motivation for innovationmotivation for innovation

Find inspiration and destinations

Plus, a handy-dandy planning guide! InnovatIon

Contest wInnererICa prewett

Featuring:

2011 digital edition

4 motivation for innovation7 innovative green meeting

and hospitality trends

9 Sponsorship trends

12 five mental traits that promote innovation

13 innovative meeting venues

14 feed your mind

15 a conversation with Emilie Barta: 'the virtual hostess with the mostest'

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16 Social mEdia for EvEntS:how to make the personal professional

in thiS iSSuE

19 roll call: league of extraordinary innovators

21 Winners of the PYm innovation contest

l colorado28 aspen

l florida 30 orlando 34 St. Petersburg/

clearwater

l georgia36 atlanta

l illinois 42 chicago

l south carolina 46 myrtle Beach

l texas48 dallas-fort Worth

51 frisco 52 Grapevine 54 lubbock 56 austin 58 houston

60 the Woodlands 62 San antonio

27 dEStination GuidE a tour of some top meeting cities. for more national and international guides, visit planyourmeetings.com/destinations.

3 Editor’S lEttEr

65 thE Practical GuidE to mEEtinG PlanninG

80 What’S onlinE

81 contriButorS & Staff

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22 hElP iS juSt an aPP aWaYinnovative tools that take the worry out of work

24 Gadgetsand gizmos

25 Seven for ’11: hot meeting technology trends

The ideas that make up our PYM annual guide generally arrive unannounced, at odd hours. I first started thinking about this issue’s “innovation” theme while walking past the graveyard outside the Dallas Convention Center. After speaking with several planners at our PYM LIVE Events, I found that their biggest social media obstacle was finding time to explore the possibilities of these powerful marketing tools. I had a flash that our innovation guide could be like a Boy Scout manual, helping planners through a wilderness of options. Other bursts of what my Art Director Jenny Schisler calls “inspirado” arrived while en route to a site tour in Pittsburgh, juxtaposing images with the EditPro team at work and tapping in to the constant stream of information being exchanged online between the great minds and innovative thinkers I admire.

When I was a young girl, I read that the singer Jim Morrison educated himself by reading the books his idols read. That sounded very wise, so I did the same. At some point it occurred to me that I should widen my scope to also read books and study the art and music made by their friends. Doing so had an unexpected side effect — I began to see connections between seemingly incongruous things. It gave me an intellectual history of inspiration and innovation that descended straight down from Dante to The Doors. And, it illuminated for me how deeply relationships affect one’s work.

Before Twitter and Facebook, I don’t think it would have occurred to me that technology could create the same kind of bonds between minds that personal relationships historically have. But like attracts like, and technology has just made it easier for groups of like minds to find each other. The great news is that it also makes it a lot easier for the rest of us to eavesdrop in on their conversations.

Speaking of conversations, please engage us on our other social and online platforms or come meet us in person at a LIVE Event. And, in case you’re wondering, I did have a vision of the 2012 PYM annual guide. It will have a Hitchcock-inspired “Anatomy of a Planner” theme (which of course came to me in the shower).

All year long, we’ll be collecting stories of your best days, your worst days, your favorite events and the ones that went haywire. So if you have something you’d like to share, e-mail kristi@planyourmeetings.com or tweet me @PYMLive with the hashtag #pym12. And, if you’re interested in being a mentor or are in search of one, let us know!

Kristi Casey Sanders Editorial Director/Chief Storyteller

BE PrEParEd

Editor'S lEttEr

“The future is already here — it’s just not evenly distributed.” I’ve been thinking about that William Gibson quote a lot lately. Overseas, social media is able to unite and motivate people to topple dictatorships. Yet, in America, it’s primarily used to snicker at celebrity mishaps.

I'd like to thank the following for making this issue possible:lcd Soundsystem, vic chesnutt, Stella Bella, rescue remedy, twitter, #eventprofs, mighty mighty 44, master Blaster, Whit, real time, "just" aaron, office babysitters, Pcma convening leaders, fast forward, Wired, inc., @samueljsmith, @jeffhurt, 4 hour Body, chipotle, PYm livE Events, Belle & Sebastian, chuck d and flava flav, cypress hill, king claude, @dqtweets, @checklistqueen, cozmic fun lines' awesome artist resandersarts@yahoo.com, jimmy johns, breastpumps, "chelsea lately," "Glee," mimi and Poppa t, mashable, Seth Godin and the weird chirpy music at the thai restaurant on roswell road.[

key to innovationJust like a Boy Scout, meeting and event planners always need to be prepared. Throughout this issue, you'll see the following merit badges. They signify:

CitizenshipPeople and organizations working to benefit others.

SurvivalTools needed to adapt to the the changing workplace.

SurveillanceVisionary people, unique places, and other sources of inspiration.

OrienteeringEvents that have tested the waters and are blazing new trails.

By Jeff Hurt

Illustrations

by Robert Sanders

motivation

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innovationmotivation

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innovation

“(Innovation is) change that creates a new dimension of performance,” says the father of modern business management, Peter Drucker.

Most meeting and event professionals yearn for new dimensions of performance. We want to make our meetings unforgettable experiences that increase loyalty, likeability and ultimately grow our events. To paraphrase Seth Godin, we want to design and implement purple cow experiences. We want to create remarkable encounters.

By Jeff Hurt

Illustrations

by Robert Sanders

What sparks innovative ideas?

motivation

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innovationmotivation

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innovation

Cameron TothMeetings coordinator, general manager, social media director at SBI College and Career Preparatory Institute (@CameronToth, camerontoth.com)

Media in all forms provides my inspiration. Whether it be a book, blog or movie, when ideas are expressed, data is presented and stories are told, I find myself latching on to new ideas and concepts. Fantastic speakers who can generate energy and passion with great ideas really motivate me to move forward.

Christina Stallings Social media enthusiast, and meetings and trade show coordinator for American College of Rheumatology (@MsStallings, christinastallings.com)

I get my innovative ideas from my Google Reader. I can always count on my favorite

blogs to find inspiration or an idea that could be tweaked to be appropriate for my situation. Twitter search (a.k.a. lurking) also proves helpful quite often.

I have a sticky note taped to my monitor that says: “Why? Why not? What if?” I keep this in front of me all the time.

Melissa Soliz-MihalopoulosMarketing and meeting strategist, MASoliz Consulting; president, Gulf States Chapter PCMA (@Mihalopoulos)I get my innovative ideas

with regards to planning memorable events from the runway ... That’s right: fashion! Many of the hottest trends translate into vibrant new colors and designs that can easily influence the look and feel of a room.

I get content ideas from social media. Twitter is a fabulous way to stay on top of what is new and trending in marketing, technology and many other industries.

innovation is like a purple cowSeth Godin says you are either remarkable or you’re invisible. You’re either a purple cow or you’re forgettable.

Most people have seen a cow. After seeing several herds of cows, they all look very similar and boring. But if you were to see a purple cow, that would be unforgettable. A purple cow would be remarkable and seeing it would be worth sharing with others. Heck, we would tweet about it, take pictures of it, post it on Facebook and create a YouTube video of that purple cow. It would be different from the run-of-the-farm typical cow.

And, if you were the person that created that purple cow, you would be lauded as innovative and edgy. That’s what meeting professionals are looking for when they innovate. They are looking to create a purple cow experience that is rarely forgotten.

innovate to differentiate“Innovation” comes from a Latin word meaning to renew, change or make into something new. Typically, innovation means that people have to think differently about something. They have to think outside, inside and upside

down of the typical box. For events, it means that organizers have to think beyond the norm and status quo experiences. It means looking at the typical meeting program from new perspectives.

Innovation can be as simple as a change in the thought process or finding a new application for something familiar. Innovation can be incremental or radical revolutionary change.

Connected at the hip with innovation is design thinking. Organizations need to continually tinker and experiment with their event models so as not to get stuck in stubborn, status-quo, traditional “that’s the way we’ve always done it” cultures.

Today, there is no business as usual. Meeting professionals must continually reinvent and reposition their events or risk becoming obsolete. To gain a competitive edge, meeting professionals must occasionally step away from their logistical planning and think strategically about their event. How can it be reinvented? How can we renew the meeting experience? What can we do differently that has a positive outcome and has everyone talking? How can we innovate?

So where do some professionals turn to get motivation for innovation? Where do innovative people get their creative ideas?

Digitize those

brochuresWho says you have to pay an arm and a leg to create a paperless meeting? If you know how to PDF your conference materials, you can transform them into mobile-friendly digital publications with Issuu. It’s free, and uploaded documents may be embedded on websites or sent as links in e-mails. With a little bit of coding, you can add an interactive table of contents and embed videos, too. Tutorials are on issuu.com.

13 professionals share where they get their inspiration

Virtually hanDs-on

If you think the gesture-operated screens in “Minority Report” were a work of fiction, think again. The MIT student who consulted on the film completed work on a prototype at Oblong Industries (oblong.com). The result is the g-speak Spatial Operating Environment, available for trade shows and theatrical presentations. Another mind-blowing platform the company has developed is Mezzanine. Imagine being able to snap a picture of your New York office's whiteboard after a brainstorming session; uploading it from your phone to a digital workspace your co-workers in Berlin and Shanghai can also see; letting them add videos, presentation slides, and spreadsheets; and then videoconferencing in someone to “reach through” your laptop and add their input. Mezzanine makes all of that possible.

innovative green meeting and hospitality trends

Meeting planners and suppliers are revving up their sustainability and corporate social responsibility efforts. Here are some to applaud. By joHanna walsH, CMP

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InteractIve touch screens replacIng prInted attendee programsDrury Design Dynamics Companies like NEC and Cisco are developing touchscreen technology that is finding its way into events as a way to deliver content electronically and save on printing. Drury Design Dynamics (drurydesign.com) started utilizing the technology to provide directional signage, maps, session information, agendas, speaker bios, videos and photos for a 10,000-person conference this past fall, while not printing a single program.

munIcIpal governments gIvIng event greenIng grantsIn an effort to encourage all of the promoters of public events to adapt zero-waste event strategies, the city of San Jose, Calif., created a grant program to help pay for the additional costs of implementing recycling and composting programs. This is an innovative way to encourage show producers to reduce the amount of garbage going into the municipality’s waste stream.

clean the World FoundatIon Founded in 2009, Clean the World works with hotel properties to collect gently used soaps and toiletries, sanitize them and ship them to communities in need of more sanitary conditions. Their donations have primarily gone to Haiti, even before the 2010 earthquake. The soaps save thousands of lives by helping to prevent illnesses.

green rebates at hotels For guest partIcIpatIon While hosting a roundtable discussion on green meetings with a group of government planners, one person said she was beginning to negotiate a fantastic deal for her attendees. If the guests participated in the hotel’s eco-friendly programs such as towel and bedding reuse, recycling in the room and turning

off lights when leaving, the hotel would pass on some of those savings to the group. This ingenious negotiation tool helps the hotels with their programs while incentivizing guests to participate where it counts — their wallets. It also is a good tool for groups with low allowances for sleeping room rates.

paperless boardIng passesUnited Airlines is reducing the use of paper and the likelihood of losing your boarding pass on the way to the plane. A pixilated image of your boarding pass’ barcode sent to your smartphone is all you need to get through the gate. Imagine all those planes free of boarding pass paper.

massIve amounts oF recyclIng Events, venues, hotels, convention centers and even airlines seem to be recycling more and more and sending less and less to landfill. This is due to innovative communication and training programs implemented in these facilities. Successful recycling programs do not work without training, incentive and repetition. These programs keep millions of square feet of graphics and carpeting out of landfills.

polenta as an organIc event toolBack to Earth Catering (backtoearth.com) creatively uses polenta as a décor tool. Easily compostable, polenta can be used

to keep skewers of food intact, and replace toxic floral foam. There’s no better way to reduce waste than being able to eat all parts of a decorative food item.

eco-FrIendly rental cars The increased availability of eco-friendly cars for travelers and attendees has been on the rise. Planners might consider negotiating a deal with rental car companies to offer a discount on hybrid rentals.

banners to bags and bean bag chaIrsInstead of throwing away banners from last year’s event, use this durable material to create unique giveaways. Banners can be recycled into attendee bags, bean bag chairs, filing folders, even wallets — all carrying your event branding from the banner’s original material.

Johanna Walsh is an eco-event planner and consultant based in San Francisco and New York City. She is the founder and manager of Twirl Management, a firm

that develops and promotes environmentally responsible opportunities for events. Twirl is a Certified Green Business by the City & County of San Francisco. Walsh sits on the Board of Directors for the Northern California Chapter of the Green Meeting Industry Council.

The iPad As a communication tool, the iPad is the tablet that previous tablet computers couldn’t be. At events, they also have become a great tool to help you go green. They have been used as picture screens, then turned into giveaways. iPads also are replacing large production books and binders, and consume less energy than it takes to print the traditional stacks of paper handouts and conference materials.

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Lastly, I get innovative ideas from the PCMA Convening Leaders conference. PCMA has always been the leader in our industry in providing cutting-edge educational content and networking opportunities.

Abigail Kirsch, The No. 1 Zagat-rated caterer in New York City, is an innovative hospitality leader to me. She treated guests at their January holiday party like they were A-list clients. Abigail Kirsch and Google are really making an effort to treat their customers well, while also placing themselves at the top of their industry. When thinking about innovation, don’t look for what’s new. Look for what works and make it better!

Dana Freker DoodyVice president corporate communications, The Expo Group (@theexpogroup, theexpogroup.com)Creativity can strike anywhere and everywhere, but it seems

most of those proverbial light bulbs for me turn on at the mall and in the car. Retail merchandising is a great resource for new trade show ideas, particularly in design and way-finding. When I am in my car, my brain relaxes just enough to ponder, “What if?”

The most innovative leader in the trade show industry is Ray Pekowski, founder of The Expo Group. His ability to see beyond the current business model, implement new ideas and build relationships is inspiring. As an innovator, he is never satisfied with any statement resembling “because that’s how we’ve always done it.” He created a brand new business model for servicing trade shows by anticipating needs.

When I was creating the LinkUP pavilion, which would allow our clients to meld online and on-site audiences by creating a hybrid event right on the trade show floor, I stepped forward and back. I stepped forward into the shoes of the trade show and conference attendees, pondering what they might consider engaging and interesting in today’s overstimulating world. I stepped back into childhood, where magic is real, the tooth fairy visits, show- and-tell is the best part of school and fun is non-negotiable.

