Tag Archive for 'mary ellen’s tips'

Mary Ellen’s DMC Tip for November

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Mary Ellen Tristram
on November 25, 2009
in meeting planner tips
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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.

Mary Ellen’s DMC Tip for October

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Mary Ellen Tristram
on October 22, 2009
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Mary Ellen's DMC Tips

Q: Ugh … it’s that holiday party time of year again. What can I do that’s inexpensive but different?

A: After the year we’ve all been through, you should try and do something to lift everyone’s spirits. I know budgets are tight but here are a few ideas that might work for your organization.

1) During the holidays, some hotel chains offer a group lunch in the ballroom. Consider making a reservation for your company or department. This type of event cuts out any rental costs you might have paid, and if you’re a small organization you’ll get the atmosphere of a much larger event.

2) The “olde” fashion office party - in the office!  Obviously this works if you have the space or can clear the space so that everyone can gather for an afternoon get-together.  If you have a preferred caterer,  I’m sure they would supply some nibbles as a thank you for your regular business.  Add some music, light refreshments, and viola a party.  Don’t ruin the mood with speeches. Keep it light and friendly.

3) December can be such a crazy month. Consider hosting your holiday party in the new year. Many hotels, restaurants and venues are quiet and looking for business so negotiating can be a bit easier. And, this can be a good way to get the New Year off to a great start!

4) Depending on where you live in the country, take the gang curling! Renting the ice is very reasonable (under $20 per sheet for two hours), brooms are provided, no athletic prowess is required, and it’s fun!

5) Maybe there is really no budget. If the decisions makers are OK with it, give everyone a day or afternoon off to do their holiday shopping. Stagger the days and times so the someone is left covering at the office.

6) Take the budget and divide it by the number of employees and give everyone a gift certificate or a VS gift card  so they can spend it where it is needed!

7) This may sound very 1960’s … give everyone a turkey!  It is plan and ordinary but could be welcomed this holiday season.

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.

Mary Ellen’s DMC Tip for September

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by
Mary Ellen Tristram
on September 22, 2009
in meeting planner tips
. 3 Comments

Mary Ellen's DMC Tips

Q: Mary Ellen, organizing a green meeting can be expensive. Any ideas on how to economize and be green?

A: Going “green” can cost more … but doesn’t have to. There are ways to go “green” that won’t cost you anything. For example, many hotels, venues, and conventions centers have existing green programs that can be incorporated into your meeting or event. On the off-chance that your chosen facility does not have a green program ask them to put out separate bins for paper and plastics. It’s a start! Using water coolers instead of bottled water is a simple solution — and could even save you money. And don’t print delegate lists unless requested. E-mail initial programs and only print the final. Save paper by moving your schedule online or to a service that allows delegates to download the schedule to their BlackBerries or other smart phones.

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.

Mary Ellen’s DMC Tip for August

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staff
on August 19, 2009
in meeting planner tips
. 2 Comments

Mary Ellen's DMC Tips

Q: Mary Ellen, golf has always been an important part of our annual meeting. Now I’m being told to cut it. How can we keep our golf tournament in the program when we don’t have the budget?

A: For many organizations, a golf tournament is an essential part of their program. With some tweaking, golf can still fit into your budget but you have to be flexible. Look at the time of day. The morning is prime time so why not move your tournament to late afternoon? Or, check whether or not the course has evening rates? Take out the food and beverage component of the program or limit it with tickets. Turn your tournament into a fund raiser so the money goes to a charity or to help out in the community. The golf course may have special rates in this case… but you have to ask! Look at offering golf clinics instead of the full game. They are less expensive, don’t take as long, and still feed the golf addict, in all of us! Your golf tournament may also provide other opportunities. Get a sponsor to take over their event. They get their name in front of your delegates and you get to take an expense off your budget. It’s “win win” for everyone.

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.

Mary Ellen’s DMC Tip for July

Published
by
Mary Ellen Tristram
on July 21, 2009
in meeting planner tips
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Mary Ellen's DMC Tips

Q: Mary Ellen, how can I avoid cancellation charges?

A: Unfortunately, we’ve all been faced with having to cancel services. The best insurance against cancellation charges is to plan ahead and ask good questions. And, to avoid unwelcome surprises, always ask for the cancellation policy and charges in writing. Make sure there is a date before which you can cancel without penalty. The cancellation window may vary depending on the service being canceled. For example, transportation could be 24 - 48 hours out whereas a private venue might be one week or more.

Make sure you review the cancellation policy for each component of your program.  For larger meetings, cancellation charges are usually well spelled-out in advance with both parties aware of the consequences. For smaller events, you may be stuck with the charge, especially if the supplier has incurred expenses on your behalf. For example, additional food may have been  ordered or space taken out of inventory. To help ease the penalty, some suppliers will hold monies paid on account should you decide to re-book within a designed time frame. Always ask if this is an option.

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.