2009 November |

Monthly Archive for November, 2009

Event Planning Idea: Table Centerpieces

Published

on November 25, 2009

. 0 Comments

Great table centerpieces add color and sophistication to any party, reception, or event. The choice of centerpiece can be made according to a number of factors, including the type of event, its size, purpose, or theme. In this post, Jim Edwards of Toronto’s San Remo Florist & Design Studio lists five things to keep in mind when selecting your table centerpiece.

Style — Floral arrangements are the most common and traditional table centerpiece options. There are, however, many imaginative ways to combine flowers with other materials for a custom centerpiece that will truly be the center of your event. Some options might include, flowers and candles, flowers and feathers or event flowers and fruits or vegetables. A hot new trend is to use ordinary household objects, such as empty cans, teapots, mixing bowls or baskets, as the starting points for unique centerpieces. Along this same line, is the use of eco-friendly alternatives such as dried flowers.

Size — The size of the table centerpiece is important. It shouldn’t be so small as to get overlooked. But if it’s too large, there might not be enough room for other things like place cards, cutlery, and tableware.

Height – The height of the centerpiece also needs to be carefully considered. If the centerpiece you choose is something thin like a beautiful candle, the height won’t matter. On the other hand if the centerpiece is a floral arrangement, ensure that it is short enough that guests can see each other over the arrangement.

Location — If your plan is to place the arrangement in the center of a table, make sure it is fairly low, below chin level, so guests can see each other. Candles or other elements should be either very short or very tall so they don’t block conversation or isolate guests. Placing the arrangement at the ends or at one side of a table, means that the size of the arrangement can be much larger. A very large buffet table can hold a large arrangement placed in the center towards the back with two smaller ones echoing the colors and style of the main design at either ends.

Budget — Your budget will largely determine the table centerpiece you choose. Event centerpieces can be very affordable or very extravagant. It’s up to you to decide how much to spend. One idea is to choose a centerpiece that can doubles as a party favor. This allows you to combine your decor and gift budget towards something better.

Event Planner Profile - Sharon Kemble, Law School Admission Council

Published

staff

on November 25, 2009

in profiles

. 3 Comments

Does the thought of a contract leave you feeling weak in the knees? If so, this interview is a must read.

Welcome To The City’s Mary Ellen Tristram talks contract clauses (and a whole lot more) with Sharon Kemble, Director of Contracts and Archives, Law School Admission Council.

WTTC: What is it exactly that you do?

SK: I negotiate meeting and event transportation and DMC contracts for over 50 meetings and events each year. In addition, I have responsibility for managing our governance and volunteer activities which include, among other things, appointments of volunteers and the election process.

WTTC: What are you working on right now?

SK: I just finished up our Annual Meeting contract for 2011 with the Hollywood Renaissance.

WTTC: How has the current recession changed your role?

SK: I’m asking for reduced room rates and more concessions than ever before. It’s truly back to being a buyer’s market. However, most of these requests are with companies we’ve done business with in the past so they know that we are not in it just for a one-time hit. They know that we’ll be there when the economic climate changes for the better.

WTTC: How have contracts changed since when you started?

SK: I guess I’m showing my age since I fell into this career like many other baby boomers. I don’t quite go back to the days of a contract being written on a napkin, however today’s contracts are much more complex. When I started in the industry, everything was handled on the phone and contracts had to be faxed, updates written-in and re-faxed several times over. There was no e-mail or electronic communication.

WTTC: Can you share any tips for planners struggling with contracts?

SK: Contracts were once very simplistic but now we are all about making sure we cover every necessary detail in specific terms, such as attrition and cancellation. Make sure you know what is important to your organization, be honest with your sales rep, and ask for what you want when negotiating. I think many planners are afraid to really ask for what they need. Being honest and direct is the most important thing.

WTTC: Conversely, any tips for suppliers? What are you looking for in a contract?

SK: I’d love to see a standard contract used across all hotel chains, but know that’s not feasible. However, if I’ve signed a contract with your company in the past, I’d like to see similar if not duplicate terms in the next contract. It would make my life much simpler and the process faster and more efficient. It would be also be great to see a vendor’s best terms upfront!

WTTC: What is the most difficult part of your job?

SK: Making sure the lines of communication are open and actually working, both internally and externally.

WTTC: Has the recent economic downturn affected your business?

SK: Lucky for us, we are an educational association and as a result we have not been affected as severely as other corporations. People are postponing going into the job force and are going on to law school. To assist our members, we’ve provided subsidies by waiving registration fees and paid hotel expenses for some of our programs.

WTTC: Who do you admire most in the industry?

SK: Those that have worked their way up through the ranks… Someone like Roger Dow of the U.S. Travel Association who started out as a lifeguard or my friend Mike who started as a bellman and is now a Director of Hotel Sales.

WTTC: How do you deal with challenges and still stay grounded?

SK: I try to remind myself that this is not rocket science and that the meeting, contract, etc. is not a matter of life and death. Things will go wrong, challenges will occur, but I remember that it’s all about the journey. You have to learn everyday from the mistakes and experiences. The experiences I’ve had, people that I’ve met and continue to meet, the places I’ve seen in the last 20 plus years as a result of being in the meetings industry remind me why I’ve stayed in this industry this long.

WTTC: What advice would you offer students or people new to the industry?