Innovation as a word has been subjugated by technology. We need to remember that not all innovation requires mobile apps and HTML coding. Sometimes it’s just thinking differently. Tony Hsieh of Zappos revealed one of that company’s core values is “creating

Case study: using a CsR aCtivity to build teamsEvEnt: The Berkeley-Columbia

executive MBA program orientation

goal: To kick off the 19-month MBA program in a way that would be as unique, innovative and impactful as the one-of-a-kind masters program itself.challEngE: “We had a group of 70 students who had not met each other before,” says Katherine Lilygren of the University of California Berkeley Haas School of Business. “We needed them to get to know each other, to trust each other, to form a tight, cohesive unit.” She hired Odyssey Teams to figure out a way to break down the barriers that caused competition rather than collaboration, and unlock the learning and leadership potential of the new students.solution: Odyssey Teams took the business school’s guiding principles — beyond yourself, question the status quo and confidence without attitude — and

wove them through a “Helping Hands” philanthropic team-building program. Students arrived at the event to find tables full of plastic parts, screws and wires. Divided into teams of three, the students worked together, assembling a prosthetic limb to help someone in a foreign country replace a limb lost in a landmine explosion, farming accident or natural disaster. A video introduced the teams to the person they were helping. Afterwards, the teams decorated the bag that would hold the limb, personalizing it for the recipient.

rEsult: “It really sets the culture of the institution here, [that] it’s not all about them,” Lilygren says. “The exercises helped make them feel really safe with each other. They could put themselves out there but really feel supported by their other classmates. The capstone of was session was seeing the video, decorating the bag that the hand goes in ... and you know that someone’s life will change because of what you have done.”fEEdback: Attendee polls unanimously identified Odyssey Team’s Helping Hands program as the highlight of the orientation.

1-2-3, phonetree

Callingpost.com is an inexpensive way to call everyone on your attendee list and deliver a brief message to them. Prices range from $.06 to $.12 per name, depending on the metrics and options you want, and names and numbers can be uploaded on an Excel spreadsheet. Record the message on the website or by calling in, upload the names and hit send. Timing mechanisms ensure that the full message will be delivered to voicemail if a human fails to pick up the phone.

Whether you are a sponsee or a sponsor, there are two areas you should address in 2011: leveraging and activating sponsorships, and measuring return on investment.

Leveraging and activating sponsorshipsSponsors must put their overall marketing efforts behind participation in your event or it won’t be successful. Ways you can help them do so include promoting your event to their customers and partners through established marketing channels (e.g., newsletters, website, blog or direct mail pieces).

On average, companies will spend $1.40 on activation for every $1 spent on sponsorship packages. According to the IEG survey “Sponsors Send Clear Signal: We’re Coming Back,” 80 percent of companies plan to either spend the same or will increase monies spent on leveraging their sponsorships; only 20 percent plan on cutting the budget, which is good news because last year, nearly twice as many sponsors (40 percent) said they were slashing spending.

But, don’t get tied up with the ratios. It is only important that the sponsor integrates sponsorship activation into their marketing mix. There are too many sponsors out there who think they can just write a check (or provide the promised in-kind contribution), sit back and start watching benefits flow in.

Challenge that assumption. When a sponsor begins talking about their budgets, ask them if that includes activation and leveraging dollars. Their response will let you know if this is a sponsor who needs to be educated about the true cost of sponsorship. It will also show savvy sponsors that you know what you are talking about. As a result, they will feel more comfortable

working with your event team. I’d rather have a renewing, happy sponsor than a one-time check writer.

Measuring roiAccording to the IEG survey, while a majority of sponsors are satisfied with the return on their investment, 23 percent have no idea what their ROI is. This explains why the top sponsee-provided service is “Help with ROI Measurement.” Sponsors need this help because 36 percent of them are not spending any money on post-event research to measure the benefits of their sponsorship.

And it’s not just post-event measurement that is lacking. Forty-three percent of sponsors say they do not spend any money on pre-selection research to evaluate the fit of a sponsorship.

As a sponsee, you cannot measure ROI for a sponsor, and it is unreasonable for a sponsor to ask for you to measure ROI for them. All you can do is provide them with information that will aid their measurement efforts. And, be willing to talk about their business objectives so you can develop a customized package that will help them achieve their goals.

Traci Browne, president of Red Cedar Marketing, is a specialist in trade show and convention management and

exhibiting. She has spent years teaching exhibitors how to get more from their trade show marketing dollars and taught show producers how to structure their shows to make sponsors and exhibitors happier. Traci is now producing regional B2B and B2C shows and events. Follow her on Twitter @tracibrowne.

By traci Browne

fun and a little weirdness.” Weird is not for everyone, and neither is innovation. But both sure can be fun!

Corbin BallMeeting technology speaker and consultant, Corbin Ball Associates (@corbinball, corbinball.com)I constantly look outside the meetings industry. What is

happening in other areas of technology? How would these apply? Also, as chair of the EIBTM Worldwide Technology Watch for the past seven years, I have a great chance to look at new ideas coming in.

I think the key to innovation is looking at things with new eyes. Don’t be bound [to] what has always been. My specific focus is how do you use technology to improve the business process for events and trade shows?

Scott KlososkyProfessional speaker, technologist, futurist and partner, Future Point Of View (@sklososky, klososky.com)I think innovatively by doing two things really well. One

is not to allow myself to be minimized by the current ways things are done. That kills creativity. Two, I assimilate ideas from many other industries or practices then apply them in new ways or combinations. Add those skills together, and my mind is free to be innovative.

Samuel J. SmithCo-founder EventCamp Twin Cities; managing director, Interactive Meeting Technology (@samueljsmith, interactivemeeting technology.com)

Someone once told me that there are no original ideas. All new ideas are mash-ups of existing ideas, products and services that are out in the world. So, I try to think about how I can recombine things that I have seen to create something new.

I am a reflector. If you and I talk about something, I need to listen, think about it, internalize it, and then go for a walk. It’s not that I need to take a walk as much as I need movement. This is where I can clear my mind and come up with new insights.

At the same time, I get my creativity juices flowing when I spend time with people like Ryan Hanson (BeEvent’s creative director) and

sponsorship trends

Ray Hansen (social technology innovator and EventCamp co-founder). Ryan, Ray and I can look at the same challenge and come up with very different ideas and solutions that are all equally excellent. As a result, they push my thinking and creativity to another level.

I am often surprised by people that believe innovation needs to involve technology. Innovation does not have to be sexy or use technology.

If you want to truly innovate, then I think that we need to look outside of our industry. • We do a good job with the opening general session production, [but] what can we learn from theater about character development and storytelling? • In hybrid meetings, we should be looking at live television as an example. This could be sporting events, Oprah-style shows with a live studio audience or political debate-style shows. • What can we learn from organizational development practitioners? They have a ton of useful engagement models that they are using to drive organizational change. • Or what about e-learning practitioners? They have been doing hybrid and virtual events for years.

• What can we learn from training and development practitioners? I recently picked up a book on developing seminars. The insight on adult education and adult learners was [powerful]. It makes me wonder if we consider these same things when developing our event programs.

Greg Ruby, CEM, CMPExperienced event management pro, Ruby Enterprises (@gregruby, gregrubyconsulting.com)My go-to source for creative and innovative ideas is

usually my fellow Baltimore native, Tom Peters, of “In Search of Excellence” fame. His most recent book, “The Little Big Things: 163 Ways to Pursue Excellence” is a wonderful resource, as is his “Reinventing Work” series of books, which I try to read annually. Otherwise, most of my other sources are found on the Internet: folks like Paul Bridle, Chris Brogan, Jeffrey Cufaude, Scott Klososky and Scott Stratten. There is such a wide range of material on the ’net that easily can be found nowadays.

tag, you’re it!

QR codes are a fast and free way to encode information like phone numbers, websites and text messages in an image that smartphones can “read.” Apps that decode QR codes are free. Generate your own codes at qrcode.kaywa.com. They can be used for scavenger hunts, giveaways and online surveys. If you look close, you’ll see that some of PYM’s partners have QR codes in their ads. Hmm … I wonder where they lead? Download an app and find out!

Case study: InCorporatIng a gamIng aspeCt Into an eventEvEnt: Green Meeting Industry

Council’s Sustainable Meetings Conference

Goal: To create a way for attendees to learn, network and have fun while immersing them in the educational content and engaging them in a different way. ChallEnGE: Communicating the rules of a complex game and getting buy-in from 250 attendees who were only going to be at the conference for two days. Solution: QuickMobile was engaged to design the gaming app. Attendees were assigned to teams when they registered, and each team got one iPad preloaded with the app. Teams were tasked with determining the destination for a hypothetical event based on business drivers, sustainability initiatives and other information supplied about the fictional organization’s mission and goals.

RESult: “Only one or two people wanted to opt-out and they ended up getting sucked back in,” says Paul Salinger, Oracle’s vice president of marketing and GMIC’s incoming president. “It all became very organic. The teams really bonded and created new networks. Some virtual attendees got interested in the game aspect; we skyped [a few] in. It was an interesting dynamic to see [how] you

can learn and network and have fun in a collaborative environment instead of sitting in a classroom environment and being lectured to.”FEEdbaCk: “It may have been too complex for the time we gave them,” Salinger says. But, he says it prepared planners for the type of questions business clients might ask. Virtual participant Samuel J. Smith was enthusiastic. “As a remote person, if you’re just watching it’s just kind of lame,” he told a GMIC interviewer. “But being able to engage and participate gave me a much stronger connection. I also met several people this afternoon. That’s good too.” PYM’s Lisa Kraus, who attended the face-to-face conference, also enjoyed herself: “The hands-on experience really [elevated] the group to the next level with content engagement and team-building techniques for learning/application.”

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Visit Baltimore’s President and CEO Tom Noonan is an innovator in our industry. He revitalized a CVB that was floundering and created unique marketing concepts such as the 3 City Express that partners Baltimore, Salt Lake City and Fort Worth with joint campaigns. This concept allows for mid-sized markets to compete against larger cities and mega-properties.

Another person I would consider innovative would be Deborah Sexton of PCMA for having the vision to co-locate with the Virtual Edge Summit this year. She sees the trend of hybrid events and the increased usage of social media in events.

We need to remember: Not every attempt to be innovative will be successful. But we must keep attempting to be innovative in order to grow ourselves and our industry.

Lindy DreyerChief social media marketer, SocialFish (@lindydreyer, socialfish.org)I read books by authors who are much smarter than I am. I surf the Internet like it’s my

job (OK, it kind of is ...) and absorb ideas that

I would have never thought of myself. And I’m always looking for ways to apply “cool stuff ” to the work we are doing with our business and with our clients.

Also, I’m one of those people who is never satisfied. I’m always tinkering with things in small ways and sometimes in large ways. So if we’re in the stages of planning something, I’m often the person who loops back to the beginning to ask, “Are we doing that because that’s how we’ve always done it or because that’s the best way to do it?” And I love the words “what if?”

Michael McAllenProducer and host, MeetingsPodcast.com; co-founder, Grass Shack Events & Media (@mmcallen, grassshackroad.com/blog)While most people are

creative in a group setting, I find I come up with my best ideas alone. When I need inspiration, I listen to music, take a drive, or hike with my two dogs and our cat (he likes to walk with us). I also read all the time. I like a mix of audio, and I love real books that I can fold the pages and

game on!Don’t forget to

create a locale for your event on gowalla.com and foursquare.com. The location-based games award users points for “checking in.” Many enterprising sponsors and planners are creating badges attendees can earn for checking in to the event or trade show booths, and offering perks to the person who’s checked in the most (called the “mayor” on foursquare). If you want to go a step further, really add a gaming element to your event by programming a task-oriented journey on scvngr.com. Attendees can access the tasks on their mobile phones and earn points for completing them.

Case study: ReinfoRCe bRanding in an engaging wayEvEnt: Case-Mate’s Fifth

Anniversary Party, Employee and

Customer Appreciation Eventgoal: To produce a top-notch event that conveyed the CEO’s sincere appreciation for Case-Mate’s staff and clients, and the ways in which they had contributed to the company’s success.challEngE: Incorporate the company’s new branding, logo and product line into the event while keeping the focus on the people who make it great, most of whom were under the age of 30.solution: Meeting planner Erica Prewett of A Big To Do Event chose to reflect Case-Mate’s fun, young and innovative vibe in her design choices. “Taking cues from Case-Mate’s stylish yet functional products, the balance of form and function was carefully maintained as intelligent

lights played multiple roles as the night went on,” Prewett says. Words describing Case-Mate’s core values were “wrapped” around the venue’s columns. “[They] served as a subliminal reminder of what makes Case-Mate fantastic,” she explains. Because “an educated client is a valuable client,” Prewett had the cocktail napkins printed with one of three questions about the company that would educate clients about the company’s history. The main focus of the entertainment was on dancing, but there also was a black- light casino table from Amusement Masters, a DJ from SE Events, an extra-large photo booth from Shutterbooth and A Lull, a Chicago-based band that won the chance to be featured on one of Case-Mate’s new cell phone cases. Attendees

also had the option of going on helicopter tours of Atlanta.rEsult: Lighting set the tone of the room, switching between various décor elements to focus on the speakers during the toast, and ultimately creating a dance club vibe during the DJ set. An array of tables and hi-boys, some of them illuminated, and outdoor fire pits reinforced the company’s hip, modern outlook while accommodating

tastes of the young attendees. Multiple entertainment options ensured the audience would be engaged. fEEdback: “It's three months later and

people are still talking about it,” Prewett says. “It set the bar very high. Now they ask, ‘Will it be as good as the appreciation party?’”

For more about Prewett, the winner of our Innovation contest, go to page 21.

Dr. Hal Gregersen (INSEAD), Clay Christensen (Harvard Business School) and Jeff Dyer (BYU) have been researching where disruptive technologies

come from through interviews with CEOs and executives. Their research found that many innovative, out-of-the-box thinkers shared five mental traits.

return to later. A client and good friend gave me the book by Paul Arden, “Whatever You Think, Think the Opposite.” This is the only book that never leaves my desk.

