Meeting and Event Planning For Dummies E-Book

Susan Friedmann

• Herausgeber: John Wiley & Sons
• Kategorie: Fachliteratur
• Sprache: Englisch

Seitenzahl: 520

Veröffentlichungsjahr: 2011

Beschreibung

Expert advice on how to stage the perfect event every time "A terrific resource of information for anyone in the event-planning business." --James Spellos, CMP, President, Meeting U. Meeting & Event Planning For Dummies is a practical step-by-step guide to the strategies and techniques event-planning professionals use to bring people together. This comprehensive resource covers all the angles from the little details to the big picture to make sure your business meetings and special events come off without a hitch! Praise for Meeting & Event Planning For Dummies "Packed with valuable information in an easy-to-use format. [It] covers all the basics for the meeting planning novice." --Diane Silberstein, President, Diane Silberstein & Associates "A great resource book every event professional should have.... Checklist heaven! We all love our checklists, and this book is full of them!" --Cathy Breden, CAE, CMP

Leseprobe

Meeting & Event Planning For Dummies

by Susan Friedmann, CSP

Meeting & Event Planning For Dummies®

Published byWiley Publishing, Inc.111 River St.Hoboken, NJ 07030-5774www.wiley.com

Copyright © 2003 by Wiley Publishing, Inc., Indianapolis, Indiana

Published simultaneously in Canada

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Library of Congress Control Number: 2003105655

ISBN: 978-0-7645-3859-9

Manufactured in the United States of America

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About the Author

Originally from London, England, Susan Friedmann, CSP (Certified Speaking Professional), has been a successful consultant, speaker, and author for over 20 years. Her extensive tradeshow experience and background make her a popular expert presenter and trainer for corporations, associations, and convention organizers worldwide.

Known as “The Tradeshow Coach,” Susan works with organizations of all sizes to help develop certain skills that are critical to their event success. She shows people how to build better relationships with customers, prospects, and advocates in the marketplace to retain and grow their businesses.

A prolific author, Susan’s books have been translated into four languages, and her written, video, and audio training materials are used worldwide. Most recently, she compiled and published the latest books on exhibiting, the three-volume Secrets of Successful Exhibiting series, with over 30,000 copies in print.

Susan is a regular contributing writer to numerous professional and trade publications. She has appeared on a variety of radio talk shows and as a guest expert on CNN’s Financial Network and Bloomberg’s Small Business.

Susan’s clients include American Express, Bell South, Sun Microsystems, John Deere, Parker Hannifin, BOC Gases, Boehringer Mannheim Corporation, Parke-Davis, Eli Lilly, Kimberly-Clark, Nomadic Display, Greek Economic & Commercial Section, Metro Detroit CVB, Mississippi Division of Tourism, Association of Manufacturing Technology, National Safety Council, Meeting Professionals International, Tradeshow Exhibitors Association, and hundreds of smaller businesses around the world.

Susan is an active member of the National Speakers Association and a Certified Speaking Professional. A CSP is a dedicated professional with a proven track record of continued speaking excellence. It’s the highest earned designation from NSA with less than 8 percent of the total membership having achieved it.

In her spare time Susan enjoys practicing yoga, hiking, and working as a literacy volunteer for the Federal Bureau of Prisons.

Dedication

I dedicate this book to my incredible support team and cheerleaders. First of all to Alec, my partner for over 30 years, whose limitless love and devotion help to spur me on to greater heights. Next to our two wonderful offspring, Dov and Yael, who have a never-ending supply of encouragement and enthusiasm for all my projects. And, finally, to my parents Felix and Herta Flatter, for always giving me the freedom to make my own choices. I am eternally grateful to have been blessed with such a loving and supportive team. I know that I couldn’t accomplish what I do without them.

Author’s Acknowledgments

My biggest fear writing this page is the thought that I might leave someone out. There are so many wonderful and giving individuals who have played an important role in developing this book, from the research to keeping me sane throughout the project.

