was a co-founder of the Independent Meeting Planners of DFW Consortium a virtually unlimited resource of industry support and expertise comprising 12 meeting professionals with more than 300 years of cumulative experience She is also an adjunct professor of travel exposition and meeting management (TEMM) at Richland College Marti Fox leads her team as a hands-on business owner and planner As an industry leader she shares her expertise as a mentor and trainer of hospitality professionals on planning techniques standards and best practices She also trains individuals and organizations in domestic and international protocol and etiquette

KRISTI CASEY SANDERS DES is an award-winning writer and creative director whorsquos covered the meetings industry since 2003 As VP of CreativeChief Storyteller of Plan Your Meetings a free educational resource for meeting and event planners she works to empower educate and inspire the unsung heroes of the corporate world and help them find the resources ideas and technical knowledge they need to plan better meetings and events through PYMrsquos digital content social communities and PYM LIVE Events You can follow her on Twitter PYMLive and KristiCasey Plan well and prosper friends yaypym

notes S P E A K E R S

Evan CaseyVP of Sales and Marketing

Plan Your Meetings

Kristi Casey SandersVP of CreativeChief

StorytellerPlan Your Meetings

Marti FoxFounder

GlobalGoals

Herersquos a list of upcoming 2015 PYM LIVE Events to tell your friends aboutbull June 25 ndash Raleigh Marriott City Centerbull July 30 ndash Coors Field Denver bull Aug 25 ndash Hilton Dallas Plano Granite Park bull Sept 24 ndash The Wayfarer New Yorkbull Nov 17 ndash JW Marriott Houston Dwtnyaypym

DID YOU FORGET TO MAKE APPOINTMENTS FOR THE LAST HOUR OF THE SHOW

Use the dance card on the inside back cover to reserve times use Topi to request time

with people here or find a PYM staffer






PLANYOURMEETINGSCOM




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430 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 5 pm _______________________________________________________________________________________ ________________________________________________________________________________________

435 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 505 pm _______________________________________________________________________________________ ________________________________________________________________________________________

440 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 510 pm _______________________________________________________________________________________ ________________________________________________________________________________________

445 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 515 pm _______________________________________________________________________________________ ________________________________________________________________________________________

450 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 520 pm _______________________________________________________________________________________ ________________________________________________________________________________________




PLANYOURMEETINGSCOM







WEBINARS










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WANT MORE EDUCATION

Visit youtubecom


TELL YOUR FRIENDS





MEETING PLANNING

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Ezcompymapple

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Windows mobile


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Sponsorship Revenue





























PLANYOURMEETINGSCOM













Geo-fencing



LinkedIn Connect



In-app sponsorship

Dynamic agenda

Content sharing

and many morehellip


notes






































430 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 5 pm _______________________________________________________________________________________ ________________________________________________________________________________________

435 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 505 pm _______________________________________________________________________________________ ________________________________________________________________________________________

440 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 510 pm _______________________________________________________________________________________ ________________________________________________________________________________________

445 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 515 pm _______________________________________________________________________________________ ________________________________________________________________________________________

450 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 520 pm _______________________________________________________________________________________ ________________________________________________________________________________________




PLANYOURMEETINGSCOM







WEBINARS










ezcomsocialsafari











WANT MORE EDUCATION

Visit youtubecom


TELL YOUR FRIENDS





MEETING PLANNING

Bytestrade










CREATE A BLUEPRINT









DEFINE YOUR MEETING













DEVELOP THE BUDGET




LIST ALL REVENUES










































DO SITE INSPECTIONS












































































































































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PLAN YOUR FampB

























































1

2

3

4

5

678

9



















SEATING PLANS



































































8 EXTRA TIPS









TECHNOLOGY KNOW-HOW















Continued



























give attendees maps



















































Bytestrade






Sponsorship Revenue





























PLANYOURMEETINGSCOM













Geo-fencing



LinkedIn Connect



In-app sponsorship

Dynamic agenda

Content sharing

and many morehellip


notes






































430 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 5 pm _______________________________________________________________________________________ ________________________________________________________________________________________

435 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 505 pm _______________________________________________________________________________________ ________________________________________________________________________________________

440 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 510 pm _______________________________________________________________________________________ ________________________________________________________________________________________

445 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 515 pm _______________________________________________________________________________________ ________________________________________________________________________________________

450 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 520 pm _______________________________________________________________________________________ ________________________________________________________________________________________