My wife, Carrie McAllen, is an innovator and inspiration to the meetings industry. She takes chances, builds teams, mentors and is a tough customer. Nine years ago, she started our company, then left to return to the hotel industry. She is constantly winning recognition awards for her innovations at Hilton in sales and marketing. She has been blogging and videocasting, plus using the social Web for years

Don’t follow the herd. Have a point of view. You don’t always have to share it, but make sure you have one. Don’t be afraid to act on these ideas.

“Do or do not ... There is no try.” — Yoda

Midori ConnollyChief AV girl at Pulse Staging and Events (@GreenA_V, pulsestaging.com/)Innovation is similar to luck. Some say that luck is when preparation meets opportunity.

I believe innovation is the product of systematic logic applied to our wildest daydreams.

I believe that the innovative leaders in our industry are often the ones who recognize the importance of sustainability. For example, Paul Salinger has saved more than $800,000

[on] the last two Oracle Open World events without slashing budgets or sacrificing quality. If anything, he’s added to the quality of experience for his delegates. This is a common trend for those who have a focus on sustainability, as proven by numerous studies.

Sometimes what strikes me as most innovative is born of our most basic intuition — taking care of people and answering human need. My favorite example is probably Clean the World. Its founders saw tons of hotel toiletries being thrown into landfills. They knew that soap could save hundreds of lives. So they created a company to address an issue that was troublesome for both the environment and humans!

Maddie GrantChief social media strategist, SocialFish (@maddiegrant)I think innovative ideas come from two places:

One: A conscious effort to look at things differently.

How could we reframe this problem in a different way? What are we actually trying to achieve? What if we looked at this issue through the lens of someone in a completely different industry? How would my 8-year-old think about this? What if I tried to argue the opposite point? What if none of the obstacles existed? In an ideal world, what could this look like?

five mental traits that promote innovation

1AssociAting: Making connections across seemingly unrelated areas,

problems, questions or ideas.

2 Questioning: Asking questions that go against the grain and rise above

the rest; the ability to ask: “What if, why and why not?”

3 observing: The unique ability to observe details and people’s behavior.

4experimenting: The willingness and excitement to try new things,

take new risks, explore new ways and not let fear be their stopping post for failure.

5networking: Connecting with other smart people outside of their industry

from whom they can learn.

Gregersen and Dyer found that questioning skills turbo-charge observation,

experimentation and networking. Yet questioning alone is not enough. They also discovered that associating, connecting problems and approaching new ideas in different ways, is critical for success. The other behaviors are inputs that trigger association.

Gregersen said that all five skills could be summed up in one word: inquisitiveness. He defines that inquisitiveness as child- like curiosity.

creating a Virtual binDer

The amount of information on the Web can be both a blessing and a curse. The ease with which you can find images, useful sites and online resources is amazing. But a few days later, it’s often difficult to remember exactly where you got your inspiration from. Enter evernote.com, an online tool (and mobile app) that lets you save notes, numbers, recordings, documents, pictures and websites to one online repository. You can then organize materials by folders that can be shared with collaborators or key decision makers. An extra bonus: When you upload an image, any words in that picture automatically become searchable. So, ditch the Rolodex! You can create a searchable database of contacts just by uploading snapshots of business cards and adding your notes.

The KenyaTTa InTernaTIonal ConferenCe CenTer, naIrobI, Kenyakicc.co.keWhy IT’s Cool: Offers 360-degree views of Nairobi from a 30-story tower. The center has a 26,306-sq. ft. column-free ballroom, the largest of its kind in East and Central Africa.

The lIberTy hoTel, bosTon, Mass.libertyhotel.com Why IT’s Cool: This luxury, four-star hotel was once the Charles Street Jail. Its impressive architecture features historic catwalks linking the lobby, restaurant and meeting rooms. Vestiges of jail cells have been preserved in the hotel lobby, which has 30-ft. arched windows.

burj al arab hoTel, DubaI, unITeD arab eMIraTes tinyurl.com/dbalarabWhy IT’s Cool: Standing on an artificial island, the hotel is the fourth-tallest in the world at 1,053 feet high. Amenities include a private reception desk on each floor, rain showers and Jacuzzis in every suite, and butlers on call 24/7.

VanCouVer InTernaTIonal aIrporT, VanCouVer, CanaDayvr.caWhy IT’s Cool: Not only was this the first airport in the world designed to allow cruise ship passengers easy arrival and departure access to ships, it was the first in North America to offer a full-service drugstore, walk-in dental center, medical center and laboratory service. High-speed Wi-Fi Internet access is free, too.

GaMIrasu CaVe hoTel, CappaDoCIa, TurKeygamirasu.com Why IT’s Cool: Once a Byzantine monk retreat, the hotel is formed out of volcanic rock. The “cave rooms” create a cooling effect in the summer and provide extra warmth in the winter.

WashInGTon sTaTe ConVenTIon CenTer, seaTTle, Wash. wsctc.comWhy IT’s Cool: It was the first U.S. venue to offer completely compostable water bottles. The facility recycles 174 tons of cardboard and 186 tons of mixed paper, plastic and glass each year.

naTIonal palaCe of Queluz, lIsbon, porTuGalpnqueluz.imc-ip.pt Why IT’s Cool: A Versailles look-alike, Portugal’s national palace is the official residence of foreign dignitaries, which makes attendees feel like VIPs.

hoTel parTICulIer MonTMarTre, parIs, franCehotel-particulier-montmartre.com Why IT’s Cool: Every sleeping room features different artwork. Guests can create a recorded diary of their stay for the next guest to hear, and are encouraged to leave a personal memento of their trip in one of the common spaces.

CaTalysT ranCh, ChICaGo, Ill.catalystranchmeetings.comWhy IT’s Cool: The venue’s bright, sunny interior is designed to spark ideas with colorful, casual gathering spots filled with vintage furnishings from the 1940s-1970s. Catalyst Ranch also can connect planners with creative artists, writers, thinkers, videographers and facilitators.

The lonDon eye, lonDon, enGlanDtinyurl.com/corpeye Why IT’s Cool: The meeting venue, in a giant Ferris wheel, rises 442 feet in the air, giving guests a birds-eye view of the city.

Monica Compton, CMP, is an event specialist with Pinnacle Productions Inc. She has more than 17 years experience as a global meeting planner, managing

a variety of corporate programs, both domestically and internationally.

innovative MeetinG venUeSCreative spaces tend to inspire creativity. Here are some examples of

some unusual venues available around the world to get you thinking about what might be available in a city near you. By moniCa Compton, Cmp

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The liberty Hotel; Washington State Convention Center; and The london Eye.

Two: From diversity and serendipity. Social media — Twitter for example — provides a breadcrumb path for “wandering” and finding interesting topics and ideas and arguments. Click on a link to a blog post about the issue you’re thinking about, then click on a link in that blog post to something it references, then click on one of the “top 10 posts” on this third blog, then click on the Twitter handle of that blogger, then click on one of the people she follows. I have found some amazing people and information just by wandering around online, voices I never would have known about had I not stumbled across them.

Cece Salomon-Lee Virtual and hybrid event strategist, principal, PR Meets Marketing (@csalomonlee, prmeetsmarketing.wordpress.com)Social media has been instrumental in introducing

me to new ideas and people I wouldn’t have been exposed to normally. This can be done by reading a blog, following a link via Twitter or participating in a discussion on LinkedIn or Focus.com.

I specifically focus on how virtual event technology is impacting how we meet in person and virtually. I have been very impressed by how corporate meeting practitioners have pushed the innovation within this space. For example, at Cisco, individuals such as Dannette Veale, Angela Smith, Kathy Doyle and more have experimented with ways to drive virtual and hybrid meetings. And by sharing their lessons learned and results, meetings professionals can learn how to leverage mobile technology, live streaming, virtual environments — both two-dimensional and three-dimensional — and more for their events.

I think the key to thinking innovatively is to always be open to listening to new ideas, to suspend your disbelief and to disregard the messenger. Too many times we go into a situation or conversation with our own preconceptions of how an event should be done or dismiss the message because of who is delivering it to us.

If this were the case, would anyone have taken Facebook seriously? The best ideas and innovations come from places you don’t expect. If you seek out those individuals, those conversations, those nascent ideas, you may be surprised — even delighted — by the endless possibilities before you.

Not all readers are leaders, but all leaders are readers. Check out these idea-sparking books. For more suggestions, go to tinyurl.com/pymbooks.

one-click meetingsExpensive

webinar platforms will quickly become a thing of the past now that Zipcast is here (slideshare.net/zipcast). All you need to start broadcasting, promoting and archiving your educational content or virtual meetings is a free account. upload a slide deck or use an existing slideshare.net presentation, decide whether you want the broadcast to be public or private, enable the live video feed from your webcam, invite the audience to join you using Facebook and Twitter, and start talking. A chat function allows the audience to engage with presenters and each other.

feed your mind

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How do you make webinars and otHer virtual components interactive?There are three ways to actively engage virtual attendees. One is tech tools, the second is social media and the third is through a virtual event host. When I talk about tech tools, I’m talking about tools built into the virtual event platform. The best are chat, question and polling [devices]. [Chat tools] allow virtual and face-to-face audience members to engage each other. Questions allow the virtual audience to directly ask the speaker a question. Polling is a great way for speakers and organizers to know the audience. If you’re virtual and you raise your hand, no one can see you. But if the speaker says, “Virtual audience, we’re going to poll you.” And then he says, “75 percent of the face-to-face audience has experienced this and 90 percent of the virtual audience has experienced this,” it lets the virtual audience feel more involved in the event, like the organizer and speakers actually care about them and what they think.

wHat about social media and virtual event platforms?The most successful social media platforms I have found in terms of engaging the virtual audience before, during and after the event are Twitter, Facebook, LinkedIn and conference communities. Some groups might have more of a following on Facebook than they do on Twitter. Some may be extremely professional, corporate and serious, so LinkedIn is a better tool for them. It’s all about selecting the best tool or tools that best serves your audience.

There are a gazillion virtual event platforms out there and every platform serves a different audience, budget, methodology and look. I don’t feel qualified to say which one you should use; there’s a new one every day.

wHat sHould live speakers do differently wHen a virtual audience is present?There are more distractions [with] a virtual event than if one is sitting in the audience, so if speakers are dull, monotonous or do not make eye contact [with the camera], the virtual audience will give up easier and sooner than the face-to-face audience. Speakers must be able to think quickly on their feet and not get flustered. [And they] must be 100 percent comfortable, because the camera will amplify their discomfort.

wHat is tHe best way for a speaker to bring tHe virtual audience in?Treat the camera as an audience member and make eye contact. Include the virtual audience by asking questions directly to [them] and asking for their responses ... and share their answers with the face-to-face audience.

wHat sHould planners bear in mind wHen tHey’re putting togetHer a Hybrid event? When an organization is building a program, they have to keep a virtual audience in their mind and not just force them to sit there

for two hours and watch TV. [Consider] time zones, too. If you’re holding an event in New York and attendees are in California, you can’t start at 7 a.m.

any otHer words of advice?Everything is about engaging, interacting and making people feel welcome. Events are intimidating; trade shows are intimidating. It doesn’t matter how much money you [spend]. If people don’t feel welcome and included, it’s a failure.

It happens all the time ... at virtual events. You send people invitations, and they click on a link. Now it’s 2:05 p.m and it’s supposed to have started at 2 p.m., but there’s no video. What’s happening?

Conversely, when you make those people feel comfortable, they want to know you better. And, eventually, they will want to do business with you.

For more tips from Emilie Barta (@EmilieBarta), view "3 Ways to Give Your Virtual Audience a Voice” at tinyurl.com/emiliebarta.

' The virtual hostess with the mostest'a conversation with emilie barta

By kristi casey sanders

there’s a lot of buzz about hybrid and virtual events. But just sticking content online doesn’t mean people will click or pay attention. engaging the audience, whether it’s face-to-face or virtual is something emilie Barta is passionate about. known in event circles as the “hostess with the mostest,” she’s one of the few speakers who seamlessly transitions between live, virtual and hybrid events. Plan your Meetings had the pleasure of speaking with her just before an engagement she had at the consumer electronics show.

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How to make the personal professionalBy denise quashie

ceo & social media event consultant at socially planned

For the past few years, many have been scrambling on what’s considered “standard practice.” Because the social space continues to grow, there’s no one recipe for all. “At times there’s a need to divide personal and professional, but in many cases the overlap can be advantageous and can really establish your credibility in the industry, if done correctly,” says Danielle Leitch, executive vice president of client strategy for MoreVisibility (morevisibility.com).

Here’s a great example of the kind of advantageous opportunities social media offers: Recently, I was asked to co-speak at two industry conferences, and I did it with event professionals I virtually met on Twitter and only physically met the day of our presentations. That’s a true testament that the time spent on social media platforms does have its benefits.

What’s the Difference? Many confuse personal with private. Telling your fan base that you passed out from too much alcohol is probably not smart and certainly shouldn’t be shared. Professionals need to have the ability to edit themselves. An edited version of the above would say that the weekend was spent by enjoying great friends and conversations. 3 Tip: Base what’s “professionally personal” by the personal updates you often give during the first few minutes of a conference call you might have on a Monday morning.

Rick Calvert, co-founder of BlogWorld Expo (blogworldexpo.com), has an interesting view on this topic. “The entire advantage of social media vs. traditional media is the opportunity to connect with people on a personal level,” he says. “The goal is to strengthen your personal relationships and humanize your business self, thereby enriching yourself and your friends who also happen to be customers and business associates.”

How do you balance the two? “I’ve had my Facebook account since I was in college,” says Sarah Fields, an online marketing manager at the agency DENMARK (denmarktheagency.com) “I wouldn’t want to have to censor my friends just in case they post something that may not be appropriate for more professional contacts.”3Tip: Keep your college-built profiles private and create a Facebook Group or a Fan Page for your blog, event or specific interest. A great example is a user-run online community of event professionals, “Eventprofs” (facebook.com/eventprofs). This is one of the best,

most innovative ways to promote events and garner registrations and awareness.3Tip: Think of LinkedInas the 9-to-5 social network, Twitter as the networking happy hour and Facebook as the after-party. By using this logic, it will be easier for

you to determine an appropriate ratio for your online content.

