Plan Your Meetings Blog
PYM planner profile: Susan M. Fox, CMP
Posted by Kristi Casey Sanders on March 9, 2010 at 2:10 pmShe plans between 45 and 95 meetings a year and loves every minute. This month, I had the pleasure of interviewing Susan M. Fox, CMP, about the value of getting certified, the perks of planning meetings and what she enjoys most about her association with Plan Your Meetings. — Lisa Kraus
::
Lisa Kraus is the Director of Marketing & Audience Development and a contributing writer for Plan Your Meetings. She enjoys traveling, music, reading, and is an avid cat lover. She is currently working on writing her first book, a business guide for customer service and employee management.
Social media, contract clauses and spousal programs: discussions at 2010 PYM LIVE Austin
Posted by Kristi Casey Sanders on February 25, 2010 at 6:42 pmEngaging attendees using Twitter, multi-year contracts and budget challenges were among the topics tackled during the educational session at 2010 PYM LIVE Austin, held at the AT&T Executive Education and Conference Center on the University of Texas campus today.
Jeff Rasco (@JeffRasco) and Marla Werst (@ChicGeekGirl) helmed the roundtable discussion, which was inspired by our 2010 Big Book of Answers — a keepsake guide filled with meeting planner challenges and solutions. To get your free copy, subscribe to PYM.
In case you weren’t able to join us, here’s a transcription of the online conversation, which was channeled through Twebevent.com, a real-time search engine/chat room that let real and virtual attendees ask questions and post comments about the LIVE Event as it was happening via Twitter.
Here’s a transcript of the event. Videos and pictures are coming soon …
PYMLive RT @PromoYrMessage: I found a web event page hosted by @PYMLive for Thur 2/25 event for mtg planners in Austin #PYM2010 http://ow.ly/1arVZ -2:08 PM Feb 23rd, 2010
ChicGeekGirl #PYM2010 was awesome! Cant wait to be in Austin tomorrow! -7:35 PM Feb 23rd, 2010
PYMLive Today at 2pmCT/3pmET: Webcast of meeting suppliers on state of the industry http://ow.ly/1aPUR past findings at: http://ow.ly/1aPXZ #pym2010 -12:11 PM Feb 24th, 2010
ChicGeekGirl #PYM2010 http://www.planyourmeetings.com/townhall -3:27 PM Feb 24th, 2010
ChicGeekGirl @chicgeekgirl just attended a Town Hall for #PYM2010 with @LisaKraus and @JeffRasco, and some amazing partners! -5:31 PM Feb 24th, 2010
jeffrasco #pym2010 Gearing up for Austin stop on PYM Live tour. @ the AT&T Exec Conference Ctr this am. @chicgeekgirl and I facilitate discussion -8:44 AM Feb 25th, 2010
Wattstx Attending #pym2010 this morning. — at AT&T Conference Center http://gowal.la/s/9o6 -9:52 AM Feb 25th, 2010
PYMLive: @Wattstx That’s a really cool app, the gowal.la. Thanks for sharing. Twebevent page 4 2day is at http://twebevent.com/PYMLive #PYM2010 -9:55 AM Feb 25th, 2010
PYMConnect: @LisaKraus I found web event page hosted by @PYMLive for #PYM2010 http://www.twebevent.com/PYMLive @JeffRasco @ChicGeekGirl -9:58 AM Feb 25th, 2010
PYMLive: @lisakraus & Evan- I can’t wait to hear from you during the educational session today, work on the transcripts & see the vids #PYM2010 -10:00 AM Feb 25th, 2010
LisaKraus: It’s a beautiful day in #Austin for @PYMLive at the spectacular AT&T Executive Education and Conference Center! #PYM2010 10:02 AM Feb 25th, 2010
PYMLive: @LisaKraus So you don’t have to worry about snow? I thought you were in Texas… #PYM2010-10:08 AM Feb 25th, 2010
