Plan Your Meetings

By Jan Tolle MacDonald, CMP, CMM

Another day of great sessions!

I attended my first SIG (Special Interest Group) session and the topic was “international meetings.”  The  SIG was such an excellent experience, I wish I would have gone to more. Why? This format is very open and information is exchanged freely between both planners and suppliers. It’s a small group lead by a moderator.  Each attendee introduces themselves and exchanges business cards.

I had the opportunity to meet with other Tourism Boards operating outside of North America.  We discussed various overseas travel issues like translation services, attendee registrations concerns and a lot of challenges that planners experience. I learned how I can better approach selling meetings in Alberta to international (American) groups. Representing a Canadian destination, it was interesting to learn how much easier it is to do business in my country than in other international destinations. We don’t have the same visa issues, nor are there language or cultural barriers.

I also learned many North American associations are grappling with shrinking memberships due to what they call the “economic 9/11″. As a result, the best way American associations can grow is by establishing chapters throughout the world. Eventually, this means their meetings will go to international destinations. (And I may be biased, but I think Canada is an excellent way to ease into a first-time international conference!)

I also attended:

• “Listen Up – Your Focus is costing you,” presented by Margie Thomas, M.A.T. Consulting. I learned:
  • When listening, ensure you understand if the person is seeking a solution or wanting to vent.
  • Listening is good business; making one bad mistake a day can be costly.
  • Listening effectively gives clarity of understanding; it is just not agreeing.
  • Understand the definition of hearing (means your ears work) vs. understanding (understand what is being said)

Yesterday’s sessions were great for networking and chatting with clients who I had either met on the previous day or who had attended our Travel Alberta client event. It was such a productive day, it left me little time to write this blog!

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Jan Tolle MacDonald, CMP, CMM, is the regional manager, Midwest MC&IT, for Travel Alberta. This is her first time attending the Professional Convention Management Association convention, and will be blogging about her experiences for the duration of the event.

By Sandy Biback, CMP, CMM

By Jan Tolle MacDonald, CMP, CMM

OK, it’s 5:00 a.m. and I need to blog about yesterday’s activities before going to the Fun Run/Walk at 6:00 a.m. What’s wrong with this picture?

When is enough enough? That was my biggest takeaway from all the sessions I attended yesterday. In short, with all the crazy and readily accessible information, I need to focus and understand when to stop, because otherwise, there’s too much information that doesn’t sink in and just makes you crazy and unproductive.

Here’s what else I learned in the opening keynote and education sessions:

• Keynote: Speaking Up and Speaking Out by Stephen Lewis. I had never heard of him, but he’s the guru for AIDS awareness and co-founder of AIDS-Free World. As a Canadian friend told me — “Bono calls him, not the other way around.” In short, he talked about how the world is in a whole lot of hurt: torture, the sexual exploitation of women and children; human trafficking, aids and hunger  — the list goes on. He wanted PCMAers to make a difference. “Dig deep and do something,” he said. I hope PCMA steps up to the challenge to do something globally.

Someone asked me what this had to do with “education.”  I think it goes back to what I heard earlier about PCMA and its mantra of giving back. It’s our corporate responsibility to give back and give a moment of time to help.  Many hands make light work.

• Session: “How to Stay Calm Under Pressure.” This is what I learned:
  • It’s rude to be on the Blackberry when talking to someone else. (Guilty as charged)
  • Read the paper once a week to gather the news.  It’ll only depress you.
  • Don’t be accessible at all times.  (Guilty, Blackberry)
  • Stay away from people who are obnoxiously positive.
  • And for those of us who always need to be right, ask more questions.

• Session “Advanced Solutions for International Meetings.” There was a lot of interest in Canadian meetings, trade shows and crossing the border. Canada is the most advanced and sophisticated country, with regards to getting goods across the border efficiently. Paul Griggs, president of Events on the Move did an excellent job explaining commercial invoices and bills of lading, freight forwarding and custom brokers, etc.

• Session “Home Office Troubled by Technology” with Corbin Ball. Anyone who has been to one of Corbin’s classes knows they are good. Check out Pandora.com.

Other notes: I also attended the CMP breakfast and, as always, it’s a great opportunity to connect with fellow CMP designees. This breakfast was no different — lots of people who don’t seem to mind getting up early. I appreciate the effort PCMA has made to reduce its environmental footprint. We received a jump drive (USB stick) for all the conference materials instead of handouts. FedEx gave everyone a reusable shipping envelope that acts as a handbag. When you’re ready, you can ship the information home, and FedEx will pay the shipping. How cool is that?!?

I finished the night with a Travel Alberta dinner for clients at Mulate’s and went to Party With a Purpose to dance the night away.

That’s the update for now — after the run it’s off to have coffee with Cary Bradley, CMP, CMM, director of event services, Hilton Hotels — a friend from the CMM program.

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Jan Tolle MacDonald, CMP, CMM, is the regional manager, Midwest MC&IT, for Travel Alberta. This is her first time attending the Professional Convention Management Association convention, and will be blogging about her experiences for the duration of the event.