PLANYOURMEETINGSCOM







WEBINARS










ezcomsocialsafari











WANT MORE EDUCATION

Visit youtubecom


TELL YOUR FRIENDS





MEETING PLANNING

Bytestrade










CREATE A BLUEPRINT









DEFINE YOUR MEETING













DEVELOP THE BUDGET




LIST ALL REVENUES










































DO SITE INSPECTIONS












































































































































o Sign contract

o Pay deposit

o Choose format


















PLAN YOUR FampB

























































1

2

3

4

5

678

9



















SEATING PLANS



































































8 EXTRA TIPS









TECHNOLOGY KNOW-HOW















Continued



























give attendees maps

































Sponsorship Revenue





























PLANYOURMEETINGSCOM













Geo-fencing



LinkedIn Connect



In-app sponsorship

Dynamic agenda

Content sharing

and many morehellip


notes






































430 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 5 pm _______________________________________________________________________________________ ________________________________________________________________________________________

435 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 505 pm _______________________________________________________________________________________ ________________________________________________________________________________________

440 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 510 pm _______________________________________________________________________________________ ________________________________________________________________________________________

445 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 515 pm _______________________________________________________________________________________ ________________________________________________________________________________________

450 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 520 pm _______________________________________________________________________________________ ________________________________________________________________________________________




PLANYOURMEETINGSCOM







WEBINARS










ezcomsocialsafari











WANT MORE EDUCATION

Visit youtubecom


TELL YOUR FRIENDS





MEETING PLANNING

Bytestrade










CREATE A BLUEPRINT









DEFINE YOUR MEETING













DEVELOP THE BUDGET




LIST ALL REVENUES










































DO SITE INSPECTIONS












































































































































o Sign contract

o Pay deposit

o Choose format


















PLAN YOUR FampB

























































1

2

3

4

5

678

9



















SEATING PLANS



































































8 EXTRA TIPS









TECHNOLOGY KNOW-HOW















Continued



























give attendees maps
































PLANYOURMEETINGSCOM













Geo-fencing



LinkedIn Connect



In-app sponsorship

Dynamic agenda

Content sharing

and many morehellip


notes






































430 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 5 pm _______________________________________________________________________________________ ________________________________________________________________________________________

435 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 505 pm _______________________________________________________________________________________ ________________________________________________________________________________________

440 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 510 pm _______________________________________________________________________________________ ________________________________________________________________________________________

445 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 515 pm _______________________________________________________________________________________ ________________________________________________________________________________________

450 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 520 pm _______________________________________________________________________________________ ________________________________________________________________________________________




PLANYOURMEETINGSCOM







WEBINARS










ezcomsocialsafari











WANT MORE EDUCATION

Visit youtubecom


TELL YOUR FRIENDS





MEETING PLANNING

Bytestrade










CREATE A BLUEPRINT









DEFINE YOUR MEETING













DEVELOP THE BUDGET




LIST ALL REVENUES










































DO SITE INSPECTIONS












































































































































o Sign contract

o Pay deposit

o Choose format


















PLAN YOUR FampB

























































1

2

3

4

5

678

9



















SEATING PLANS



































































8 EXTRA TIPS









TECHNOLOGY KNOW-HOW















Continued



























give attendees maps



































Geo-fencing



LinkedIn Connect



In-app sponsorship

Dynamic agenda

Content sharing

and many morehellip


notes






































430 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 5 pm _______________________________________________________________________________________ ________________________________________________________________________________________

435 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 505 pm _______________________________________________________________________________________ ________________________________________________________________________________________

440 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 510 pm _______________________________________________________________________________________ ________________________________________________________________________________________

445 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 515 pm _______________________________________________________________________________________ ________________________________________________________________________________________

450 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 520 pm _______________________________________________________________________________________ ________________________________________________________________________________________




PLANYOURMEETINGSCOM







WEBINARS










ezcomsocialsafari











WANT MORE EDUCATION

Visit youtubecom


TELL YOUR FRIENDS





MEETING PLANNING

Bytestrade










CREATE A BLUEPRINT









DEFINE YOUR MEETING













DEVELOP THE BUDGET




LIST ALL REVENUES










































DO SITE INSPECTIONS












































































































































o Sign contract

o Pay deposit

o Choose format


















PLAN YOUR FampB

























































1

2

3

4

5

678

9



















SEATING PLANS



































































8 EXTRA TIPS









TECHNOLOGY KNOW-HOW















Continued



























give attendees maps
































notes






































430 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 5 pm _______________________________________________________________________________________ ________________________________________________________________________________________

435 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 505 pm _______________________________________________________________________________________ ________________________________________________________________________________________

440 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 510 pm _______________________________________________________________________________________ ________________________________________________________________________________________

445 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 515 pm _______________________________________________________________________________________ ________________________________________________________________________________________

450 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 520 pm _______________________________________________________________________________________ ________________________________________________________________________________________