PYMConnect: #Meeting / Event Planners: Today is @PYMLive Austin, @MeetAtTexas 10-1pm http://ow.ly/1bbeu Remember to follow your tweets w/ #pym2010
-10:10 AM Feb 25th, 2010
ChicGeekGirl: #pym2010 Come check us out at the Plan Your Meetings 2010! We are on the trade show floor & speaking later with @JeffRasco! -10:15 AM Feb 25th, 2010
ChicGeekGirl: @chicgeekgirl is excited 2speak with @Jeff Rasco today for #PYM2010 at AT&T Conference Ctr Austin! Thanks @PYMLive & @LisaKraus -11:30 AM Feb 25th, 2010
Southernessyank: RT @ChicGeekGirl: @chicgeekgirl is excited 2speak with @Jeff Rasco today for #PYM2010 at AT&T Conference Ctr Austin! Thanks @PYMLive & @LisaKraus -12:00 PM Feb 25th, 2010
ChicGeekGirl: Speaking with @jeffrasco and @lisakraus at #PYM2010!!!-12:15 PM Feb 25th, 2010
paularigling: what techniques are others using to engage their attendees at and during meetings? #pym2010 -12:35 PM Feb 25th, 2010
homewithmandy: #pym2010 question: what are some ways to publish the “hash-key word” so attendees use it on facebook and Twitter? -12:44 PM Feb 25th, 2010 LisaKraus: @JeffRasco Social media for meetings is more than a trend. It’s here to stay! #PYM2010-12:45 PM Feb 25th, 2010
lizzy28 #pym2010 love the conference-thanks -12:46 PM Feb 25th, 2010
LisaKraus Establishing hashtags is an excellent way to archive your event conversations. #PYM2010 -12:49 PM Feb 25th, 2010
homewithmandy #pym2010 how long is too long for a hash-tag? Is “#ABCDE2010” too long? -12:50 PM Feb 25th, 2010
lizzy28 #pym2010 why is using twitter so hard on a blackberry? any resourses for set up questions? -12:52 PM Feb 25th, 2010
LisaKraus @lizzy28 I agree. It is best to set certain twitter accts to text messages for use on a blackberry. iPhone has great Twitter apps. #PYM2010 -12:53 PM Feb 25th, 2010
LisaKraus @JeffRasco Recommends Pathable for social media resource for events. #PYM2010 -12:56 PM Feb 25th, 2010
LisaKraus OpenBeak is a good app for Twitter on Blackberry. Thank you! #PYM2010 -1:00 PM Feb 25th, 2010
LisaKraus Let’s also talk about budget challenges. Who’s experiencing them? #PYM2010 -1:04 PM Feb 25th, 2010
LovdyHG How many have seen a majority of programs go virtual (e.g. Webinars)? #pym2010 -1:13 PM Feb 25th, 2010
LisaKraus @paularigling Who is having to renegotiate contracts? How are you handling that? #PYM2010 -1:13 PM Feb 25th, 2010
LisaKraus It’s a partnership with our hoteliers. We use the value of the meetings to negotiate. #PYM2010 -1:14 PM Feb 25th, 2010
LisaKraus How can we work with limited menus and accommodate popular diets for attendees? Good F&B question! #PYM2010 -1:15 PM Feb 25th, 2010
LisaKraus @ChicGeekGirl Add dietary needs to your event registration. #PYM2010 -1:17 PM Feb 25th, 2010
Wattstx #pym2010 How far in advance is realistic to lock in rates/contracts with hotels? 2, 3, 5 years? -1:19 PM Feb 25th, 2010
LisaKraus What are the benefits for having a spouse program with meetings and events? How does it improve the meeting for the attendees? #PYM2010 -1:20 PM Feb 25th, 2010
homewithmandy #pym2010 great discussions all! http://yfrog.com/3gqd8lj -1:25 PM Feb 25th, 2010
LisaKraus Go on the excursions on your site visits to create successful spouse activities. #PYM2010 -1:23 PM Feb 25th, 2010
PYMLive @homewithmandy Thanks for sharing the PYMLive image. Wish I could be there with you! #PYM2010 -1:53 PM Feb 25th, 2010