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hen it comes to using social media both personally and for business, many professionals cringe at the

thought of combining the two. However, you can and should be “professionally personal” on social media because beyond the tweets about what’s on television, there’s actually a lot of excellent content relative to business and branding, and open opportunities to develop meaningful, and at times profitable, professional relationships.

#eventprofsif you’re on

twitter, do a search for #eventprofs, and you’ll quickly discover some of the most innovative meeting professions working today. they regularly hold twitter “chats” on a variety of topics. to see the current calendar and archived stream of past conversations, visit eventprofs.pbworks.com. recently, eventprofs stepped into the face-to-face arena with a series of user-generated live events called event camps (eventcamp.org). Most of them have a free virtual component that allows you to view sessions and interact with the participants and speakers remotely.

InteractIve Q&a

Vyou.com is a fun way to answer questions your attendees may have about your event. accounts are free, and all you need is a webcam to film one brief segment of you, the company president or speakers “waiting” for people to ask questions, and another segment that will be played in response to questions that haven’t yet been answered. after responses are filmed, a link to them may be shared on Facebook, twitter and tumblr blogs. Do you have any questions? come visit us at vyou.com/pym. we’re always happy to help!

VelVet Chainsaw’s MidCourse CorreCtionsjeffhurtblog.comIf you enjoyed the Innovation feature in this issue, you’ll love this site. on a daily basis, Jeff asks some fascinating questions about why we plan events the way we do, challenges our assumptions and proposes some interesting alternatives.

uMair haque for the harVard Business reViewblogs.hbr.org/haqueWriting on the topics of global business, competition and the economy, Haque produces well-researched columns that question the status quo, point out the inadequacy of certain paradigms and brings humanity to the world of big business.

ready2sparkready2spark.comLara Mcculloch-carter helps companies develop their social media, marketing and branding strategies, and brings that expertise to the events industry. from an event planning tools megalist to career

advice for independent planners, she offers real grounded, actionable ideas.

interaCtiVe Meeting teChnologyinteractivemeetingtechnology.comso we totally geek out when samuel J. smith talks about new event technologies and ways to engage the audience, but the entries we love the best are his reviews of what worked and didn’t work at the events he’s attended, virtually or otherwise (and he goes to a lot).

design dawgsdesigndawgs.netWhen you need a little eye candy, head on over to aoo event’s blog. David Merrell and a series of guest bloggers post pictures and write-ups of interesting event designs and décor.

Meetings podCastgrassshackroad.com/blogMike Mcallen’s Grass shack road blog features a mix of written posts and podcast interviews with event professionals he finds interesting. He’s a cool guy to talk with, and it’s fun getting to know more about the industry peers he profiles.

plannerwireplannerwire.netIncentive/association planner Keith Johnston and medical meeting planner trish rafferty contribute to this entertaining blog that gives readers a window into what the life and work of planning meetings and

events is really like. plus, Keith writes some really fantastic rants.

daniel pinkdanpink.comauthor of “Drive: the surprising truth about What Motivates Us” and “a Whole new Mind: Why right-Brainers Will rule the future,” Daniel pink writes about how the workplace is evolving.

seth’s Blogsethgodin.typepad.comon the surface, seth Godin’s blog is about marketing. But more often, it’s about how you can relate to people more effectively, what you are truly capable of and what people are doing that is changing the world.

sanders sayssanderssays.typepad.comtim sanders is a keynote speaker, author and business consultant who specializes in corporate social responsibility, leadership and motivation. He’s also an avid reader, so his blog posts are filled with links to innovative thinkers, ideas and books.

Roll call: League of extraordinary innovators

Many of the people featured in this issue write blogs. Here are links to a few we find especially thought-provoking — and some blogs that have inspired them. coMpiled By kristi casey sanders

what’s tMi? “I make it my business to understand and exercise all of the privacy options that are available,” says Venita Hale of venitalynn.com. “And remember that ‘guilty by association’ applies. Connecting with a person online is a form of low-level endorsement, and if you’re associated with someone who is unprofessional online, it could impact your reputation.” 3Tip: If you use mobile applications like Foursquare, be sure to also edit where you “check-in.” I recently viewed an update of someone checking in from the County Jail. You’re broadcasting information to the world, so make sure it’s what you want your boss, co-workers or business prospects to see.

to share … or not? Companies are starting to hire again, and they’re researching candidates on social media. I certainly do and have turned down many fantastic resumes because of the candidate’s Facebook updates. 3Tip: “Those looking for business opportunities ought to be cautious of what’s being shared publicly, and to disclose your [social media after dark] pastime to potential employers if they feel there’s potential for the two to intersect,” Leitch says. This doesn’t mean you need to friend, follow, or allow access to the VP of

HR. However, it does mean you can showcase your work, writing style, and creativity in an innovative, current format.

For employers, it’s important to disclose your social media policies. Jennifer Daniels, “The Friendraiser” (thefriendraiser.com) and social media manager for a library system, says she’s written office polices as well as “common sense rules” for employees. “We explain to our employees to keep their personal social media brand distinguished, not separated, from their role with library and to have the disclaimer ‘my tweets do not reflect that of my employer’.”

the bottom lineUltimately, you have to do what’s best for your particular situation. The market is changing, and social media isn’t going away. It will continue to grow. And, if you’re in the event industry, it’s critical that you use the space to build, promote, and sell your brand and events. Clients want innovative event organizers, and creatively using social media is a fantastic way to close the deal.

No matter how successful, all of us have made a few social media mistakes. That’s why I encourage you to explore it by listening first before graduating to making professional contributions. Know your limits, be authentic, and eventually you’ll find your comfort zone. That’s when the benefits will begin to roll in.

Case study: proving the value of social mediaeVent: social Media tourism

symposium (soMet)goal: to create a 100

percent user-generated conference.Challenge: create and promote a conference without using any traditional marketing channels or planning methodology.solution: all communications with potential attendees were established through a fan page on facebook and @soMet on twitter, using the hashtag #soMet. Input from potential attendees was used to plan every element of the meeting — from what the cost and duration should be to who would speak at the event. once request for proposals (rfps) from potential hosts were narrowed down to those that met attendees’ criteria, fans were encouraged to vote for their favorites on facebook. every educator

booked to speak came from a suggestion from facebook or twitter.result: the fan page started with 163 fans. once voting on potential destinations opened, membership on the facebook fan page swelled to 1,033. the competing hosts generated extra publicity by writing blog posts and launching their own twitter campaigns using the #soMet tag. a video contest also increased awareness, as attendees vied to win a gift certificate by posting online videos

describing why they wanted to attend. Because of this powerful word-of-mouth buzz, less than $150 was spent on facebook ads and other pr efforts.feedBaCk: the rfp for the 2011 event was downloaded by 532 destinations, versus 219 in 2010. on the day the 2011 dates were announced, #soMet was mentioned on twitter almost 200 times. During the rfp voting period, #soMet was mentioned on twitter an average of 75-125 times a day. the hashtag was used by 558 unique users, who engaged 426,424 additional audience members between the end of the 2010 event and the beginning of the rfp voting process, four months later. the hashtag was viewed by 1.8 million people during that time.

as of press time, the soMetourism facebook page had more than 2,500 fans, 500 of whom had joined the group within the last seven days.

KeepInG It toGetHer

the more platforms you use to engage people, the more difficult it can become to monitor the conversations and manage your workflow. that’s why most marketing professionals (and more and more meeting planners) use a social media dashboard to keep everything straight. tools like hootsuite.com, socialoomph.com and tweetdeck.com allow users to post one message across multiple social networking sites, schedule posts days in advance, track metrics, and connect accounts and Facebook fan pages to rss feeds to provide a steady stream of content. you can go a step further with a tool like threadsy.com, which gives users access to their e-mail accounts as well.

PYM Innovation Winners

But it would be unfair not to share with you some of the other great people, ideas and events we got to hear about. for example, syscom technology’s David ecton has found a really fun application for segways — he uses them to create team-building polo matches on golf courses and event lawns. We were blown away by the coolness quotient of cream of the crop events and Logistics’ party (at right) for 500 they created in a parking garage at 1111 Lincoln road (thanks Deirdre everdij!). We love Dave & Buster’s unique team-building offerings. We can’t wait to see how telluride is reinventing the faM tour. and we were pretty sad we missed the new Year’s eve party Jennifer Johnston of the sea palms resort wrote us about. Here are some other things we thought were pretty darn innovative.

“sculptware created a chair cover with pockets on the back for meetings and new product launch parties. company info for meetings or new product launch items can be put in the pockets to create a seamless meeting or decluttering the table.” — Linda Peters

“[corporate social responsibility] (csr) can reach beyond just a team-building activity and really impact lives. someone who personifies this commitment to csr is

tammi runzler, vice president of convention sales and

services for visit orlando, who is right now leaving for her second trip to

Haiti with clean the World, a fantastic orlando-based non-profit organization that collects, recycles and distributes soap to needy populations. With the cholera

outbreaks there’s been a special need for soap, so clean the World has gone to Haiti a few times within the past year to help the situation. You can learn more about them here: cleantheworld.org/about-us.asp.” — Jennifer Dienst

“at Zoo atlanta, you can have dinner at the giant panda habitat, or sip a cocktail while watching a gorilla feeding.” — andrea smith

“the sales department at the alabama Gulf coast cvB has devised an innovative approach to including social media in every meeting that takes place here. We maintain an ongoing presence on facebook and twitter, as well as a special website just for meeting planners and attendees. through the use of these web 2.0 tools, we are able to extend our services to our customers and guests. via our social media tools, we promote Gulf shores & orange Beach to planners and attendees by highlighting what is special about our area. Using vibrant photography, video, and links, we showcase the best our destination has to offer, and put it in the perspective of a meeting/conference environment.” — April Boone

the naples, Marco Island and everglades cvB offers planners access to a digital library of promotional materials they can customize and distribute to attendees at paradisecoast.com/gap.

Do you have an idea, event or a shout-out you’d like to share with us? Go to our Facebook page and tell us about the people, events and meeting services you think are cool. We’ll post our favorites for you to vote from May 15-30. The winner will appear on the cover of the next issue of PYM!

One of the amazing things about working at Plan Your Meetings is getting to meet truly innovative meeting professionals. These visionaries are

finding new ways to engage the audience, present their client’s message, build teams, use technology to improve events, create immersive experiences and yes, even change the world. cOMPiled BY krisTi caseY sanders

We asked you to tell us about an innovative event, service, supplier or product and we were overwhelmed with your replies. Earlier this year, we put our three favorites up for a vote and let you select the winner, the meeting planner you felt was the most innovative. Overwhelmingly,

you chose Erica Prewett (@checklistqueen) from A Big To Do Event in Atlanta. Her winning case study is featured on page 17, and in, homage, we’ve put her animated alter-ego on the cover.

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Innovative tools take the worry out of workBy mary welch

Today’s meeting planners are the poster children for multitasking. They have to be in 10 places at once, all the while negotiating

contracts, arranging travel plans, selecting desserts and keeping a variety of executives and hundreds of attendees happy. Fortunately, there is an increasing number of software programs, apps and other technology to help them stay organized, manage their time, communicate with virtual teams and pull together a successful meeting seamlessly. The following are some tools and software products that meeting planners recommend:

help is just an app away

Super Planner is an iPhone app that provides a variety of planning tools,

including calculators for venue capacity, staffing, catering, staging, projection and dance floor. (howardgivner.com/super-planner-iphone-app)

Hammer and Central Desktop are collaboration tools that help teams

communicate and create a means for leaders to track tasks, synch calendars and collaborate on files. (centraldesktop.com)

Tom’s Planner helps with project planning, management and coloration

and allows a meeting planner to store, share and manage schedules online. (tomsplanner.com)

Doodle.com is a software program designed for planning as well as setting up polls that

can be e-mailed to participants for feedback.

Surveymonkey.com helps meeting planners create Web-based surveys.

E-DMC reduces the time spent on planning corporate incentive travel and

reduces the cost by directly connecting planners with suppliers with no hidden fees or markup. The company says it can save meeting planners as much as half their budget and as much as 75 percent of their manpower hours. (e-dmc.com)

San Francisco-based MacroView Labs, a developer of mobile concierge apps,

launched an event management platform for smartphones to benefit event planners at hotels, resorts, universities, festivals, museums and other organizations. The software allows event managers to send news, music, video, special offers, meeting schedules and presentations directly to their guests’ cell phones. Delegates can

register for an event, see updated schedules, rate the venue or keynote speaker, find their meeting room, or even play games like scavenger hunts — all through their phone. (macroviewlabs.com)

Altus Event MyStro, together with smartphone-enabled Altus Mobile

MyStro, bridges the worlds of live and virtual conferences by delivering live, on-demand and social media content to any desktop, smartphone or tablet. The Altus Event MyStro features schedules, live streaming content and on-demand media that integrates with the show schedule, media and social media feeds. It offers searchable on-demand content 24/7. The Altus Mobile MyStro is a mobile application for conference navigation and engagements. It can search every session, sponsor and exhibitor with multi-prefix incremental search and alert them to deadlines while also driving session and exhibitor traffic.

ETOUCHES is a Web-based suite of integrated event management

applications. Its 13 modules help organize, streamline, implement and execute events from

inception to delivery. ETOUCHES saves time and limits mistakes with workflow modules, offers one total flow-through solution, provides secure central repository for all events and provides real-time quality data. It also provides a seamless information flow across online travel bookings, webinar registration, marketing automation, CRM and financial software from integration partners, and can be used in 27 languages. (etouches.com)

Mimeo.com allows meeting planners to control and have full visibility for any

printing needs including the ability to share and collaborate online with all decision makers before materials are printed. In addition, it allows planners to keep the event program open to changes and accommodates last-minute advertisers and exhibitors.