First, I would like to thank Celia Rocks, my literary agent, for pairing me up with the wonderful team at Wiley. Thank you Celia for your foresight and perseverance to help make a dream of mine a reality. Next a big thank you to Kathleen Nebenhaus who believed that I was the right person to write this book. A special thanks to Marcia Johnson and Joan Friedman, my dedicated editors, and their wonderful team, for helping shape this book into what you are now reading.

When you write a book such as this, you need plenty of technical advice, which in my case came from Karolyn Kiburz, CMP, who acted as my expert to verify technical details. Thanks for the superb job you did!

An extra special thanks goes to my excellent and extremely talented research assistant, Dayna Michaelsen, who worked long and hard, and never tired of me requesting more and more material to find just the right information to include.

A very special person in my life is my baby brother, Michael Flatter, who over the years has taught me so much about food and beverage management. He is truly a master of his craft having worked in many of London’s finest hotels in banqueting for the past 30 years. Naturally, I couldn’t have written the food and beverage chapter without his guidance. Thanks Mike, I love you!

To my much-loved friends, Tonianne Robino, Diane Silberstein, CMP, Rick Segel, CSP, and his dear wife Margie, who so generously shared their expertise and guidance. Thanks for always being there for me.

So many of my best ideas come from my clients. It’s difficult to single you all out, but I thank you from the bottom of my heart for allowing me the privilege to work with you.

Throughout this project I’ve had someone special in my life who’s been dedicated to my health and welfare. A special thanks goes to Sherrie Turkheimer for her friendship and mission to keep me sane by insisting that I stop writing for an hour every day, come rain (snow) or shine, to go for a three-mile walk with her around the lake. I often went kicking and screaming, but was extremely grateful for the respite and clarity of mind it frequently brought with it.

Publisher’s Acknowledgments

We’re proud of this book; please send us your comments through our Dummies online registration form located at www.dummies.com/register/.

Some of the people who helped bring this book to market include the following:

Acquisitions, Editorial, and Media Development

Project Editors: Joan Friedman, Marcia L. Johnson

Acquisitions Editors: Norm Crampton, Pam Mourouzis

Copy Editors: Mike Baker, Chrissy Guthrie, Tina Sims, Esmeralda St. Clair

Acquisitions Coordinator: Holly Gastineau-Grimes

Technical Editor: Karolyn Kiburz, CMP

Editorial Manager: Michelle Hacker

Editorial Assistant: Elizabeth Rea

Cover Photos: ©Andrew Kolesnikow; Elizabeth Whiting & Associates/CORBIS

Cartoons: Rich Tennant, www.the5thwave.com

Composition Services

Project Coordinator: Erin M. Smith

Layout and Graphics: Amanda Carter, Joyce Haughey, Stephanie D. Jumper, Tiffany Muth, Mary Gillot Virgin

Proofreaders: John Tyler Connoley, Kathy Simpson, Aptara

Indexer: Aptara

Publishing and Editorial for Consumer Dummies

Diane Graves Steele, Vice President and Publisher, Consumer Dummies

Joyce Pepple, Acquisitions Director, Consumer Dummies

Kristin A. Cocks, Product Development Director, Consumer Dummies

Michael Spring, Vice President and Publisher, Travel

Brice Gosnell, Publishing Director, Travel

Kelly Regan, Editorial Director, Travel

Publishing for Technology Dummies

Andy Cummings, Vice President and Publisher, Dummies Technology/General User

Composition Services

Gerry Fahey, Vice President of Production Services

Debbie Stailey, Director of Composition Services

Contents

Title

Introduction

About This Book

Who Needs to Read This Book?

How This Book Is Organized

Icons Used in This Book

Part I: Been to Any Good Meetings or Events Lately?