PYMLive @LisaKraus Spouse programs help families be together, which can increase attendance, esp since pple don’t want to leave office #PYM2010 -1:54 PM Feb 25th, 2010
PYMLive @Wattstx Some people are using clauses in their contracts to not get undercut by current market rates 2-5 yrs in future. #PYM2010 -1:55 PM Feb 25th, 2010
PYMLive @LisaKraus @chicgeekgirl re: dietary needs. Also make sure your banquet staff is well-educated, or your hard work will b for naught #PYM2010 -1:56 PM Feb 25th, 2010
PYMLive @LisaKraus @jeffrasko Crowdvine is a good social networking event platform, too. #PYM2010 -1:57 PM Feb 25th, 2010
PYMLive @lizzy28 Some planners insert a clause that says they will not be liable for any fees not explicitly spelled out in the contract #PYM2010 -1:57 PM Feb 25th, 2010
PYMLive @LovdyHG I think the trend is for majority of events to include more hybrid elements, rather than go all virtual #PYM2010 -1:58 PM Feb 25th, 2010
PYMLive @homewithmandy We publicize the hashtag in registration and conference materials, on Twitter, twebevent.com, and all group pages #PYM2010 -1:59 PM Feb 25th, 2010
In Dallas educating and waiting for … snow?
Posted by Kristi Casey Sanders on February 23, 2010 at 12:19 pmIt’s not unusual for winter events to be threatened by snow. But in Atlanta and Dallas? That’s just weird. Luckily, word on the street is that we haven’t had any cancellations for today’s PYM LIVE Event in Dallas, and we’re expecting some walk-ups. In case you aren’t able to make it, a transcript of the Twitterstream is below, which was archived at http://twebevent.com/pym2010.
Here’s a recap of the event, thanks to our tweeple:
)
Show Conversation -10:54 AM Feb 23rd, 2010 PYMLive @lisakraus Excited to hear that it’s a full trade show. Can’t wait to hear @ education later w/ @chicgeekgirl & @jeffrasco. #pym2010 -11:24 AM Feb 23rd, 2010
LisaKraus Our Twitter fountain for #pym2010 is great. Thanks @PYMLive for creating it, thanks to ETC for the new VGA cable. #pym2010 -11:50 AM Feb 23rd, 2010
jeffrasco About to get started @pym2010 #pym2010. bring your ??? For Marla & me. (wasn’t that a movie about a dog?) -12:34 PM Feb 23rd, 2010
ChicGeekGirl #PYM2010 -Are you joining us at Plan Your Meetings today? Who wouldnt want to visit the Mansion and enjoy some great networking -12:35 PM Feb 23rd, 2010
LisaKraus Ha ha @JeffRasco, that was Marley & Me #pym2010 -12:41 PM Feb 23rd, 2010
PYMLive @jeffrasco I’m curious how meeting planners can best recession-proof their jobs in-house or as independents. #pym2010 -12:49 PM Feb 23rd, 2010
LisaKraus Per @JeffRasco @ChicGeekGirl Meeting trends will embrace social networks #pym2010 -12:53 PM Feb 23rd, 2010
LisaKraus Use hashtags on your tweets to keep records of event comments and as a search term. @ChicGeekGirl @JeffRasco #pym2010 -12:55 PM Feb 23rd, 2010
LisaKraus @JeffRasco sees strong partnerships as a meeting trend for the next year. Build strategic business partners. @ChicGeekGirl #pym2010 -12:56 PM Feb 23rd, 2010
LisaKraus Most social network technology is FREE, that’s why u should b using it 2 promote meetings/events/company. Good advice @ChicGeekGirl #pym2010 -1:04 PM Feb 23rd, 2010
LisaKraus @JeffRasco recommends “The Whuffie Factor” by Tara Hunt for tips on successful social networking ideas #pym2010 -1:08 PM Feb 23rd, 2010