MindManager, visual information mapping software, helps avoid information overload

by bridging the gap from the “planning” to “action” phases of projects. MindManager helps users organize their thoughts by starting with

MyTSA, TrAnSporTATion SecuriTy AdMiniSTrATion contact.tsa.dhs.gov/mytsa Why iT’S cool: This iPhone/mobile Web application provides wait times at airport security check points, reported in real time by passengers. It also provides answers to a list of frequently asked security questions.

lAyAr MApping Technology layar.com Why iT’S cool: This mobile phone technology uses GPS mapping data to provide information about the buildings around you, which can aid in site selection. All

you have to do is snap a picture of the building you’re interested in with your camera phone, and the app will provide information about it, link to the website and give you venue contact information.

chirpe Mobile Technology, A2Z inc. a2zinc.net Why iT’S cool: ChirpE beams information about the trade show layout, session information and show updates to attendees’ mobile

phones. Attendees can create personalized session agendas and receive a reminder from a ChirpE “buzz” or text message that their session is about to begin.

bcArd Technology, iTn inTernATionAl itn-international.com/index.html Why iT’S cool: It embeds attendee badges with a chip and antenna encoded with all of the attendee’s contact and registration information. An attendee can simply touch their BCARD credential to an ITN device and respond to survey questions and exchange data through

a wireless transfer. The fully-automated badges are produced in under nine seconds so there is no delay at your registration line.

rooM Service ordering Technology, runTriZ And gbcblueruntriz.com gbcblue.com Why iT’S cool: It increases the speed of room service ordering through a touch-screen application on your

mobile phone. Menus are posted online and orders are billed directly to the guest’s room or credit card. The technology allows the guest to bypass phone chat with hotel staff and frees hotel staff from telephone time. Some hotels have expanded the technology to allow for online scheduling of wake-up calls and housekeeping service.

Gadgets and gizmos Here are some cool tools you can put to use at your next meeting or site visit. By monica compton, cmp

WANTED: CREATIvE

GEEkwant your own app? Post what you need done on a freelance site like elance.com or vworker.com and let people bid on the job. It’s not limited to mobile app builders either; you can post requirements for anything from bloggers to graphic designers, proofreaders to game programmers.

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1 ConvergenCe of Content delivery: One of

the hottest topics at the 2011 Consumer Electronics Show (CES) was the emergence of the Google TV Concept. Traditional television will become an entertainment center comprised of Internet and television broadcasting. The user-generated content on YouTube (owned by Google) will replace and/or supplement the traditional programming we’ve watched as our evening entertainment for the last few decades.

So, as you create your conference promo videos or capture user-generated content, keep in mind that within months, your content could potentially be viewed in family rooms around the world. It’s very exciting — with huge implications for those involved in marketing events!

2individualized experienCes: In the same vein as the ability to

select our television viewing material and fast-forward through commercials, meeting attendees expect a more customized experience than ever. Using mobile devices and flexible scheduling (i.e., recorded material available instantly on-demand throughout a conference), they want to shape their learning and networking experiences faster and more pointedly.

3de- and re-ConstruCted general sessions: With these expectations of

a customized experience, no longer will an audience patiently sit through two hours of boring content. The old formulas for general sessions no longer apply, but the general session will not die. It will just be reinvented.

Attendees still want to be entertained or engaged through storytelling, multimedia or a group dynamic. As they become active participants in their education (see No. 5), they will be working very hard in their breakout sessions and need some respite.

There’s a reason we had recess in school, right? Comfortable seating arrangements, excellent room lighting and interactivity (or, at the very least, a feeling of connection with the presenter through effective room design) will be the norm.

4Considerations for remote audienCes: As more meeting

managers try to expand their audiences who cannot attend for reasons ranging from financial or time constraints to personal preference, hybrid meetings will become the norm. (Hybrid meeting can be defined as the blending of a face-to-face meeting with adding a virtual audience through some type of technological delivery.)

We will see more polling and interactivity that incorporates both audiences. Polling providers such as IML, Turning Technologies or polleverywhere.com enable the blending of results from all audiences. Additional cameras and informal webcasting stations will enable a closer connectivity between attendees on and offsite. Visual representations of social media streams and the audience in the virtual platform will become more prevalent.

5Breakouts BeCome Breakouts: Venues have begun to adapt to the

desires of attendees to meet in more comfortable, informal gathering places. As this trend emerges, breakouts will become breakouts again. Facilitated discussions and small, intimate learning sessions will be increasingly be seen in foyers and lounges.

This type of breakout will feature technology such as iPads and other tablet devices. Presentations will be delivered to participants on their own small devices (also allowing for instant transfer of materials) using apps such as WebPad or ConferencePad. Or, presenters can plug into LCD types of displays placed at various spots around the convention/conference space.

6ConneCtivity and eduCation is more important than ever:

Attendees need to find one another. Although the economy is improving, the

last three years have demonstrated the importance of helping attendees to achieve their goals for attending an event. The two most important goals named for attending an event include networking and education.

This means we will employ more technological tools such as SpotMe, mobile apps or online social communities to help attendees find one another. Specifically, features to look for should help attendees connect before, during and after the event.

Education is also extremely important. Traditional A/V must take this into consideration. Presentation software and content will adapt and change. Tools such as Prezi (prezi.com) can help. So can something as simple as using vertical screens that force speakers to move away from heavily detailed slides and use more imagery/graphics.

7visual Wonderment: While we will continue to see an emphasis on

education and networking, there are some clear trends in visual displays.

An increasingly popular form of projection is 3-D mapping. This means projection on a 3-D surface. I suggest you watch a short movie clip of this technology on YouTube from the Ralph Lauren 4-D experience in London, where they actually sprayed the scent of their new cologne into the audience!

Additionally, vertical screens and non-rectangular displays will also become more popular. This is an excellent way to capture the attention of an audience that has become overly familiar with seeing all content in the same format for decades. Interactive GestureTech and Touchscreen displays are also two more technologies that will grow in 2011.

Midori Connolly is co-founder and Chief AVGirl of Pulse Staging and Events. An MPI Platinum Speaker, she speaks at events around the

world on the topics of CSR, Green AV, AV for Girls, Green Meetings and Twitter in Twenty. She co-chaired the APEX Green Meetings standards for AV, and co-chairs the CSR Task Force for her MPI Chapter. Follow her on Twitter @GreenA_V.

Seven for ’11: Hot trends in meeting technology

Looking towards a lucky and prosperous 2011, here are seven trends to watch for

By midori connoLLy

a central theme and then adding “branches” of ideas, notes, images, tasks, hyperlinks and attachments. (mindjet.com)

TimeFox is a time and project-tracking system that combines simple time

management, estimating, job scheduling and reporting to help ensure that projects are delivered on time, within estimate and for a profit. (functionfox.com/products.html)

TrackPackages is an iPhone app that scans FedEx, UPS, U.S. Postal Service,

and DHL bar codes and then tracks them to delivery. Typically a trade show manager ships all types of packages and while most shippers offer a website to track packages, they don't cross reference each other. TrackPackages allows a meeting planner to scan a package into the iPhone, give it a name, and then follow the package to delivery. (trackpackages.com)

Eventbrite is an online event planning program that allows planners to create

events online, share via social networking sites, sell tickets and manage affiliate partners. (eventbrite.com)

The Cvent Supplier Network allows meeting planners to search detailed

profiles of over 100,000 event venues and hotels worldwide, send electronic requests for proposals and compare bids with side-by-side reports — all at no cost (although registration is required to send

RFPs). With CSN, planners can quickly and easily make “apples-to-apples” comparisons of meeting venues, leverage multiple quotes for the best deals and drastically cut costs. The Cvent Destination Guide, the first and only destination-specific, free travel guide exclusively for meeting planners, goes hand-in-hand with CSN. It has more than 4,500 pages of meeting-specific information on over 150 destinations. (cvent.com)

BuddyPress allows planners to create their own social network for events

while staying in control of their site. It’s fully compatible with the free blogging platform WordPress. (buddypress.org, wordpress.com)

MailChimp is a free e-mail marketing tool that allows planners to share events

so that when someone indicates that they are attending, all of their connections will be notified. (mailchimp.com)

Kik is aimed at those who travel a lot and lets them send free real-time

text messages among iPhones, Androids and BlackBerries. (kik.com)

Sometimes, despite all this technology, it might be appropriate to go retro and hire

a real personal assistant – well, a virtual one. For $35 a month, Rent A Smile organizes members’ calendars, schedules meetings, does reminder calls, conducts Internet research and helps with travel planning. (rentasmile.com)

GooGlE DoCSeliminate the

noxious volley of back-and-forth e-mails collaboration often brings by starting a Google document at docs.google.com. upload an existing document or choose from a variety of templates, then "share" the document with anyone who needs to give you feedback. once they sign in, your guests can highlight areas of the document and add comments, reply to other comments or edit it outright, if you've given them permission to do so. to get started, all you need is a free Google account. templates range from word documents and spreadsheets to event timelines and survey polls.

case Study: creating a paperless meeting with ipadsevenT: Hilton

Worldwide Global owners meeting

goAl: To find a way to deliver meeting and hotel information without printed materials, and promote attendee interaction.chAllenge: Getting attendees to use the iPad apps instead of relying on paper handouts or real concierge services.SoluTion: QuickMobile was engaged to develop a paperless meeting app and a virtual concierge app for iPads, which were then distributed to attendees. The paperless meeting app featured business plans, excerpts from speakers’ books and a daily video about scheduled activities;

an instant-messaging component also was available. The virtual concierge app allowed attendees to schedule wake-up calls, request housekeeping, arrange transportation, make dinner reservations and even request drinks be brought to them poolside.reSulT: During the conference, more than 400 requests were made via the virtual concierge and more than 10,000 instant messaging sessions took place. The use

of iPads reduced the meeting’s paper consumption by 70 percent, saving an estimated 50 trees.feedbAck: “They had all been to

meetings where they had to lug around thick folders full of paper in order to keep track of what was going on,” Josh Weiss, Hilton’s vice president of brand and guest technology, told lodging

Hospitality (lhonline.com). “They couldn’t believe we could put all that information and more into an iPad that weighs less than two pounds.”

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Dynamic Destinations

On the following pages, we profile select American destinations, offering

highlights and insights about how these locations can enhance your

meetings. We’ve spoken with meeting planners, CVB representatives

and local experts to bring you the best of what each city has to offer.

For more extensive coverage of national and international destinations,

visit PlanYourMeetings.com/destinations. BY kristi CAseY sAnders

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Want unusual venues?Private clubs, such as the Aspen Mountain Club and the Caribou Club, are elegant options for group functions and private dinners. Hold a high-end, exclusive event in one of the private residences on Red Mountain. The Aspen Historical Society’s Wheeler/Stallard Museum, a Queen Anne-style Victorian mansion, along with its grounds, accommodates up to 250; its Holden/Marolt Barn, Mining and Ranching Museum has outdoor event space for 250 people.

Want cultural activities?The Wheeler Opera House has been Aspen’s cultural center since 1889. In addition to a 503-seat theater, the opera house has an unusual lobby space that may be booked for intimate dinners (capacity: 60) or receptions. The Aspen Music Festival and School presents a series of concerts throughout the summer, featuring some of the world’s best professional and student musicians. Jazz Aspen Snowmass produces a summer festival, a Labor Day festival, educational performances, and free concerts in both villages. The Aspen Institute specializes in leadership seminars and a fascinating array of public programs on topics such as arts and ideas, business and society, and energy and the environment. Every summer, the Anderson Ranch Arts Center offers more than 130 workshops between Memorial Day and the end

of September, when world-class artists are in residency; from October through April, the center presents gallery shows and a lecture series. A Victorian museum, ghost town and West End walking tours are available from the Aspen Historical Society.

Want to break out of the boardroom?Encourage attendees to relax by kicking the day off with a pajama breakfast or on-mountain yoga classes. The Maroon Bells Lodge & Outfitters at the T-Lazy-7

Ranch offers Western-themed dinners, dances, wagons, sleigh rides and trail rides year-round. The ranch itself has several event venues, including a 5,300-sq. ft. log cabin with a dance floor, bar and space for up to 280 guests. Old stagecoaches and wagons surround the Chuckwagon Grounds (capacity: 180), which is a popular venue for outdoor barbecues and has a fire pit for cool Colorado nights as well as a built-in dance floor, bar and band platform. The ranch also offers an event lawn with a view of Pyramid Peak that may be tented.

Want to meet green?The City of Aspen sells Canary Tags to reduce the carbon footprint of traveling to and doing business in the city; planners should check aspenzgreen.com and stayaspensnowmass.com for details and current green meetings packages. The Doerr-Hosier Center is LEED Gold-certified. Boutique properties Sky Hotel and Hotel Jerome have green meeting packages and initiatives in place. Other LEED-certified venues include the Snowmass Golf Club, the Snowmass

Aspen

The Sundeck Restaurant on Aspen Mountain has amazing views of the Elk Mountain Range.

WhAT you Should knoWaspen is a Top-10 ski resort with

excellent nightlife and dining options. attendees can fly direct into the aspen/Pitkin County airport on Frontier or United airlines. They also can fly into eagle airport (75-minute drive) or Denver (four hours away). During the ski season, direct air service is available to aspen from Denver, los angeles, Chicago (o’Hare), san Francisco and Houston. ski lift tickets are good for four mountains: aspen (sometimes called ajax), aspen Highlands, Buttermilk and snowmass. The pedestrian-friendly layout of the village means you can avoid using shuttles altogether, if you wish.

WhAT Will SuRpRiSE youaspen is a year-round destination

that doesn’t only cater to the well-to-do. look for bargains in the spring and fall months; July occupancy sometimes exceeds January’s levels. Unlike other ski towns, aspen has a vibrant community of people who actually live there, which gives the village an authentic, friendly vibe. Virtual tours of aspen are available from everyscape.com; a second virtual tour is on aspenchamber.org.

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Club, Aspen Meadows Resort and The Sundeck Restaurant. The Aspen Ski company has been a green pioneer for over a decade, installing micro power stations, extensive recycling programs and biodiesel-powered machines at its on-mountain ski runs and properties. The St. Regis Aspen Resort, which also has the largest hotel ballroom at 16,000 square feet, has a comprehensive set of green initiatives, including energy-conserving solar panels, water-conserving toilets and an in-house recycling program.

Want group dining?French country flavors and ambiance abound at Rustique Bistro, which has a private dining room/reception space for 34-90 people. L’Hostaria serves contemporary Italian and is a favorite with locals. If you’re looking for Colorado fare,Piñons Restaurant, located across from the Hotel Jerome, has a 110-seat main dining room.

Want to dine on the mountain?Winter or summer, The Sundeck atop Aspen Mountain is accessible by the Silver Queen Gondola and has views of the Elk Mountain Range. Cloud Nine Alpine Bistro overlooks one of the most photographed local sites, the Maroon Bells. Just outside of Aspen, the Pine Creek Cookhouse is located in the midst of the Ashcroft Ski Touring network of cross-country trails. If attendees aren’t big skiers, they also can take a horse drawn sleigh to the restaurant, which serves lunch and dinner.