Chapter 1: Gearing Up for Meetings and Events

Being Wise About Holding Meetings

Focusing on Your Purpose

Differentiating Between Meetings and Events

Figuring Out Who Should Be Involved

Knowing How Long a Meeting or Event Should Last

Finding the Right Setting

Getting Help When You Can

Chapter 2: Strictly Business: Knowing Your Meeting Type

Holding Shareholders Meetings

Gathering the Board of Directors

Getting Away: Corporate Retreats

Setting Up Successful Sales Meetings

Prepping Quickly: Impromptu Meetings

Chapter 3: The ABCs of Meeting Preparation

Identifying the Purpose

Planning the Agenda

Inviting Attendees

Assessing Your Needs

Setting the Scene

Chapter 4: Mixing Business with Pleasure: Events

Heading to a Destination Event

Inviting the Media to Visit

Honoring Employees with Tributes and Roasts

Holding a Product Launch

Chapter 5: Bringing an Event to Life

Deciding When to Stage Your Event

Considering Your Venue

Setting the Stage

Analyzing Your Audience

Creating the Atmosphere

Creating a Memorable Theme

Entertaining the Troops

Part II: It’s All Show Business

Chapter 6: Get Me to the Meeting on Time

Up, Up, and Away: Air Travel Made Easy

Organizing Ground Transportation

Working with a Travel Agent

Timing It Right

Chapter 7: Food for Thought

Considering Food and Beverage Concerns

Exploring Eating Options

Serving Drinks at Your Event

Working with the Catering Manager

Getting It All in Writing

Chapter 8: Great Speakers, Great Impressions

Understanding the Types of Presentations

Selecting Good Speakers: Ten Guidelines

Using Help to Find a Speaker

Understanding Fees

Confirming Arrangements in Writing

Chapter 9: It’s the Extras That Count

Helping Guests Get a Good Meal

Showing Off the Location to Your Guests

Putting Sports and Exercise on the Menu

Welcoming Spouses and Companions

Assisting Guests with Special Needs

Chapter 10: Is the Grass Greener Overseas?

Why Meet Overseas?

Working with a Destination Management Company

Timing Your Overseas Event

Selecting the Right Site

Traveling the World

Recognizing Health and Safety Issues

Preparing Multicultural Programming

Chapter 11: Lights, Camera, Action!

Taking Control of Your Environment

Handling Your Audiovisual Needs

Exploring Special Presentation Situations

Part III: No Guts, No Story

Chapter 12: Nuts and Bolts: Negotiating, Contracting, and Ensuring Safety

Finding the Best Supplier with RFPs

Negotiating the Deal

Signing on the Dotted Line

Creating a Safe and Secure Event

Liability and Insurance Issues

Chapter 13: Working with Vendors

Teaming Up

Working with Specific Types of Vendors

Chapter 14: Drinking Champagne on a Beer Budget

Preparing a Budget

Making Money

Cost-Cutting Tips for the Savvy Planner

Part IV: Mission Possible: Building Bridges with Technology

Chapter 15: Making Meeting Technology Work for You

Why Go Virtual?

