Shrinking budgets, shortened planning windows, increased attrition, cancellation fees, contract negotiations and technology all can be formidable challenges to planning meetings and events. Planners attending the PYM LIVE Event in Austin in April 2009 asked the questions; Plan Your Meetings' Editorial Director Kristi Casey Sanders presented the solutions.

1. Industry Challenges
& Solutions
Presented by Kristi Casey Sanders
Editorial Director/Chief Storyteller
Plan Your Meetings

2. Biggest challenges
• Budgets
•
•
•

3. Biggest challenges
• Budgets
• Negotiations/strategy
•
•

4. Biggest challenges
• Budgets
• Negotiations/strategy
• Life/work balance
•

5. Biggest challenges
• Budgets
• Negotiations/strategy
• Life/work balance
• Education/advocacy

6. Text
Budgets
Image by StephenPoff http://www.flickr.com/photos/stephenpoff/

7. Cost-saving strategies
• Reduce/Reuse/Recycle/Repurpose
• BYOStuff (projectors, supplies,
signage)
• Get more than 3 quotes on
everything
• Everything is negotiable; ask
questions
• Know what’s essential
• Get scrappy
Image by Newton Free Library http://www.flickr.com/photos/newtonfreelibrary/

8. Just ask
• Suppliers are your best
friends & resource
• Customize
• Soft vs. hard dollars
• Relationships are key
• Know the going rate
Image by DavidDMuir http://www.flickr.com/photos/daviddmuir/

9. Other bright ideas:
• Think theme
• Kill two birds with one stone
• F&B reduction strategies
• Go local (colleges, state buildings,
neighborhood taverns, etc.)
• Book hotel rooms like weddings do
or look at MeetingsCommunity.org
• Transportation
• Piggyback!
Image by Kristi Sanders http://picasaweb.google.com/kristicasey/PortlandOregonGreenFAM#

10. “152+ Ways to Stretch Your
Planning Dollars”
E-mail kristi@planyourmeetings.com
for a copy of this whitepaper

11. Negotiations/Strategy
Image by NoHoDamon http://www.flickr.com/photos/nohodamon/

12. Contract negotiations
• Contracts are written to
favor the venue
• Everything is negotiable
• Ask about everything that’s
not clear or defined
• Strike out redundancies
• Protect your group
Image by Jk5854 http://www.flickr.com/photos/julishannon/

13. Remember:
• You can ask before the contract is
signed; afterwards it’s just begging
• It’s a two-way street
• Customize attrition, cancellation &
group rate clauses
• Cross out double-dipping fees
• Put everything in writing
• You can include incentives/penalties
Image by Christopher Chan http://www.flickr.com/photos/chanc/

14. Cancellations
• Spell out what will happen to the
deposit in the contract, how it may be
applied in the future, if rooms may be
released or resold
• Be honest and upfront
• Communicate as soon as you know
• Work with suppliers/venues to make it
a win/win
• With hotel’s permission, repost unsold
rooms on
www.MeetingsCommunity.org
Image by Emtboy9 http://www.flickr.com/photos/justageek/

15. Attrition
• Be honest about the numbers
• Can supplier/partners help
you with marketing?
• Can a portion of the attrition
fee be used to enhance the
event?
Image by NathanaelB http://www.flickr.com/photos/purecaffeine/

16. Driving attendance
• Know your audience
• Plan how to engage them
before, during and after event
• Use social media; contact regular
media
• Enlist their aid creating content
• Give incentives for referrals
• Partner to get the word out
Image by .mw http://www.flickr.com/photos/mwillms/

17. Engage the audience
• Content is king
• User-generated, on-demand
• Multiple generations
• Individualized, authentic, “special”
experiences
• Leverage technology
• Give back to community
Images by Carf http://www.flickr.com/photos/beija-flor/ (top and bottom); and Text 100 http://www.flickr.com/photos/text100/

18. Need ideas?
• Industry events/trade shows
• Destination guides & resource
directory: www.PlanYourMeetings.com
• Searchable city listings: www.Cvent.com
• Ask your peers:
www.MeetingsCommunity.org or
www.PYMConnect.com
• Ask local CVBs, search Web sites, ask
your favorite museums, restaurants,
clubs about space
Image by Zadro http://www.flickr.com/photos/themusicoflife/

19. “The Practical Guide to
Meeting Planning”
Download this “meeting planner’s bible”
http://www.planyourmeetings.com/subscribe/

20. Striking a Balance
Image by Geekgirly http://www.flickr.com/photos/geekgirly/

21. Toxic workplaces
• Team-building, communication
is essential
• “Five Dysfunctions of a Team”
by Patrick Lencioni
• Don’t expect everyone to
work 24/7
• Have a life; take a break
• Share testimonials, say thanks!
Image by Toastforbrekkie http://www.flickr.com/photos/toastforbrekkie/

22. Bad customer service
• Address the issue when it
happens
• Explain why it’s unacceptable
• Fill out satisfaction surveys
honestly
• Talk to managers; ask for new
sales contact, if needed
• Pay for the level of service
you get
Image by Kharied http://www.flickr.com/photos/kharied/

23. You can do it:
• Just say “no” to toxic people
• Give honest critique &
feedback
• Listen
• Accentuate the positive
• Focus on goals, solutions
• Take care of yourself
Image by Themis Chapsis http://www.flickr.com/photos/pointofdesign/

24. Setting a price for
your services
• How much do you want to
make a year?
• How much do you need to
get by on?
• Shoot for the high end, but be
realistic
• Build in a treat for a job well
done
Image by Swamysk http://www.flickr.com/photos/stephenpoff/

25. Education/Advocacy

26. Getting certified
• Certified Meeting Professional
(CMP) designation is available
through
www.ConventionIndustry.org
• There are 18 designations you
can earn. Find the one that’s
right for you at:
www.planyourmeetings.com/
advice/ (1/08/08)
Image by DavidDMuir http://www.flickr.com/photos/daviddmuir/

27. Get strategic
• Know goals
• How is success measured?
• Track return on investment
(ROI) and return on objective
(ROO)
• Keep a record of your successes
• Prove Your Worth as a Meeting
Planner presentation at
www.SlideShare.net
Image by Caribbeanfreephoto http://www.flickr.com/photos/georgiap/

28. Educate policy makers
Industry news & action sites:
• www.MeetingsMeanBusiness.com
• www.MeetingIndustryinCrisis.org
• www.KeepAmericaMeeting.org
• www.PlanYourMeetings.com
• www.USTravel.org

29. Keep learning
• James Hogg’s “Emergent Technologies for
Meeting Professionals” presentation:
www.PlanYourMeetings.com/advice (11/21/08)
• “Going green in 5 easy steps”:
www.PlanYourMeetings.com/advice (4/24/09)
• Advice on PR/sponsorships/marketing:
www.PlanYourMeetings.com/advice
(7/27/07-8/06/08)
• www.SlideShare.net
• Go to industry events, network with your
peers, travel, read
Image by Svenwerk http://www.flickr.com/photos/svenwerk/

30. Questions?

31. Thank you for
tuning in!
Let’s continue the conversation:
Twitter @PYMLive
KCSanders at www.PYMConnect.com
Kristi.Sanders@PlanYourMeetings.com