Archive for the 'helpful tips' Category

Randy’s (TOP) Terrific Operations Point for March

Randy’s Terrific Operations Point

Q: Randy, are airport meet and greet services really a must?

A: Absolutely! Meet and greet services are an essential part of airport ground transportation. And, hiring an experienced service company to handle delegate arrivals and departures is money well spent. Your attendees will form a quick first impression of the host city and the event the moment they arrive at the airport. A local service provider will be able to assist you with everything — from manifest organization to logistics coordination — and will ensure a smooth arrival and departure for your attendees so you can focus your attention and energy on the actual meeting.

Randy Markus is an operations specialist and partner at WTTC.com. Have an operations question you’d like answered? Leave it in the comments section below.

Randy’s (TOP) Terrific Operations Point for February

Randy’s Terrific Operations Point

Q:  Because of the recent economic downturn, I’ve been instructed by our board to cut the frills from our annual general meeting budget. What do I do?

A: Budgeting is all about prioritizing even in the best of times. When things go downhill, then it’s even more important to cast a hard eye on the budget. It’s essential to assign money to the most important elements — the things that are required to make the meeting happen. Balance is also key. If one cost goes over, then another will have to come down. Allow some leeway either through a contingency or by over-budgeting on an item you know will come in under. For ways to trim those “must have” line items, use online services like MeetingTrader.com, which allow planners to buy and sell canceled meeting rooms at a discount.

Randy Markus is an operations specialist and partner at WTTC.com. Have an operations question you’d like answered? Leave it in the comments section below.

Corporate Christmas Party Etiquette

Christmas Party Etiquette

Over the years I’ve helped organize many corporate Christmas parties.  Christmas parties can great. Or they can be not so great. It often depends on the behavior of the invitees — be they staff, management or clients.

Even in our fast paced world, etiquette is still important. But that doesn’t mean you have to act like Miss Manners.  A common-sense approach to managing your behavior is often all you need to have an enjoyable and stress free time. If there are corporate parties on your agenda this holiday season, here are some business etiquette do’s and don’ts to keep in mind.

Party Do’s:

* Mingle with everyone first. Don’t head directly to the bar or buffet table as soon as you arrive.
* Any clients you invite are your responsibility; make sure you introduce them to others. Keep your right hand free to shake hands.
* Try to speak to every person in the room, if only to wish them happy holidays. Keep in mind that some people don’t celebrate Christmas.
* Make conversation with your boss’ spouse. In fact, be friendly with everyone’s significant other. They’ll remember your kindness and courtesy and may prove influential in your future career.
* Avoid talking shop with co-workers.
* Watch your language. Avoid foul language, vulgar terms and inappropriate topics. Limit jokes to people you already know. Test a few on your friends beforehand.
* The corporate party may offer a chance to chat with the CEO or other senior managers you don’t speak with often. Consider what you will say if the opportunity arises.
* Mind your manners
* Have fun and be a good sport.

Party Don’ts:
* The blow-off: The biggest error is not going to a party that is a “must-attend” event. If you do that, you show disrespect for your company, your supervisors and your colleagues. That’s a career-killer.
* Forgetting the boss is watching: senior managers pay attention to how people handle themselves at corporate events. They might not know your name, but they will remember your face.
* T-shirts and sandals: inappropriate dress at an office party draws attention, but the wrong kind. The goal is to display professional qualities, not show how funky or daring you are. Avoid clothing that’s too tight or revealing; it’s a party, but they’re still your co-workers.
* The business-talking bore: Some young professionals let ambition drive them. They don’t know how to enjoy conversation unless it is about business. They become bores whom bosses avoid.
* Me, me, me: Self-centred professionals will have trouble working in teams with others and co-workers and bosses pick up on this.
* Who’s the boss?: It is amazing, but some professionals do not introduce themselves to senior managers at a company party. They are afraid of what a boss might think or they don’t realise the importance of a face-to-face meeting. They should not be surprised when bosses ignore them when it comes time for advancement.
* Hanky-panky: No longer is an office party an excuse for employees to become intimate. Now it means sexual harassment charges and dismissal for one or both individuals.
* Drinking to excess at a company party will kill a career instantly. Don’t have more than two alcoholic beverages or better yet, don’t drink at all.

Event Planning Idea: Table Centerpieces

Floral Arrangements | WTTC Blog

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.

Floral Arrangement Trends | WTTC Blog

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.

Tall Table Centerpiece | WTTC Blog

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.

Table Centerpiece with Candles

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.

Mary Ellen’s DMC Tip for November

Mary Ellen's DMC Tips

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.