Exploring What’s Available

Selecting the Right Meeting Alternative

Chapter 16: This Phone’s for You: Teleconferencing

Exploring Service Options

Tips for a Successful Teleconference

Minding Your Manners: Teleconference Etiquette

Chapter 17: Videoconferencing Made Easy

The Pros and Cons of Videoconferencing

Determining Your Needs

Choosing the Right System

Staging a Successful Videoconference

Springing into Action

Planning for Disaster

Chapter 18: Holding Meetings Online

Using the Web As a Planning Assistant

Meeting Online: Web Conferencing

Part V: Exhibiting at Home and Abroad

Chapter 19: Planning for Gold: Exhibiting 101

Planning a Successful Exhibit

Promoting Your Exhibit

Counting on People for Exhibit Success

Ensuring a Productive Exhibit

Chapter 20: Strutting Your Stuff: Exhibiting 201

Customizing Your Lead Card

Giving Visitors a Touch of Show Biz

Feed Them and They Will Come: Using Hospitality Suites

Getting into Uniform

Dealing with Snoops

Outfoxing the Competition

Chapter 21: Strutting Your Best Stuff Overseas: Exhibiting 301

Doing Your Homework

Designing Your Overseas Exhibit Space

Providing Hospitality

Exhibiting Sensitivity to the Host Culture

Part VI: The Part of Tens

Chapter 22: Ten Alternatives to Meetings

Being a Sport

Doing a Meal

Having a One-on-One

Making It a Game

Recording a Message

Sharing the Knowledge

Addressing E-Mail

Tapping the Intranet

Putting Your Thoughts into Song

Trying Telepathy

Chapter 23: Ten Common Meeting Mistakes to Avoid

Forgetting to Check Dates

Booking a Site Before Making a Visit

Failing to Market Your Event

Signing Contracts That Lack Specifics

Failing to Plan

Neglecting to Check References

Leaving Important Details to the Last Minute

Letting Someone Else Do the Planning

Neglecting Contingencies

Trying to Save Money

Chapter 24: Ten Top Negotiating Tactics

Knowing What You Want

Doing Your Research

Rehearsing Your Opening

Asking Powerful Questions

Becoming an Information-Monger

Being a Champion Listener

Creating a Positive Mood

Being Prepared to Walk Away

Knowing Negotiating Styles

Exercising Silence

Part VII: Appendixes

Appendix A: Online Resources for Meeting and Event Planners

Appendix B: Checklist Heaven

Introduction

T he meetings and events industry, like so many other industries, is on the threshold of some major changes. Fluctuations in the world economy (which affect budgets), travel safety issues, the technology revolution, and people’s time restrictions are forcing meeting and event planners to reexamine what they do and how they do it. The need to hold meetings and events remains strong, because getting together with other people continues to be an effective way to accomplish goals and exchange ideas. But the way meetings and events take place is changing.

This book addresses both conventional and nonconventional methods of holding meetings and events. Let it be your guide to mastering successful strategies and tactics, as well as your source for insider secrets from the pros. Savvy meeting and event planners recognize that every event they arrange will be different. They also know the importance of constantly staying abreast of new and emerging trends, in addition to fully understanding the ongoing wants and needs of their participants.

About This Book

Meeting & Event Planning For Dummies is truly a how-to manual for planning and conducting all types of business meetings and events. It is a down-to-earth, step-by-step guide that takes the mystery out of the planning process. It covers all the vital ingredients needed for success. It takes you through the complex labyrinth of what seems like an endless stream of details in as simple and practical a format as possible. The book is packed full of hot tips, techniques, suggestions, and gems of wisdom for making each event a winner. My aim is to hear you say, after each chapter you read, “That’s easy. I can do that!”

The key to success in meeting and event planning is being organized and detail-oriented. During the planning process, you encounter a countless number of specifics that demand your constant attention, and this book helps you stay on top of each one. It contains tons of practical advice for getting through the challenges you might face. It also shows you how to skillfully put together a well-designed and flawlessly orchestrated program, even on a shoestring budget, that will earn glowing reviews and make your boss proud.

I provide specific, detailed techniques and a blueprint for organizing your meetings and events that’s as easy as 1–2–3. To that end, I’ve created several checklists to help you remember all the necessary details; you can find them in Appendix B.

Who Needs to Read This Book?

Many people within a company or organization may find themselves responsible for planning one or many meetings and events, both large and small. Generally speaking, if you’re an executive assistant, marketing communications specialist, public relations expert, or (of course) meeting and event planner, this book is most definitely for you.

How This Book Is Organized

Meeting & Event Planning For Dummies is organized into seven parts, and the chapters within each part cover specific topic areas in detail.

Part I: Been to Any Good Meetings or Events Lately?

In this part, I explore the vital components needed to manage an effective business meeting or event, together with the essential questions to ask before getting started. You find out about many different kinds of business meetings and events, both formal and informal, including their design format and major characteristics. I guide you through the ABCs of meeting and event preparation by outlining, in Chapter 3, the necessary components for preparing a small business meeting so that it accomplishes the planned objectives, and then devoting Chapter 5 to planning larger events.

Part II: It’s All Show Business

The longest section of the book, this part covers everything you need to know to develop a meeting or event that will earn you rave reviews. There’s a lot of nitty-gritty detail, but it’s all stuff you must know. You get the essential behind-the-scenes elements for your event planning, plus I highlight various ancillary meeting considerations. You discover the ins and outs of being an astute travel organizer so that you have happy participants arriving at your meeting or event. Possibly the best part of this section is the chapter that focuses on the basics of food and beverage planning and management. (Remember that the way to a participant’s heart is through his stomach.) This part also addresses the importance of booking good speakers and presenters. It provides guidelines to avoid hiring duds, in addition to giving you information on room layouts and audiovisual equipment that ensure a high-impact presentation.