Want active group adventures?Blazing Adventures provides destination management as well as group rafting, kayaking, biking, hiking, hot air balloon, jeep, horseback, historic mine and fly-fishing tours (Roaring Fork Valley is known for its gold-medal fishing). The Aspen Center for Environmental Studies leads group ski and snowshoe tours.

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Want to meet green?Visit Orlando and the Central Florida chapter of the U.S. Green Building Council are working together to make this the greenest meetings destination in the country. Solar panels on the roof of the Orange County Convention Center generate enough energy to power 100 homes, and the convention center has been nationally recognized for its eco-friendly initiatives. More than 30 local hotels are Florida-certified Green Lodging hotels, and several restaurants use locally grown and sourced ingredients. Check with Visit Orlando for a complete list of all green initiatives in the city. In addition to being a certified Florida Green Lodging Property, Peabody Orlando has a partnership with Clean the World that lets them turn those little bars of soap attendees leave behind into life-saving donations. The bars of soap are sanitized, remolded and shipped to Haiti, where a bar of soap costs $3-5, a family only has $2-3 a day to live off of and preventable sanitary diseases kill thousands of people every year. A skybridge links the Orange County Convention Center to the Peabody’s recently opened conference center, which has a 54,652-sq. ft. column-free grand ballroom and an airy 75,000-sq. ft. rotunda with floor-to-ceiling windows. Other amenities include a full-service spa, 1,641 guest rooms and complimentary Wi-Fi Internet access.

Want locally made items for gifts?Orlando Brewing Company brews a wide variety of organic beers and coffee. Winter Parks’ boutiques sell specialty goods and foods. Visit Orlando sells Magicards, offering savings at 67 attractions, shops, hotels and restaurants. Florida’s Natural Brand Co-op has a gift shop with branded merchandise, food and gift items, as well as an online store. Behr’s Chocolates can create customized chocolates and gourmet treats, such as s’mores and chocolate-dipped fortune cookies.

Want creative venues?Fantasy of Flight’s historic aircraft museum offers banquet and reception space for up to 5,000, interactive flight simulations and conference facilities. WonderWorks, an upside-down “museum of the mind,” is a fun alternative for a reception or evening function for up to 1,200 people. In addition to a laser tag arena and a dinner-theater magic

show, the facility has virtual reality rides, hands-on science experiments and other activities, including a three-story indoor ropes challenge course and a 4-D extreme-motion, simulated-thrill theater. The Harry P. Leu Gardens has indoor and outdoor meeting space as well as classrooms for educational programs. The Mall at Millenia has an airy rotunda, which is surrounded by high-definition panel screens and available for small banquets and receptions. Mall gift packages offer meeting attendees free valet parking, a gift, coupons and a free cocktail just for visiting the upscale shopping center.

Want to meet at one of the “big three” amusement parks?In addition to Walt Disney World Resorts’ four parks (Epcot, Disney’s Hollywood Studios, Magic Kingdom and Animal Kingdom), the resort has four championship golf courses, a waterpark, spas and entertainment complexes,

Orlando

The Orange County Convention Center has 2.1 million square feet of exhibit space.

WhaT yOu shOuld knOWMore than 10 million meeting and

convention attendees come to orlando every year. the convention center and most of the convention hotels are clustered around International drive (also known as I-drive), which is anchored by universal orlando resort to the north and Sea World adventure Park and the Walt disney World resort to the south. a flurry of development has revitalized some familiar properties, like several rosen Hotels and resorts’ properties and the Peabody orlando, which added 145,000 square feet of meeting space and a new 32-story guest room tower to its campus. three airports service the area: orlando International airport, orlando executive airport and the Kissimmee gateway airport.

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as well as professional development workshops and unusual venues such as the 10,000-sq. ft. Stage 17 Hollywood-style soundstage. Groups can stay at the Walt Disney World Swan and Dolphin, which has 2,265 guest rooms, 84 meeting rooms, two boardrooms, four ballrooms and 110,500 contiguous square feet of exhibit space. For meetings that rock, head to Universal Orlando Resort’s CityWalk complex and check out the Hard Rock Café Orlando. In addition to a living museum of rock ’n’ roll memorabilia, the restaurant has eight function spaces for music-themed meetings and events, including the 150-person Art Bar and the 60-person Elvis Library. The entire venue accommodates up to 4,000, reception-style, and is attached to a 3,000-person concert venue, Hard Rock Live. The resort and its entertainment district also is home to The Blue Man Group, three hotels, golf and spa programs, nine soundstages, five themed amphitheaters and unusual team-building programs. At SeaWorld Orlando, groups can dine surrounded by sharks at Sharks Underwater Grill, take in one of the water- and land-based shows, throw a themed party, or have catered functions with fireworks on The Waterfront.

Want to stay near one of the “big three”?The Holiday Inn Resort Orlando–The Castle is a 216-room Medieval-themed “palace.” Within walking distance of International Drive and a short ride to the Disney parks, the Kessler Collection property has 10,000 square feet of function space, including two ballrooms and rooftop terraces. The 115-room, AAA Four-Diamond Bohemian Hotel Celebration is five minutes away from the Disney magic. The boutique property has 5,000 square feet of indoor meeting space with panoramic lakeside views, and two lakeside terraces for outdoor functions. Free shuttle service to Disney theme parks also is provided. The International Palms Orlando has 652 guest rooms and suites and 26 meeting rooms, including a 10,000-sq. ft. ballroom that seats up to 1,400 people. Located near Sea World and the other theme parks, the 652-room hotel offers many business amenities, including 24-hour fitness and business centers, same-day dry cleaning and complimentary high-speed Wi-Fi Internet.

Want to golf?The Reunion Resort is home to three golf courses, designed by Arnold Palmer, Jack Nicklaus and Tom Watson. Other amenities at the luxury resort include villa accommodations, elegant conference space, a rooftop pool/patio venue and a 4,700-sq. ft. ballroom overlooking natural wetlands. The El Campeon course at the Mission Inn Resort in Howey-in-the-Hills is one of Florida’s top 10 courses; the neighboring Las Colinas course was designed by Gary Koch and recognized by Golf Digest as one of the best new resort courses when it opened. Walt Disney World Resort has four championship golf courses, a nine-hole walking course and fantasy mini-golf courses for families. Other top-ranked Golf Digest courses include the National and the International at ChampionsGate, and the Lake Nona Golf Course. Zagat gives top marks to

The Fantasy of Flight museum has unique banquet space; the harry P. leu Gardens features three miles of paved scenic walkways that take visitors through 50 acres of southern-style gardens; universal’s CityWalk entertainment complex has many restaurants and entertainment venues.

WhaT Will surPrise yOu

Just north of the convention district, downtown orlando offers a quieter alternative to I-drive. Interesting neighborhoods and attractions like Winter Park and lake osceola offer planners cultural venues, fun group activities, and locally owned shops and restaurants. orlando is well known as a destination for large conventions, but there are many properties and venues that cater to small groups. In addition to the creative resources available to meeting planners from companies such as disney, there is Medical city, which is home to M.d. anderson orlando cancer research Institute and Sanford-burnham Medical research Institute. three other medical facilities are being developed in Medical city.

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the Panther Lake and the Crooked Cat courses at Orange County National.

Want to surround your group with culture?The 250-room Grand Bohemian Hotel has 9,600 square feet of function space, including the rooftop Bohemian Garden. Amenities include a gallery of over 150 works of rare art; live nightly entertainment, featuring an Imperial Grand Bösendorfer Piano (one of only two in the world); and AAA Four-Diamond, DiRoNA dining at its Boheme Restaurant. The Charles Hosmer Morse Museum of American Art in Winter Park has the world’s most comprehensive collection of Louis Comfort Tiffany works, including Tiffany jewelry, lamps, art glass and the chapel interior he created for the 1893 World’s Columbian Exposition in Chicago. Other exhibits include late-19th and early 20th-century American paintings, pottery, graphics and decorative arts. The Cornell Fine Arts Museum at Rollins College has six galleries displaying modernist and contemporary art. The Mennello Museum of American Art focuses on American masterworks and public arts programming. ArtsFest is a festival of free arts and cultural events held in early February in 54 locations throughout Lake, Orange, Osceola and Seminole counties. The Orlando-UCF Shakespeare Festival is the only professional, classical theater company in Central Florida. In addition to Shakespeare, they also produce new plays and theater for young audiences in its mainstage and blackbox theaters. The Orlando Philharmonic presents classical, pop and chamber music. A Concert Opera Series, featuring performers from the late Orlando Opera, puts the focus on the music instead of opulent sets.

Want to shake up a meal function?Send attendees on a scenic boat tour through the lakes and canals of historic Winter Park. Disembark at the Albin Polasek Museum and Gardens for an afternoon luncheon or evening reception in the sculpture garden, which accommodates more than 300 people. Polasek helmed the Art Institute of Chicago’s sculpture department for nearly three decades before retiring to Winter Park to build a home for his “children” — life-size sculptures that he arranged in his garden overlooking Lake Osceola. What’s remarkable about the museum’s

collection is that many of the large sculptures on display were created by Polasek after he suffered a stroke, which left him wheelchair-bound and with the use of only one arm. A smaller chapel and indoor house museum with galleries also are available for groups to tour.

Want to team-build?iFly Orlando offers a free-fall skydiving adventure in a specially constructed

wind tunnel. Teams of eight to 12 go every 30 minutes; a viewing platform allows waiting groups to watch each mission. Corporate Astronaut Training Programs (ATX) are available at the Kennedy Space Center.

Want an innovative way to train attendees?Sidecoach Simulation Training uses technology, coaching and improvisation to create realistic simulations used to teach attendees soft skills, crisis management and more. Planners can create small group simulations or individual simulations that may be viewed by as many as 2,000 people. Real-time digital feedback may be incorporated to enhance the experience. Unlike software trials, Sidecoach uses trained “inter-actors,” which injects a human element into theoretical situations.

ChampionsGate has one of the top-ranked golf courses in the area; the Charles hosmer Morse Museum of american art is home to the world's most comprehensive collection of works by louis Comfort Tiffany; the albin Polasek Museum and sculpture Gardens showcases nearly 200 of the Czech sculptor's works.

The 411• 2.1 million square feet of

exhibit space in the orange county convention center

• 116,000 guest rooms• 447 hotels• 168 golf courses• 90+ attractions• 60+ convention hotels

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We’ve had some work done.(The hotel, not the staff.)

Our expanded meeting space and rooms may be new, but our signature 4-star service hasn’t changed a bit. To learn more about our friendly hospitality, added amenities and current meeting incentives, call 407-352-4000 or visit PeabodyMeetings.com.

Want a voluntourism opportunity?Groups can build affordable housing with Pinellas Habitat for Humanity; or clean local roads, coastal areas, inland lakes and rivers with Keep Pinellas Beautiful. The Tampa Bay Estuary Program and Tampa Bay Watch organizations give groups the opportunity to help restore the Tampa Bay estuary and its wetlands. Visit St. Petersburg/Clearwater can assist planners in connecting with these and other local non-profit agencies.

Want green venues?The 390-room Sheraton Sand Key sits on 10 private acres of white sand beach and is certified by the Florida Green Lodging Program. In addition to 24,000 square feet of renovated indoor meeting space, the property has multiple outdoor venues, and tents can be set up poolside or near the beach for gatherings of up to 60 people. The 382-room Sirata Beach Resort and Conference Center is situated along 13 acres of beachfront on the island of St. Pete Beach. In addition to 10,000 square feet of outdoor event space, the Florida Green Lodging-certified property has 12,000 square feet of indoor exhibit space and six breakout rooms for groups of 12 to 550 persons. Another Florida Green Lodging-certified hotel is the Hilton St. Petersburg Bayfront, which is located in the waterfront district in the heart of downtown, steps away from much of the entertainment, shopping and culture that the city has to offer. The 333-room property has more than 35,000 square feet of meeting space, including a 1,000-person and a 600-person ballroom, and a recently renovated restaurant.

Want dramatic venues?The Progress Energy Center Theater for the Arts is home to the 2,031-seat Mahaffey Theater, which hosts

Broadway shows as well as headlining comedy and musical acts. Event spaces include an elegant ballroom and an atrium in addition to the plush red-and-gold auditorium. Outdoor venues include a plaza that connects the theater to the new Salvador Dali Museum and a 7-acre waterfront park. The visually iconic Dali Museum building features a double-helix stairwell, marina views and a geodesic glass-enclosed lobby — not to mention 96 oil paintings, 2,500 prints and photographs, 125 drawings and watercolors, and 250 objet d’arts, the most comprehensive collection of his works in America. The Museum of Fine Arts is available for banquets and receptions (capacity: 160 seated). The Armed Forces Military Museum has the state’s largest collection of authentic military artifacts, ranging from WWI to the present day. In Clearwater, Ruth Eckerd Hall has a 400-seat banquet room overlooking Alligator Lake and Tampa

Bay, an atrium lounge for small meetings, a 200-seat black box theater, and several classroom and studio spaces. Its 2,180-seat main performance hall hosts more than 200 performances annually.

Want to treat attendees like VIPs?Creativity isn’t something that you can push out of people. And relaxation is sometimes hard to come by. The conference services team at the Innisbrook Resort and Golf Club in Palm Harbor know that, which is why their group spa menu includes options for break-out sessions, networking events and business-appropriate fitness. With more than 100,000 square feet of indoor/outdoor space, including the largest exhibit hall in Florida, the resort has a high space to room ratio. Recreational amenities include four golf courses, 11 clay tennis courts, four swimming pools, 60 acres of fishing lakes, beach access and hiking/biking trails. And the

St. Petersburg/Clearwater

In downtown St. Petersburg, there are several conference center hotels, museums, attractions and parks adjacent to Tampa Bay.

WhaT you Should knoWSt. Petersburg/Clearwater is

known for its famously clean beaches and cultural attractions. Flights arrive at the St. Petersburg/Clearwater International Airport. St. Petersburg and Clearwater are only two of the many communities in the area; each has its own attractions, amenities and meeting venues.

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spacious accommodations range from luxurious one- and two-bedrooms to executive suites.

