Summary: Transcript of Table Two : Plan Your Meetings

Summary: Transcript of Table Two

At table, reps from:

While companies are still booking meetings/events at their facility, they are cutting costs every way they can. For example, they will go out to lunch instead of having a seated lunch.
Also, there seems to be fewer donations to non-profit organizations.
A solution suggested was to cater in boxed lunches from places such as Fabulous Creations or Jason’s Deli. That way the client can have the option for a more cost effective meal.

Getting people to come out of town is difficult. Most people don’t want to travel that far because of gas prices.
Most people don’t think of us for meeting and event planning (think more for leisure).
A few solutions that were suggested were to market in nearby areas such as Atlanta or other nearby city with major corporations through Plan Your Meetings.
Improve quality of their Web site and offer incentives such as gas card give aways or discounted water ski rentals.

When planners get an initial quote, they tend to act as if it’s not negotiable and will not call back to try to renegotiate.
Also more companies have been opting for the cheaper packages, but repeat business has been decent.
Customer service has been key in getting keeping clients coming back to them.
A solution suggested was to mention that the price is negotiable when making follow up calls. Follow-ups should be done within 24 hours so you are still fresh in the planner’s mind.
When initially giving them a quote, mention why your product is better than your competitors.

They have a newly formed Marketing Department. This way Sales Team will have more time to acquire new business while the Marketing Team can better brand the company.
A suggestion was made that they try to market more with radio station and local news stations. Because they are a non-profit company they could probably get good exposure.

Have just begun to focus on attracting meeting and event planners during the past couple years, so it’s still fairly new to them.
Have changed their Web site to entice more meeting and event planners.
Marketed with radio stations, TV stations.
Partnered with Plan Your Meetings to reach new business.

When they are driving around and see new construction buildings, they stop and find out who is in charge and create a connection with them.

It was an overall consensus that there have been more requests recently for “green meetings” than in the past. Because of the cost, two out of three facilities are not going completely “green”. They do it on an event-by-event scenario.
The non-profit, special facility/attraction has always been “green” and recycles pretty much everything.
The special facility/catering company has a client who requests completely “green meeting” at least once a month. Since most of its supply, which they use for these particular events, comes from China, as of right now it’s too expensive to go completely “green.”