SK: Have had an understanding of the business before you get into it. Know about MPI, PCMA and the resources they provide, especially for students and newcomers. Join your local chapter and get involved. Go to meetings, volunteer your time—the more you give, the more you’ll receive. I’ve been volunteering in many capacities with PCMA, both locally and at the HQ level. It will enhance your life both professionally and personally. Learn how to network properly. Find a mentor. They can offer guidance when you feel like you don’t know which way to turn. You’ll forge relationships that may end up lasting a lifetime.

LEED® Hotels: What You Need To Know

Published

Janet Latremouille

on November 25, 2009

in opinions

. 1 Comment

As “green” becomes more important, planners who work with environmentally conscious clients need to be sure that the products and services they recommend meet environmental targets. And that includes hotels.

For event and meeting planners who are looking to “green” their events, booking clients into LEED® certified properties is an excellent start. But what exactly constitutes a LEED® certified property?

To obtain a LEED® certification, hotels must be constructed or renovated by a LEED® certified developer or builder. Under the LEED® system, builders are required to incorporate as much recycled material into their buildings as possible. Building products used in the finishing process, such as sealants, caulking, paints, etc. must be environmentally friendly. And, the building’s heating, air conditioning and plumbing systems must also be energy efficient with a focus on emissions reduction.

In North American, the move towards LEED® certification for hotels has been sporadic. According to Lodging Magazine, there are only a handful of certified hotels in the US and Canada. However, there are also over 500 hundred hotels registered to go through the certification process.

Many new LEED® certified hotels are “one-offs”; smaller properties belonging to a single owner. For example, the new Hilton Garden Inn Toronto Airport is expected to meet and exceed the requirements of LEED® Canada in the areas of: sustainable site selection and development density; water efficiency and fundamental building commissioning; recycling of all paper, aluminum, plastics and glass; organic dry-cleaning services; construction waste management; use of regional materials; 100% non-smoking building; low-emitting material usage; controllability of systems (thermal comfort and daylight usage); innovation in design; organic menu items; and a LEED®-accredited professional on staff.

Many well-known brands like Ritz Carlton, Marriott and Hilton are obtaining LEED® certification for new properties. The Green Hotel Association provides a state-by-state listing of green hotels, which can be quite useful.

Janet Latremouille is a sales associate at WTTC.com - The Meeting Planner’s Best Resource. She can be reached at 1-888-224-3178 or by e-mailing amjl@wttc.com

Mary Ellen’s DMC Tip for November

Published

Mary Ellen Tristram

on November 25, 2009

in helpful tips

. 0 Comments

Q: How do I find the best hotel rate for my next meeting?

A: Depending on the size of your meeting, there are several avenues you can explore. First, be flexible if possible. Contact your account representative at the corporate sales office. They may be aware of special need times or have hot dates they can suggest.

If you know the city you want to hold your meeting in but not the venue, there are many industry websites, including ours, that now let hotels post special deals. Follow-up with the hotel directly about the availability of other hot dates. There’s a good chance, that there may be alternative dates.

Also, check out sites like MeetingTrader.com, which allows planner to buy and sell canceled meeting rooms.

Mary Ellen Tristram is a DMC expert and partner at WTTC.com.

Do you have a DMC-related question that you’d like answered? Ask Mary Ellen by sending your questions to met@wttc.com.

Where’s My Job?

Published

Andrew Maxwell

on November 18, 2009

in opinions

. 0 Comments

If you’re like me, you keep hearing how the economy is on the mend. Yet, it always seems to be followed by weak job performance.

So the question is – if the economy is improving, then where are all the jobs?

Well there may be good news on the horizon. In a recent CNNMoney.com article, it was reported that the number of employers planning to hire workers over the next six months exceeded the number expecting job cuts for the first time since the recession began in December 2007.

As with most recessions, we see people leaving more traditional jobs for the self-employed business model. Unfortunately, many people are forced to do this as there are just no jobs available. Is this a good or bad thing? We don’t know. But it does make for increased competition among the self-employed.

So, how do you approach prospects now that there may be increased competition?

In an earlier blog post I covered how to sell in a recession. Today, I’d like to explore how to stand out in a competitive economic climate.

Technology – It’s very important to keep abreast of the latest technologies, especially those that might assist you in your job. You don’t have to keep up on all the latest tricks and tools, but you should be aware of technologies that are changing your industry. Look for innovations that allow you to better perform the tasks at hand while saving time in the process. New technology doesn’t have to come at a huge expense. With today’s open source technology, new software is available at little to no cost.

Get Noticed – This doesn’t mean you have to be “out of character” by being someone that you’re not. There are simple but effective ways to get noticed. Rather than give out a traditional business card, why not try provide your contact information on hand written Post-It notes. They are inexpensive, come in a variety of colors and sizes, and best of all your contacts will (literally) have your info at their finger tips. At WTTC.com, we’ve given away calendar strips with our information for the past several years. They’re inexpensive and people can stick them to their computers or laptops. People ask us when we’re sending them out. By the way, I rarely (if ever) get a business card request.

Of course, social networking is another good way to get noticed. Make sure you do your homework first — and that means “listening” and “lurking” to get a feel for the conversation — and your contacts will grow.

Follow-Up. Follow-Up. Follow-Up – This is often the number one reason why sales are lost. With today’s technology, there’s really no reason for not following-up. There are many Web-based CRM (client relationship management) software applications out there to choose from. Determine what you’re needs are and then invest some time and research in finding a good CRM … then use it!

My final word.

Keep your head-up as all signs suggest that the worst is behind us. It’s going to take perseverance and discipline, but it will pay off.