Want sports-themed venues?There’s never a rainout at Tropicana Field, the domed stadium that is home to the Tampa Bay Rays. In addition to luxury suites, the field has a couple of unusual attractions, including the Ted Williams Museum, the Hitters Hall of Fame and the Rays Touch Tank — a 35-ft., 10,000-gallon tank filled with manta rays that fans can pet. Spring training for the Philadelphia Phillies takes place at Bright

House Field in Clearwater, which has group ticket packages and a private party suite for up to 99 people. On non-game days, the whole stadium is available to groups of 30 to 3,000 people. If you’re a Toronto Blue Jays fan, watch them spring-train at the Florida Auto Exchange Stadium in Dunedin.

Want golf?Innisbrook Resort and Golf Club has four championship courses and annually hosts both the PGA Tour Transitions Championship and the LPGA Legends Tour Open Championship. Its courses

are ranked among Golf Magazine’s “Top 100 You Can Play” and Golf Digest’s “Top 75 Golf Resorts in America.”

Want group activities?St. Petersburg/Clearwater is home to some one-of-a-kind museums offering group ticket discounts, such as the Florida Holocaust Museum and the National Armed Services & Law Enforcement Memorial Museum. Beginning two hours before sunset , street performers and artisans entertain crowds and celebrate the end of another beautiful day at Clearwater Beach’s Pier 60. The nearby community of Tarpon Springs has Greek food, music and dancing as well as educational exhibits and scenic boat rides.

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The Salvador dali Museum has the most comprehensive collection of the artist’s work in north america and is one of the area’s most popular meeting/event venues; there’s never a rain-out at the Tampa Rays’ home stadium.

WhaT WIll SuRPRISe youthere’s no convention center, per

se (the closest one is across the bridge in tampa), but there are more than 46 hotels with meeting space as well as several creative and nontraditional venues for off-site meetings, activities, banquets and themed programs.

Experience Our Island

1160 Gulf Boulevard, Clearwater Beach, FL 33767-2799www.sskmeetings.com

Plan your next island meeting at sskmeetings.com or call 1-727-593-6001.

• 390 guest rooms and suites • America’s top-rated beaches

• 24,000 sq. ft. of meeting space• Award-winning staff

• Nearby attractions• Spectacular sunsets

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Want to meet green?The World of Coca-Cola is a U.S. Green Building Council LEED Gold-certified facility; venues include the 160,000-sq. ft. Green Space, a tasting room, a banquet area and a theater. Theatrical Outfit’s Balzer Theater at Herren’s is a LEED Silver-certified building with a 199-seat theater, dressing and green rooms, prefunction space and a rehearsal hall available for rentals. The Georgia World Congress Center is working to reduce energy use by 20 percent and landfill waste by 80 percent in order to become LEED-certified. Eliminate paper use by streamlining your meeting management system and digitizing your registration process with SignUp4.

Want creative venues?Centennial Olympic Park has many special facilities within walking distance of the Georgia World Congress Center and AmericasMart, which recently added 220,000 square feet of conference and trade show space. The Tabernacle was built in 1911 as a Baptist church and has been converted into a concert hall; it can accommodate up to 1,500 people for meetings, banquets or special events. CNN Center tours of the 24-hour news network’s headquarters are one of the top convention attractions; planners can create “Prime Time Events” in its Control Room Theater, atrium, terrace or 50-ft. globe. Centennial Olympic Park can host private outdoor events and concerts.

Imagine It! The Children’s Museum of Atlanta has interactive gallery space for receptions and private events. The High Museum has dramatic galleries, lobby and atrium spaces designed by Richard Meier and Renzo Piano, which are popular venues for banquets and receptions. Other on-site venues include theater and classroom space. Exhibits range from retrospectives of famous artists, such as Salvador Dali, to innovative explorations of modern design in objects not typically considered art, like automobiles.

Want to break out of the boardroom?The Loft at Castleberry Hill is located three blocks from the Georgia Dome and Georgia World Conference Center in the heart of Atlanta’s hip gallery district. The full-service venue has a

dramatic and airy split-level layout, with the ground-floor space divisible by a futuristic airwall that zips up into the ceiling like a window shade. Five different floor plans are available according to group size (25 to 400 guests). Amenities include on-site catering, three custom bars, a stage, a dance floor, lounge-style furnishings and a patio. The Oceans Ballroom at the Georgia Aquarium has two glass viewing stations where attendees can peer into the tanks holding beluga whales and aquatic species from the world’s oceans. The entire ballroom seats up to 1,100 people or accommodates up to 1,500 for a reception; it also may be partitioned out for smaller events (the Arctic Room is the one with the view into the beluga whale habitat). For VIPs, think about scheduling a 2.5-hour “Journey with Gentle Giants” adventure,

Atlanta

The World of Coca-Cola has several colorful indoor and outdoor venues.

WhAT you should knoWAtlanta is a big city with

interesting little neighborhoods, each with its own accommodations, attractions, meeting facilities, shops and restaurants. from the largest conventions to small family reunions, the city attracts diverse groups because it means so many different things to different people: civil rights, dr. Martin luther king Jr., New South, “Gone with the wind,” hip-hop, fortune 500 companies and Southern hospitality. when people speak of the Perimeter, they are talking about I-285, which encircles and separates Atlanta from its suburbs.

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where they can swim or scuba dive with the sharks and fish in the Ocean Voyager tank. A $110-million Dolphin Center with stadium seating for 16,000 also is available.

Want group dining?Several downtown restaurants have private dining facilities. No Más! Cantina has a stunning patio with fountains and lush greenery, and serves wicked margaritas and tasty upscale Mexican food in the middle of the historic Castleberry Hill district. McCormick and Schmick’s offers high-end seafood in a sophisticated, business-friendly environment; audio/visual equipment and event planning assistance is available. Ray’s in the City is an award-winning steak and seafood restaurant with private and semi-private dining spaces; Delta Sky Magazine named it one of the “World’s Best Seafood Restaurants.” STATS, a sports-themed restaurant, offers multiple spaces, including the living room-style Lincoln Lounge, the spacious Adidas Room and a rooftop deck with a retractable awning. The Hard Rock Café Atlanta has a living museum of rock ‘n’ roll memorabilia, and three venues for music-themed meetings and events. The main café holds up to 800 guests reception-style, the Velvet Underground room has a 200-person capacity, and the Atlanta Rythym Section room holds up to 75. Ruth’s Chris is a first-rate steak house by Centennial Park. Luckie Food Lounge, housed in a former auto parts warehouse, combines club chic with nouvelle American cuisine, and is within walking distance of the Rialto and Balzer theaters. Convention dining staples include Hsu’s and the “Gone With the Wind”-themed Pittypat’s Porch (considered to have the best mint juleps in town). If you’re based in Midtown, there are a wealth of fine-dining options. Concentrics Restaurants, the group behind hot midtown restaurants ONE.midtown kitchen, TWO urban licks and Tap, have private dining areas at each location. Atlantic Station restaurants, such as Geisha House, Fox Sports Grill and Copeland’s Cheesecake Bistro, can accommodate large groups. Shout, by the Woodruff Arts Center, is a popular local hangout with a hopping patio. Also, check out the stretch of restaurants and clubs along Crescent

Avenue (South City Kitchen, Sutra Lounge). For fine Asian cuisine, Nan and Silk offer elegant surroundings, excellent food and private group dining areas.

Want to shake up a meal function?Every Tuesday and Thursday at noon from April through October, free concerts are performed in the Southern Company Amphitheater in Centennial Olympic Park, which is a short walk from the CNN Center and downtown’s major convention hotels. Planners can arrange for box lunches to be delivered to the site from one of the nearby restaurants, giving attendees a fun change of scenery for an hour before they head back into sessions. Turner Field has a whole section of the stadium devoted to “all you can eat seats.” Planners can purchase tickets for their group to a Braves game and attendees will have access to all the food and sodas they want. The Outfield Pavilion offers a traditional hot dog/veggie dog/hamburger menu; the Golden Moon Casino Pavilion offers a little more variety and access to Club Level amenities.

The high Museum has gallery, atrium and classroom space; Cnn Center tours of the network's

headquarters are a top convention attraction; the oceans Ballroom at the Georgia Aquarium is

a dramatic setting for a seated banquets of up to 1,500 people.

WhAT Will surprise youMost people who live in Atlanta

didn’t grow up there, which is a testament to how fast the city has grown in the past 20 years. despite all the talk about Atlanta traffic, conventioneers and groups meeting downtown never deal with it because everything is within walking distance or accessible by MArTA train. Atlanta gets a lot of flack for constantly evolving, but its diversity and bustling energy (especially in its arts and business communities) makes it a fun, exciting and culturally enriching destination.

Want to meet in a place with history?Sweet Auburn was once the richest black neighborhood in the world; today, it is best known as the birthplace of Dr. Martin Luther King Jr., who preached at the Ebenezer Baptist Church. The National Park Service, in partnership with the Ebenezer Baptist Church and the King Center, operate several facilities within the Martin Luther King Jr. National Historic Site, including the outdoor Peace Plaza, gallery space and Firestation No. 6. Much of the original city center of Atlanta was paved over and preserved as Underground Atlanta, now a collection of shops, nightclubs with event space and restaurants. The Event Loft at Underground Atlanta is an upscale venue with a dance floor, a balcony overlooking Underground’s

Kenny’s Alley and an exterior veranda with a view of the downtown skyline.

Want a room with a view?Two penthouse-level hotel restaurants — Nikolai’s Roof and the Sundial — serve up stellar views of the city and world-class cuisine. Nikolai’s specializes in Russian-Continental dishes. The Sundial serves contemporary American in a revolving dining room. For a more casual, but no less elegant experience, the Peasant Bistro is a two-story restaurant overlooking Centennial Olympic Park that serves fresh, seasonal cuisine with French and Mediterranean influences. Other amenities include a private dining area, a hip bar/reception area and live jazz entertainment. Ventanas is a rooftop event space across the street from the Georgia World Congress Center with

more than 9,500 square feet of indoor/outdoor meeting and event space for groups of up to 500 people.

Want artistic settings?Monthly Castleberry Hill Art Strolls wind through Atlanta’s top avant-garde galleries; create a dine-around or progressive event through the neighborhood’s funky restaurants and alternative art spaces. Turner First Thursdays spotlight downtown galleries. The Robert Ferst Center for the Arts, the Rialto Center for the Performing Arts and the Balzer Theater at Herren’s host world-class productions from local and international troupes, and are available for private functions. The 1,155-seat Ferst Center also has gallery venues for luncheons, receptions or meetings for groups of 150 or less.

Want golf or corporate retreats?Roughly an hour east of Atlanta, the Cuscowilla Golf Resort is home to

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The Martin luther king Center is in the

historic sweet Auburn district; the three-

story sun dial restaurant gives diners a

360-degree view of the city; the robert Ferst

Center for the performing Arts has space

available for large or small meetings.

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Golfweek’s No. 1 “Best Course You Can Play in Georgia.” Amenities include multi-bedroom golf cottages and lake villas, and the Lynn Blake Golf Academy, which has indoor/outdoor training facilities and a club lounge. The Ben Crenshaw/Bill Coore-designed golf course wends its way through the center of the 700-acre Cuscowilla resort, over meadowlands, through pine forests and along the banks of Lake Oconee. There

is a conference center on-site that caters to corporate retreats and groups of up to 120 people. For groups of eight or fewer, there is intimate gathering space in the cottage and villa accommodations.

Want to put attendees in touch with nature?Roll out the green carpet for attendees at the Atlanta Botanical Garden, which has several venues, including

Day Hall (capacity: 500), Mershon Hall (capacity: 100) and the Georgia-Pacific Classroom (capacity: 50). Outdoor banquet space and eco-friendly catering options are available, and a recent “green” expansion added additional parking, event and garden space. Piedmont Park has a lakeside gazebo, spacious lawns, softball fields, jungle gyms and indoor/outdoor event space within walking distance to several hotels.

The 411• 92,000+ guest rooms

in metro Atlanta• 1.4 million square feet of meeting/

exhibit space in the Georgia world congress center

• 8,000+ restaurants• 950+ shopping centers• 100 streets with “Peachtree” in the name• 57 public golf courses• 54 public parks• 10 fortune 500 company

headquarters; 22 fortune 1000 company headquarters

• 5 major convention centers

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The Atlanta Botanical Garden offers indoor and outdoor venues adjacent to piedmont park.

Call 404.614.2363 or visit us at and click on Turner Field/Facility Information.

AMENITIES INCLUDE: • The SunTrust Club • BravesVision Hi-Defi nition Scoreboard • The Plaza • The Braves Museum and Tours • The Chop House • The Spacious 755 Club

make your next visit to turner field a special event

Whether you’re hosting a party of 30 on game day or a convention of 30,000 with the park all to yourself– Turner Field is the perfect venue for groups of every size. From stunning panoramic views, to a variety of delicious dining options, to luxurious amenities and state-of-the-art multimedia capabilities, Turner Field creates a winning experience for you and your guests.

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Want sports-themed events?Turner Field offers meeting and event space year-round in its spacious 755 Club, which has exhibit space, private banquet areas, VIP seating and a bar. It offers some of the best seats in the house on game days. Group tours of the Braves locker room and stadium, and access to the interactive Scout’s Alley and Braves Museum also are available. Burgess Amusements has an impressive inventory of virtual reality simulators ranging from alpine skiing to racing to golf, carnival games, inflatable team-building equipment and Brooks Lake, a facility for outdoor corporate events 25 miles east of Atlanta. Create a sports bar anywhere with PortaParty, a portable hospitality venue available for corporate shows and special events. If it’s group tickets you’re after, Empire Tickets gives planner access to the hottest seats at sporting events, theaters and concerts.

Want to meet somewhere wild?Lions and tigers and panda bears, oh my! Zoo Atlanta encourages groups to go wild with meeting packages that include scavenger hunts, animal encounters

and “zoofari” tours. Zoo Atlanta also offers team-building programs through Drum Café Atlanta and catering through Culinary Sol. Trader Vic’s can create Tongo Hiti parties featuring entertainment from the phenomenally talented crooner Mike Geier and Dames A’Flame burlesque dancers.