By Sandy Biback, CMP, CMM

How can one man in one opening presentation bring you to tears and laughter while discussing such serious global issues as child mortality, HIV and the brutality of rape?

That’s what Stephen Lewis does. He makes you think. He makes you want to help in any small way. He makes you understand that a grandmother raising her grandchildren after she has buried her own daughter, who died of AIDS, is a leader and can convene leaders. Check out StephenLewisFoundation.org and get his book at the bookstore Race Against Time.

Last night, the opening reception was at the Mardi Gras Museum. Fabulous space. Great entertainment. Great eats. I took some photos …

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Sandy Biback, CMP, CMM, has over 20 years experience in the conference, meetings and events industry. She worked for both corporations and associations before forming Imagination+ Meeting Planners Inc. in 1990.  She will be blogging about her experiences at the Professional Convention Management Association annual meeting Jan. 10-14.

By Jan Tolle MacDonald, CMP, CMM

There is a downside to blogging at a convention:  When do you have time to do it when the schedule is so full?  Today at 8:00 a.m., I joined 100 other PCMA’ers who gathered to volunteer at Save Our Cemeteries.  Founded in 1974, Save Our Cemeteries Inc. is a nonprofit organization dedicated to promoting, preserving, and protecting New Orleans’ 31 historic cemeteries.  Check out the Web site.

We did basic yard work and clean up, i.e., raking the magnolia leaves, weed wacking and picking up the trash. I met up with Lauren Mentz and Sue Adams from the American Concrete Institute, who told me that giving back to the host community is very important to PCMA; as a result, they wanted to help, too. By shift’s end, it looked like our group had filled over 300 of those ubiquitous, big black trash bags full of junk. The place was really starting to look good by the time we left, and I was glad to know another shift of PCMAers was coming for the afternoon to finish the job. (And a shout goes out to the Commander Palace team who stopped by the cemetery with trays of hot chocolate for the volunteers. Nicely done!)

Last night, I had a chance to go through the registration bag. Two things that jumped out at me that I had never seen at other conferences: “Overflow on Demand,” which offers real-time audio and slides in two rooms should a class sell out, and a “I need some peace and quiet room.”  I wonder if anyone will actually take the time to go sit and be quiet. I’ll have to check this room out.

Many people ask how does LinkedIn, blogging and Facebook relate to the real job world and how does it apply to me? Here is an example that might be helpful: Last night I met a client for the first time. We had only spoken by phone once, when I called to introduce myself and invite her to our Travel Alberta client event at PCMA. She said she would come to our event and we agreed to “try to run into each other beforehand” — yeah, right 2,000 people, I don’t think so. Anyway, after she had accepted my invitation, she sent me a LinkedIn invitation. Her profile included her picture, so when I was sitting on the motorcoach to my hotel, I noticed her, and went up to introduce myself. We both thought that was pretty cool.  The power of the Internet.

Next, I’m off to the tailgate party, chapter reception, the official opening reception and THEN to a client event: “Comedy Night,” sponsored by the Canadian Tourism Commission and their partners.

Hopefully, I will find time to write in my blog and look for Curtis Kersten, too.

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Jan Tolle MacDonald, CMP, CMM, is the regional manager, Midwest MC&IT, for Travel Alberta. This is her first time attending the Professional Convention Management Association convention, and will be blogging about her experiences for the duration of the event.

By Sandy Biback, CMP, CMM

Today started at the Faculty meeting.

Wouldn’t it be wonderful if all meeting and conference courses covered the same material? That was our task for the day, determining: If there was only one meeting planning course for 16 weeks in a program, what would it look like?

As we began paring it down in our groups, great discussions happened. We sometimes agreed to disagree. Then, before this was over, I moved to the “student mega mentor” session. Ahh … youth. It was a joy to sit with several students, answer their questions and learn about their passions.

The best advice I can give? Network. Join associations like this, and stay passionate.

Time to move onto chapter reception and the opening reception. Can’t wait …

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Sandy Biback, CMP, CMM, has over 20 years experience in the conference, meetings and events industry. She worked for both corporations and associations before forming Imagination+ Meeting Planners Inc. in 1990.  She will be blogging about her experiences at the Professional Convention Management Association annual meeting Jan. 10-14.

By Sandy Biback, CMP, CMM

Well, it was a whirlwind from the moment I left Toronto, from networking at the airport to meeting the PCMA Canada East Freddie Kippert student winner on the plane. (She was seated right behind me.)

The Hilton was buzzing with activity. After snacks with good friends and doing some brainstorming, it was off to register and then to the Riverwalk with Bonnie Wallsh of PCMA’s SE chapter, enjoying ice cream, good discussion and warm weather.

And now to make decisions about exciting educational sessions. Whew! So many excellent choices. Can’t wait to hear Stephen Lewis.

Sandy

(signing off until tomorrow for another exciting PCMA day)

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Sandy Biback, CMP, CMM, has over 20 years experience in the conference, meetings and events industry. She worked for both corporations and associations before forming Imagination+ Meeting Planners Inc. in 1990.  She will be blogging about her experiences at the Professional Convention Management Association annual meeting Jan. 10-14.