Part III: No Guts, No Story

This part comes with a “not-to-be-missed” sticker — especially the first chapter, which deals with understanding the fine points of contract negotiations. Master these successfully, and you’ve completed a major portion of the meeting/event formula. In addition, this part helps you grasp some essential information on safety and security concerns and liability and insurance issues. With so many details to take care of, you often want some helping hands, so I dedicate a chapter to helping you find the right vendor to get the job done. However, you won’t manage anything without a realistic budget. I worked hard to make this as easy and palatable as possible, giving you detailed information on preparing a budget and loads of cost-cutting tips to help you get more for less.

Part IV: Mission Possible: Building Bridges with Technology

The title of this part says it all. The chapters in this part explain in layman’s terms many of the modern meeting alternatives, including teleconferencing, videoconferencing, Web conferencing, Webcasting, and other cool stuff. I take the mystery out of each option and outline the major pros and cons. In addition, you discover plenty of hot success strategy tips and techniques.

Part V: Exhibiting at Home and Abroad

This part takes you into the world of exhibiting at trade shows. It’s highly comprehensive, giving you the must-knows about preshow, at-show, and postshow activities. It not only deals with exhibiting domestically but also makes you aware of the essential differences when you exhibit overseas. You find out how to develop strategies that help you maximize exhibiting as a powerful marketing tool.

Part VI: The Part of Tens

This part is made up of short chapters that highlight some of the basic themes that run through meeting and event planning. The chapters in this part examine meeting alternatives, offer tips on avoiding common meeting mistakes, and help you master negotiating tactics — all essential to becoming a super-successful meeting and event planner.

Part VII: Appendixes

In Appendix A you find a comprehensive list of Web sites related to numerous aspects of business meeting and event planning. This list will take hours — if not days — off of your research time. And speaking of saving time, don’t miss Appendix B, which is chock full of checklists that can keep you organized no matter how many details you need to juggle.

Icons Used in This Book

This icon marks the information you don’t want to forget.

This icon points to the tips I share that are based on my years of meeting and event planning. This way, you can learn from my experience to make your meeting or event run smoothly — while saving money and time, too.

Occasionally, I talk about matters that are a bit technical in nature. This icon lets you know that you can skip the information if you want only the basics.

This icon indicates an area of concern or offers a tip on how to avoid trouble.

Part I

Been to Any Good Meetings or Events Lately?

In this part. . .

An ancient Chinese proverb states that the journey of a thousand miles begins with the first step. In this part, you take your first step into an exciting, multifaceted arena. Right from the get-go, you find out about the vital components needed to manage an effective meeting or event and the essential questions to ask before you even get started. You discover that there are many different kinds of business meetings and events, both formal and informal, and you see what makes one different from another. When you’re ready to get down to the business of planning, I give you the building blocks to put together a small business meeting as well as a larger event. I highlight the must-knows so that your meeting or event achieves its planned objectives and you come out smelling like roses.

Chapter 1

Gearing Up for Meetings and Events

In This Chapter

Deciding whether a meeting or event is necessary

Distinguishing between meetings and events

Inviting the right participants

Determining meeting length and location

Asking for planning assistance

M eetings and events can be a total waste of time, or they can be powerful and productive communication tools that solve problems, stimulate ideas, promote team spirit, and generate action. The end results lie totally in how they’re run. These days, people seem to be meeting more, enjoying it less, and growing increasingly frustrated that they have so little time to get their “real” work done. Executives can spend as much as 50 percent of their working hours in meetings, and much of that time is unproductive — often it’s wasted discussing irrelevant issues.

Having experienced the wonderful sense of satisfaction from productive sessions, as well as the frustration and anger from ineffective sessions, I believe the key to success lies in preparation and organization, as well as the actual meeting management. In this chapter, I encourage you to make thoughtful choices about when to hold meetings and events, and when to use other means to accomplish your goals. I also begin to lay the groundwork for making your business functions — from small meetings to international trade fairs — productive and fun.