Southernessyank RT @LisaKraus: Most social network technology is FREE, that’s why u should b using it 2 promote meetings/events/company. Good advice @ChicGeekGirl #pym2010 -1:08 PM Feb 23rd, 2010
LisaKraus @JeffRasco “An expert is only 5 minutes ahead of everyone else. You want to recession-proof your job? Rock the boat.” #pym2010 -1:12 PM Feb 23rd, 2010
LisaKraus @ChicGeekGirl Recession proof your job: Do away with what’s not working, educate yourself, and network! #pym2010 -1:13 PM Feb 23rd, 2010
LisaKraus @ChicGeekGirl You’re never too old to have a mentor. Surround yourself with people who can elevate you. #pym2010 -1:17 PM Feb 23rd, 2010
LisaKraus How to combat tighter budgets? @ChicGeekGirl says you have to ASK for that added-value. #pym2010 -1:19 PM Feb 23rd, 2010
LisaKraus @JeffRasco If your budgets are cut, so are the vendors’ budgets. They will be creative because they want your business. #pym2010 -1:21 PM Feb 23rd, 2010
LisaKraus @JeffRasco Cheap is chic! #pym2010 -1:22 PM Feb 23rd, 2010
LisaKraus Visit The Convention Industry Council’s website for info on obtaining your CMP #pym2010 -1:24 PM Feb 23rd, 2010
LisaKraus Did @Jeffracso just call me a professional TWIT? #pym2010 -1:30 PM Feb 23rd, 2010
PYMLive How to combat tighter budgets @LisaKraus @chicgeekgirl? Also check out http://ow.ly/1ar9y #pym2010 -1:41 PM Feb 23rd, 2010
PYMLive RT @LisaKraus: Visit The Convention Industry Councils website for info on obtaining your CMP http://www.conventionindustry.org/ #pym2010 -1:43 PM Feb 23rd, 2010
LisaKraus Off to enjoy a delicious lunch @ Rosewood Mansion on Turtle Creek. Thanks to @JeffRasco @ChicGeekGirl for great education. #pym2010 -1:44 PM Feb 23rd, 2010
PYMLive @lisakraus @jeffrasco @chicgeekgirl What were some of the highlights of your day? #pym2010 -2:05 PM Feb 23rd, 2010
PYMLive RT @PromoYrMessage: I found a web event page hosted by @PYMLive for Thur 2/25 event for mtg planners in Austin #PYM2010 http://ow.ly/1arVZ -2:08 PM Feb 23rd, 2010
ChicGeekGirl #PYM2010 was awesome! Cant wait to be in Austin tomorrow! -7:35 PM Feb 23rd, 2010
‘We are thought leaders. We are committed to a more sustainable world.’
Posted by Kristi Casey Sanders on February 16, 2010 at 1:25 pmBy Lisa Kraus
The third and final day of the Green Meeting Industry Council’s Sustainable Meetings Conference began with an open business meeting and general session, led by incoming GMIC president Guy Bigwood (@guybigwood). Guy’s discussion focused on growing awareness and members, and included the unveiling of his GMIC manifesto:
“At GMIC, we are thought leaders. We think and act with integrity. We are passionate and committed to a more sustainable world. We are early adapters, inspiring and advocating change.”
The conference concluded with two more breakout sessions. The first one I attended was on marketing communications. The focus was reducing, reusing and repurposing as much as possible. Some best sustainable practices included taking full advantage of digital media to cut back on printed products, encouraging attendees to bring their own bags, and providing pitchers of water as opposed to bottled water. When considering promotional and specialty items, look for “second life products,” which are items made 100 percent from former products. Sound advice was also given with regards to matching products with a purpose. Across the board business concepts to keep top of mind: “Truth is a non-negotiable item” and, “an organization is always a reflection from the top down.”