PLANYOURMEETINGSCOM







WEBINARS










ezcomsocialsafari











WANT MORE EDUCATION

Visit youtubecom


TELL YOUR FRIENDS





MEETING PLANNING

Bytestrade










CREATE A BLUEPRINT









DEFINE YOUR MEETING













DEVELOP THE BUDGET




LIST ALL REVENUES










































DO SITE INSPECTIONS












































































































































o Sign contract

o Pay deposit

o Choose format


















PLAN YOUR FampB

























































1

2

3

4

5

678

9



















SEATING PLANS



































































8 EXTRA TIPS









TECHNOLOGY KNOW-HOW















Continued



























give attendees maps













































430 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 5 pm _______________________________________________________________________________________ ________________________________________________________________________________________

435 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 505 pm _______________________________________________________________________________________ ________________________________________________________________________________________

440 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 510 pm _______________________________________________________________________________________ ________________________________________________________________________________________

445 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 515 pm _______________________________________________________________________________________ ________________________________________________________________________________________

450 pm ________________________________________________________________________________________ ________________________________________________________________________________________ 520 pm _______________________________________________________________________________________ ________________________________________________________________________________________




PLANYOURMEETINGSCOM







WEBINARS










ezcomsocialsafari











WANT MORE EDUCATION

Visit youtubecom


TELL YOUR FRIENDS





MEETING PLANNING

Bytestrade










CREATE A BLUEPRINT









DEFINE YOUR MEETING













DEVELOP THE BUDGET




LIST ALL REVENUES










































DO SITE INSPECTIONS












































































































































o Sign contract

o Pay deposit

o Choose format


















PLAN YOUR FampB

























































1

2

3

4

5

678

9



















SEATING PLANS



































































8 EXTRA TIPS









TECHNOLOGY KNOW-HOW















Continued



























give attendees maps






































WEBINARS










ezcomsocialsafari











WANT MORE EDUCATION

Visit youtubecom


TELL YOUR FRIENDS





MEETING PLANNING

Bytestrade










CREATE A BLUEPRINT









DEFINE YOUR MEETING













DEVELOP THE BUDGET




LIST ALL REVENUES










































DO SITE INSPECTIONS












































































































































o Sign contract

o Pay deposit

o Choose format


















PLAN YOUR FampB

























































1

2

3

4

5

678

9



















SEATING PLANS



































































8 EXTRA TIPS









TECHNOLOGY KNOW-HOW















Continued



























give attendees maps



































MEETING PLANNING

Bytestrade










CREATE A BLUEPRINT









DEFINE YOUR MEETING













DEVELOP THE BUDGET




LIST ALL REVENUES










































DO SITE INSPECTIONS












































































































































o Sign contract

o Pay deposit

o Choose format


















PLAN YOUR FampB

























































1

2

3

4

5

678

9



















SEATING PLANS



































































8 EXTRA TIPS









TECHNOLOGY KNOW-HOW















Continued



























give attendees maps








































CREATE A BLUEPRINT









DEFINE YOUR MEETING













DEVELOP THE BUDGET




LIST ALL REVENUES










































DO SITE INSPECTIONS












































































































































o Sign contract

o Pay deposit

o Choose format


















PLAN YOUR FampB

























































1

2

3

4

5

678

9



















SEATING PLANS



































































8 EXTRA TIPS









TECHNOLOGY KNOW-HOW















Continued



























give attendees maps











































DEVELOP THE BUDGET




LIST ALL REVENUES










































DO SITE INSPECTIONS












































































































































o Sign contract

o Pay deposit

o Choose format


















PLAN YOUR FampB

























































1

2

3

4

5

678

9



















SEATING PLANS



































































8 EXTRA TIPS









TECHNOLOGY KNOW-HOW















Continued



























give attendees maps






























































DO SITE INSPECTIONS












































































































































o Sign contract

o Pay deposit

o Choose format


















PLAN YOUR FampB

























































1

2

3

4

5

678

9



















SEATING PLANS



































































8 EXTRA TIPS









TECHNOLOGY KNOW-HOW















Continued



























give attendees maps



































































































































































o Sign contract

o Pay deposit

o Choose format


















PLAN YOUR FampB

























































1

2

3

4

5

678

9



















SEATING PLANS



































































8 EXTRA TIPS









TECHNOLOGY KNOW-HOW















Continued



























give attendees maps





















































































1

2

3

4

5

678

9



















SEATING PLANS



































































8 EXTRA TIPS









TECHNOLOGY KNOW-HOW















Continued



























give attendees maps

































































































8 EXTRA TIPS









TECHNOLOGY KNOW-HOW















Continued



























give attendees maps













































Continued



























give attendees maps









































give attendees maps
































pym live 2015 austin digital guide

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