Plan Your Meetings Blog
Case study: Virtual problem-solving at MPI Cascadia
Posted by Kristi Casey Sanders on April 1, 2010 at 12:45 pmLast month, I was delighted to participate in an educational experiment. I often lead roundtable conversations among meeting professionals for organizations such as Plan Your Meetings and PCMA, but for the MPI Cascadia Educational Conference (MPI-CEC) I was asked to do so as a virtual presenter/moderator.
Normally, I would jump at the chance to travel to Seattle and stay at an exotic resort I’d never been to. But being seven and a half months pregnant, flying across the country and spending two days in transit to present a session was a daunting prospect. Thankfully, they agreed to let me present “Making Cents: Cost-Saving Measures to Increase Your Meeting’s Bottom Line” virtually from the comfort of my Atlanta office, using the online platform Skype.com for Mac, which lets me toggle between a live video feed and my computer desktop.
Doing so not only reduced the carbon footprint of the meeting, it also helped emphasize one of the innovative cost-saving solutions available to the planners in attendance: By virtually beaming in a presenter, planners can save on speaker’s fees (I don’t charge as much for virtual as I do for in-person engagements) as well as the costs of transporting and feeding the speaker. And by using Skype, I was able to share my presentation with the audience at no cost to me or the event organizers. Plus, from my standpoint, it improved my quality of life by allowing me to contribute 90 minutes of quality education to the group without sacrificing time at the office or with my family.
To ensure that we could fully engage the audience, I had an in-room moderator, Susan M. Kerber, CMP, who had attended my “Making Cents” session at the PCMA Emerging Leaders Conference in Dallas earlier this year, so she was familiar with its unconventional format, which involved a lot of group discussion. During the session at MPI-CEC, she could pass the microphone through the audience, help troubleshoot any tech issues and gather attendee’s notes to share with me afterwards. Through a series of conference calls with the conference’s educational coordinator Cathy Mason, CMP, Susan and I discussed the format and what we should do if there were any technical hiccups. After a couple of tech runs, we were set, and the session went off without a hitch. Although, I do think in the future I will have my in-room moderator record the conversations and e-mail me the audio file rather than try to record the session over my laptop’s speaker. Something truly gets lost in the (audio) translation.
During the session we discussed the attendees’ current budget challenges and discovered potential solutions. Some of those in attendance wanted to discuss other challenges they were facing, so we answered those questions as well. To read a summary of findings, visit “Your questions answered: Meeting professionals speak up at MPI-CEC.”
All in all, Susan and I felt as if having the in-room moderator was necessary to the success of the videocast session, especially because the format required so much audience participation. “People really jumped into the spirit of things and became engaged without a whole lot of prodding,” Susan noted. “I heard many comments about what a very informative and helpful session it was.”
Can you crowdsource content without dumbing down your event?
Posted by Kristi Casey Sanders on March 30, 2010 at 12:29 pmCrowdsourcing, or using the collective wisdom of your attendees to define what will be discussed at a conference, is currently all the rage. But is it right for your group?
Jeff Hurt sparked an interesting online discussion last week with his blog post “Two Reasons Why Crowdsourcing Your Conference Content Won’t Work.” His assertion: If you let your attendees choose and vote on what they want to hear, they’ll end up choosing mediocre content and “experts” that may have substandard presentation skills, rather than sessions that will expand their knowledge and speakers who will challenge them. Over time, he asserted, this “popularity contest” model of education selection and lack of quality content will drive attendees away from your event.
And, he’s right.
But with a little moderation and guidance from the event planners (with or without an education development committee), crowdsourcing can be an excellent way to solicit feedback and engage your audience.
Consider this: Our founding fathers loved democracy. But when it came time to outline how America would be run, they didn’t think a full-on democracy would be the best political system, so they opted to make the United States a republic, which better preserves minority rights and individual liberties. (Click here for a 101 refresher course on the difference.) Everybody can vote, but the electoral college makes the final decision on who becomes president. You can say whatever you want, but there’s a system of checks and balances in place to prevent mob rule.
In the same way, it is important to know what your attendees want so you can engage them, but that doesn’t mean that you should chuck out all your plans and structure everything around what the outspoken majority says they need, because they may not know what that is. Or, as Hurt says, “Attendees don’t know what they don’t know.”
If you were planning a medical meeting, you wouldn’t ask the doctors in attendance to teach each other about the latest technological advances or newest medical theories if they’d had no lab or clinical experience with either, because it wouldn’t benefit them or their future patients. You would bring in people who had access to the research and experience necessary to teach the doctors new skills or give them insight into new industry trends. So why would you let your attendees determine everything they’d like to see and do at your conference?
That being said, there are instances in which pure crowdsourcing of content can work very well: During a gathering of high-level experts in a specific area, for example, or at a small conference on a niche topic. But if you’re looking to serve the educational needs of thousands of people, you’re going to need a smaller group of people to take their suggestions into consideration. Only in that way will you be able to develop a compelling mix of content that balances what they think they want with what will challenge them, help them grow, and succeed.
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
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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:
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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.