The final session addressed where things stood with the developing APEX standards for meeting and event sustainability. British standards (BS8901) have already been developed, and are being recognized and practiced in several countries, including the United States and Australia. Elizabeth Henderson, CMM, CMP, director of corporate social responsibility for MPI presented her case study of the 2009 World Education Congress they held in Salt Lake City. Because sustainable events add value and creditability to the company or organization, she recommended planners begin by creating a policy, developing a procedure that includes checklists, and reporting regularly to the stakeholders. She also said that to be sustainable, one should always strive for continuous improvement. “Frame your activities within a mission that includes a scope with a sustainable policy. Be certain to engage the stakeholders throughout the supply chain.”
It was exciting to be able to attend two years in a row. Hopefully, next year you can join me, as we work together to create a more sustainable industry.
If you’re interested in joining the Green Meeting Industry Council, or finding a local chapter, you can do so here. Read more about meeting sustainably at the Green Meetings Portal.
FOR MORE ABOUT THE CONFERENCE, READ:
Virtual events, social networks and benchmarks for green meetings at the GMIC Sustainable Meetings Conference
Posted by Kristi Casey Sanders on February 15, 2010 at 3:56 pm
Special report from Lisa Kraus.
The second session I attended at the Green Meeting Industry Council’s Sustainable Meetings Conference on day two was all about the benefits of virtual meetings. As someone who champions live events (especially PYM LIVE Events), it is difficult for me to accept why a company would choose a virtual meeting. However, after Lynn Randall’s case study explanation of Cisco’s recent successful virtual meeting, I was sold. Large corporations who need to bring together meeting delegates from all over the world will not only save hotel and meal costs, but a significant reduction of hours in travel time, which positively affects the environment by reducing the carbon footprint caused by airplane and automobile pollutants. I still believe nothing replaces the experience of a face-to-face meeting, but virtual meetings do offer a sustainable alternative when they can be incorporated.
After a delicious lunch, Paul Salinger (@psalinger) led an in-depth discussion on using digital and social media for event marketing and communications. He offered great tips, such as asking meeting attendees to submit post-event surveys virtually, which not only saves paper, but also generates a better response ratio. A new event handheld device from Spotme was also introduced. This portable product provides delegates with everything they need during a meeting, is intended to accelerate networking, and is completely paperless. Some features include the ability to exchange virtual business cards, keep a current attendee list, view the full conference agenda, access maps of the facility, keep an e-conference binder and allow attendees to instant message each other.
One recommendation Paul made was that planners ask for delegates to create online profiles when registering, including their Twitter and Facebook names. Some participants expressed concern over privacy issues. Paul suggested that companies develop social media guidelines and policies to set an expectation of professional standards. I reminded everyone that if they are posting things on the Internet, it is no longer private. This is good advice our friend David Nour (@davidnour) has iterated to PYM LIVE Event attendees multiple times: “If you don’t want it found, don’t post it online.”
At the conclusion of this session, I took a few minutes to visit with some exhibitors, and see what goodies were being distributed at their tables. It was great to see so many conscientious vendors, who were careful not to bring too much, and limited their amount of printed products they were distributing. My favorite items were at Keystone Resort’s table. They had biodegradable plant markers with marigold seeds embedded in them. Keystone also had nice iPhone and computer screen cleaning cloths, which came in handy for me because I was tweeting so much from my phone. I also enjoyed visiting with the exhibitors from Aspen, who had pens that were made from 100% recycled materials. I was also thrilled to reconnect with my friend from last year’s conference, who was exhibiting for Visit Denmark. Not only did I see plenty of current friends, I made many new friends too. Richard Ko was present to not only attempt to stump the sustainable educators with his brilliant questions (he kept everyone on their toes), but to also introduce a new meetings initiative in development for Taipei, Taiwan.
The final session of the day provided details on how to track, benchmark and define strategies for measuring waste reduction in meetings and events. This can be a confusing subject, but presenter Eric Ricaurte summed it up by reminding us “If you can’t manage it, you can’t measure it.” He recommended implementing a company policy and process of instituting a green committee, developing and outlining green policies with vendors, providing ongoing staff training, and utilizing standards with observations tracking and reporting.
Day two at the Sustainable Meetings Conference
Posted by Kristi Casey Sanders on February 11, 2010 at 6:50 pm
PYM’s Lisa Kraus continues her adventure in meeting sustainably…
Day two at the GMIC Sustainable Meetings Conference brought attendees into a day-long, jam-packed schedule of several breakout sessions at the very green Colorado Convention Center. I loved being greeted by the convention center’s signature Blue Bear (right).
First, we were treated to a welcome address from GMIC president and co-founder Amy Spatrisano, CMP. She always delivers her speeches with poise and elegance, and today was no different. A proud moment for all GMIC delegates was Amy’s announcement that in seven years since the organization’s formation, we have grown to 577 members from 30 countries. Amy’s message, which she invited GMIC board members to enthusiastically help her deliver, was the unveiling of GMIC’s 2010 goals:
Vision of Success: By 2020, GMIC envisions a transformed meeting and event industry, driving towards sustainability, which…
- Achieves strategic goals that serve the economic environmental and social interests of all stakeholders.
- Incorporates the principles of sustainability as standard operating practices.
- Integrates international sustainability standards into its management, organization and reporting.
- Impacts positively on the local & global society through diversity and inclusivity.
- Promotes health, well-being, creativity and business effectiveness.
These goals were greeted with a standing ovation.
Next, we were all deeply engaged by the keynote speaker Annie Leonard (left), creator of The Story of Stuff. The Web site includes an interesting animated video that clearly outlines the global waste crisis. Her book is soon to be published in March. Annie spoke about environmental and health issues, and stated “We’re trashing our planet; we’re trashing each other; and we’re not even having fun doing it!”
Next up were the breakout sessions. Talk about having to make tough decisions! If I had mastered the ability to be in more than one place at a time, I would’ve attended them all. But…. I chose to first support PYM contributing columnist Midori Connolly (@GreenA_V) for her power session on green A/V (below). Who would’ve thought that A/V discussions could be so interesting?
Midori delivered! Her interactive session included audience polling and interaction, along with best A/V practices to be conscientious of during events. Her definition of green A/V included using better materials, implementing better practices, and improving profitability for events. Midori clearly outlined A/V best practices, which included researching products for responsible manufacturing, practicing proper waste management, tracking line-item costs, and reducing waste during the shipping process. Until tomorrow ….
Day one at the 2010 Sustainable Meetings Conference
Posted by Kristi Casey Sanders on February 10, 2010 at 12:19 pmPlan Your Meetings’ Lisa Kraus is reporting from the Green Meeting Industry Council’s 2010 Sustainable Meetings Conference, from Feb. 9-11, which we’re very proud to be sponsoring for the second year in a row.
Here are her notes from day one:
The GMIC Sustainable Meetings Conference kicked off today in the beautiful and green city of Denver. Over 200 worldwide attendees were welcomed at the airport with a huge GMIC banner. I am proud to be involved with so many industry professionals who have traveled so far to be here (including Dublin, Ireland; Alberta, Canada, and Taipei, Taiwan, to name a few).
Today we had the amazing opportunity to take a guided tour through Denver’s EPA (Environmental Protection Agency) building. The 9-story building was built in 2007 by combining two L-shaped buildings into a square; and has received the Gold level LEED certification recognition.
Some of the design features of the EPA building include: an under-floor air delivery system; daylight dimming, controlled by natural sunlight into the building; a three-terraced, 20,000-square-foot green roof, which minimizes heat island effects, absorbs carbon dioxide, and contributes to an estimated 26.7% reduction in stormwater runoff; and 48 grid tied solar panels. In addition to the 9-story atrium, topped off with sails to alleviate glare and control daylight heat, the interior design of flooring, doors, walls, and office desks and chairs are made from recycled materials such as plastic bottles, tires, and cork. This division of the EPA serves Colorado, Montana, North Dakota, South Dakota, Utah, and Wyoming.
If you want to follow the conversation, here’s what’s happening now (via Twitter):