Want to roll out the red carpet?The historic Georgian Terrace Hotel has seen the likes of Calvin Coolidge, F. Scott Fitzgerald and Clark Gable; amenities include grand ballrooms, banquet halls, patio dining and multi-bedroom suites. Across the street is

Atlanta’s theatrical treasure, the Fox Theatre, an atmospheric theater with a private stairway to its Egyptian Ballroom and Grand Salon event spaces, and an expansive marble entryway to its 5,600-seat theater. Inside, the auditorium is designed to resemble a Moorish castle courtyard complete with twinkling stars.

Want spa packages?Spa Sydell has gentlemen’s services, and can either arrange on-site corporate spa parties or bring a mobile spa to hotels and events. The Spa on Paces has been pampering Atlantans for more than a decade.

Turner Field has several meeting/banquet venues; Zoo Atlanta has special programs

and meeting venues for groups.

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Cuscowilla is ideally located in the middle of Georgia’s Lake Country on beautiful Lake Oconee just 80 miles

east of Atlanta. It is the perfect setting for intimate team meetings, executive brainstorming sessions or

golf retreats. Cuscowilla offers charming accommodations, an award winning golf course, boat rentals and

conference center. Book 20 room nights and receive a complimentary Welcome Reception for your group.

meet, stay and play

126 Cuscowilla Drive | Eatonton, Ga 31024 | UsaToll Free - 1.800.458.5351

Local/Intl. - 1.706.484.0050 | www.cuscowilla.com

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Want to meet green?Chicago’s Green Hotels Initiative challenges its hotels to receive Green Seal certification. Recently, 25 were audited and five were awarded for their commitment to waste reduction, reuse and recycling; energy efficiency, conservation and management; and environmentally sensitive purchasing. Pivotal is an event planning company that puts emphasis on creating green events and giving back to the community. Greg Christian Consulting helps companies provide sustainable in-house dining services.

Want a room with a view?The Signature Room at the 95th offers attendees 360-degree views of the city skyline from atop the John Hancock Center. A variety of private dining rooms and lounges (capacity: 25-60) feature floor-to-ceiling views that extend as far as Indiana, Michigan and Wisconsin. Combined, the 95th floor dining rooms can accommodate groups of up to 220 banquet or 350 reception-style. If more space is needed, lounges on the 96th floor also are available. Amenities include signature cocktails, personalized menus and florals. Each month, the venue offers a “signature selection” menu and donates 10 percent of the resulting proceeds to a local non-profit organization. Dramatic classical Greek architecture combined with stunning floor to ceiling aquarium views are some of the perks of meeting at the John G. Shedd Aquarium, which has several venues for groups of up to

1,200. Planners can arrange a banquet for 230 around a coral reef exhibit in a rotunda, hold educational sessions in a 246-seat auditorium or create a playful 1,000-person reception around a “coastline” where guests can visit with dolphins, beluga whales, sea otters and other creatures. Outdoor lakefront terraces are available May through October.

Want to surround your group with culture?The Art Institute of Chicago is home to more than 5,000 international works of art and has seven stunning spaces for meetings and private events, including Gunsaulus Hall (capacity: 375), the Chicago Stock Exchange Trading Room (capacity: 300), the Rubloff Auditorium (capacity: 949) and the outdoor McKinlock Court (capacity: 300, weather permitting). Founded in 1893 for the collection, preservation and exhibition of objects from the worlds of art, archaeology, science and history, the Field Museum has 35 world-renowned exhibits on permanent display and offers a mix of

meeting space. Venues include Rice Hall, which accommodates 140 for dinner and 300 for receptions, not counting the room’s giant pandas and Bengal tigers. The James Simpson Theatre can hold 700 people and has an expansive foyer for pre- or post-event receptions. On-site are three classrooms for smaller meetings and events. The museum also offers fun group activities like organized scavenger hunts, behind the scenes tours and private exhibition viewings. The Museum of Contemporary Art offers several dramatic meeting and event venues steps from the historic Water Tower and the Magnificent Mile. Its two-story 19,000-sq. ft. MCA Warehouse, which was once was a pie factory and Chinese bakery, has stunning views of downtown. On the Kern Terrace, planners can arrange for 500-person banquets or 2,000-person receptions overlooking Lake Michigan, with or without tenting the adjoining outdoor sculpture garden. Other venues include a 300-seat theater and the Kanter Meeting Center, which can accommodate groups of up to 60-100

Chicago

The Art Institute of Chicago is steps from the “L” train and Millennium Park.

WhAT you shouLd knoWalso known as the “second City,”

“the city that works” and “the Windy City,” Chicago is a major business and cultural center and a truly american city — President Barack obama lived here prior to setting his sights on the White house. it is home to the largest convention facility in the u.s. — McCormick Place, which has 2.6 million total square feet of exhibit space. airports include o’hare and Midway. the “L” train is an easy way for attendees to get to and from the airport 24 hours a day, and it’s often faster than trying to catch a cab or ride a shuttle downtown.

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Built in 1916 as part of Daniel Burnham’s famed Plan of Chicago, today Navy Pier boasts the ultimate in flexibility of space, state of the art facilities, and unparalleled amenities in a spectacular and truly unique lakefront setting.

CoNTaCT ouR SaLES STaff aT 312.595.5300 • navypier.com/meet ings

F estival Hall Exhibition Space • 170,000 sq. ft. of functional space divisible into two halls

T hirty-six flexible Meeting Rooms

H istoric Grand Ballroom • 18,000 sq. ft. with a spectacular lake view

L akeview Terrace • 15,000 sq. ft. with beautiful lake and city views

R ooftop Terrace and Tent • 8,000 sq. ft. tent on outdoor space above Lakeview Terrace

Plus, distinctive catering, exceptional service, on-site enclosed parking for 1,600 vehicles, and dozens of restaurants, shops and attractions

to complete your Navy Pier experience.

Festival Hall

Grand Ballroom

Meeting Rooms

The only thing we overlook is the Lakefront.

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people for multimedia presentations, meeting and receptions. Planners may also engage one of the museum’s educators to lead team-building creativity workshops or private guided tours.

Want to meet in a place with history?One of Chicago’s enduring landmarks, Navy Pier opened in 1916 as a combination shipping and recreation facility. In 1995, a $200 million renovation transformed it into a world-class convention, cultural and recreational center. Today, it is Chicago’s most popular visitor attraction and a premier meeting facility, attracting more than 8 million visitors a year. Meeting venues include: Festival Hall, which has two 60-ft. tall exhibit halls (113,400 and 56,700 square feet) and 36 meeting rooms; the 18,150-sq. ft. Grand Ballroom, which has an 80-ft. domed ceiling and panoramic views of Lake Michigan from its Lakeview Terrace pre-function space; and an outdoor rooftop venue (from which attendees can watch fireworks during the summer) that’s open from May through October. Garfield Park Conservatory, covering four-and-a-half acres at the north end of Garfield Park, houses one of the world’s largest indoor gardens. In 1906, architect Jens Jensen broke from 19th-century tradition by designing organic settings for the collections rather than displaying them in pots. Inside is a verdant tropical paradise. There are several meeting rooms available, or planners can reserve the entire facility. Horticulture Hall has more than 4,000 square feet and can hold up to 300 reception-style or 200 theater-style. Chicago’s Union Station is one of the city’s many architectural gems. Designed in 1925 by Daniel Burnham, its Great Hall has over 20,000 square feet with 18 soaring Corinthian columns, terracotta walls and a pink Tennessee marble floor. Opening onto the Great Hall is the Union Gallery, a beautiful 3,500-sq. ft. room, ideal for VIP receptions, lounges, ceremonies and meetings.

Want to create memorable experiences?If you’re building teams, you want to provide attendees with a shared experience, one that takes them out of their comfort zone and engages their senses. The nonverbal, musical

and comedic elements of Blue Man Group shows emphasize the themes of community, collaboration and creativity. Planners have several corporate options to choose from, from buying group tickets or scheduling private shows at the home theater to creating customized corporate performances, interstitial entertainment

or audience engagement programs that will travel to any venue. Groups of 60 or fewer can live out childhood fantasies at the White Sox Baseball Fantasy Camp Experience. Planners also can create on-field picnics for up to 300 or hold business meetings in one of U.S. Cellular Field’s luxury suites.

Want to break the ice?After a long day of meetings, it sometimes helps to have a few laughs, so treat your group to a show at Second City, the comedy club that launched the careers of famous comedians such as John Belushi, Bill Murray, Tina Fey, Mike Myers and Steve Carrell. There are two resident stages: The Second City Mainstage, which seats 290, and The Second City e.t.c., which seats 180. Each theater has a resident troupe that writes and performs a mix of original comedy and improv.

organize an on-field picnic for 300 at u.s. Cellular Field, home of the White sox; Garfield Park has one of the largest indoor gardens in the world; second City is a legendary comedy theater that offers corporate shows.

WhAT WILL surPrIse youChicago boasts over 20 official

beaches along the sparkling shores of Lake Michigan. Most of them are free and feature bike and jogging paths, dog parks, volleyball courts and more. Perhaps the biggest surprise is that Chicago is one of the most environmentally friendly cities in america. there is even a Chief environmental officer who oversees a comprehensive environmental action agenda.

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HOW TO: MOVE UP IN THE WORLD

Start your research on our Destination Guides and find the best insider information on domestic and international meeting destinations from Aruba to Istanbul, Atlanta to San Francisco and all points in-between. Visit PlanYourMeetings.com/destinations

That was the most successful meeting we’ve

ever had! We’re all impressed with the location, hotels and vendors you

found, especially on such short notice. Welcome to First Class,

Paula Planner!

Thank you, Mr. PlannerBoss! ....

(And thank you Plan Your Meetings!)

If only I had used

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Want golf?Famous golf course designers such as Robert Trent Jones, Arnold Palmer, Pete Dye and Tom Fazio have left their mark here. The area has hundreds of championship and executive courses, golf clinics, clubs and practice ranges. Kingston Plantation and Kingston Shores are sister beachfront resort complexes with convention center hotels, condo rooms and elegant meeting facilities. Amenities include a golf academy and Arcadian Shores, a par-72 championship golf course that’s gotten raves from Golf Digest. MyrtleBeachGolf.com offers group packages and planning assistance.

Want venues with views?The Cypress Room is an award-winning, oceanfront restaurant and banquet venue at Island Vista that has floor to ceiling windows. The resort also has an outdoor event lawn, party deck and tiki bar. Indoor meeting space is available in a 2,300-sq. ft. ballroom. Accommodations are available in one-, two-, three- and four-bedroom suites, all of which have ocean views.

Want creative venues?Brookgreen Gardens is a 9,000-acre National Historic Landmark with an incredible collection of figurative sculpture and the only American Zoo and Aquarium Association-accredited zoo in Coastal Carolina. The Franklin G. Burroughs-Simeon B. Chapin Art Museum is home

to the Waccamaw Arts and Crafts Guild Collection and the Bishop Collection of Antique Maps and Prints. Ripley’s Aquarium at Broadway at the Beach offers dynamic space in its galleries and private rooms for events ranging from 40-person meetings to 1,000-person receptions.

Want group activities?BB&T Coastal Field, where the Atlanta Braves-affiliated Myrtle Beach Pelicans

play, has a picnic area, a “beach” and luxury suites. More than 700 alligators and crocodiles, exotic snakes, lizards and other creepy-crawlies thrive at Alligator Adventure, where groups can walk through animal habitats and see live shows.

Want evening entertainment?Myrtle Beach is home to several theaters that offer tribute shows, musical revues and cirque-style entertainment. The big three are the The Carolina Opry, the Alabama Theatre and the Palace Theatre. “Dinnertainment” venues are also popular: Attendees can enjoy a hearty meal while watching knights jousting at Medieval Times or enjoy a rousing North vs. South horse show at Dolly Parton’s Dixie Stampede. Myrtle Beach also has themed restaurants with live music venues. Jimmy Buffett’s Margaritaville has a casual beach bum vibe and regular visits from a descending “hurricane.” House of Blues has meeting space and is known for its gospel brunch. In addition to a concert stage, Hard Rock Café offers patio dining and private meeting space.

Myrtle Beach

Myrtle Beach is called the Grand Strand because its beach stretches for 60 miles.

What you Should knoWThe Myrtle Beach of today bears

little resemblance to the Grand Strand of even 10 years ago. It still has 60 miles of coastline, but now there also are mega-entertainment complexes and Four-Diamond convention hotels and resorts. And the face of the city continues to evolve, adding new meeting and convention facilities, big-ticket attractions and luxury accommodations. Golf is a year-round sport here, and almost as big an attraction as the beach. Some local traditions, like enjoying a bowl of clam chowder on the ninth tee, can only be enjoyed on the greens.

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What Will SurpriSe youNowhere else on the east coast

will you be able to find beachfront, residential-style accommodations for the rates you will here, especially off-season, when the weather is still mild. The convention center is within walking distance of the beach. The city is spread out, so groups either tend to anchor themselves near the Myrtle Beach convention center or in one of North Myrtle Beach’s convention center hotels. each end of the city has its own mega-entertainment complex and Tanger Outlet Mall.

Discover all the reasons. Call or click today. 800.488.8998 • MyrtleBeachMeetings.com

In Myrtle Beach, our team of meeting specialists is focused on simplifying the planning process. We off er a variety of hotel meeting facilities as well as a state-of-the-art, 250,000-square foot convention center. For your attendees, an array of shopping and entertainment experiences. Fabulous dining and golf options. Beautiful beaches and scenic waterway venues. All this, mixed with genuine hospitality and a reputation for value that keeps everyone coming back for more, nice and simple.

Reason #6: Your attendees crave variety while you demand simplicity.

The beach for all reasons

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Want high-tech surroundings?The AT&T Plaza in Victory Park is an outdoor events venue surrounded by LED screens mounted on five-story glass buildings. Planners can use screens to brand events, screen videos, make presentations, advertise sponsors, or create a 360-degree environment of light and sound. Located eight miles from downtown in the Richardson technology corridor, the 342-room Hyatt Regency North Dallas offers 15,000 square feet of meeting space, including a 7,800-sq. ft. ballroom, a 2,700-sq. ft. ballroom and 4,000 square feet of pre-function space. The hotel is located next to a DART light rail and commuter station, which connects attendees to major shopping/dining districts, the convention center and local attractions.

Want to meet by the airport?The Dallas-Fort Worth International Airport (DFW) is close to Grapevine’s major attractions, shopping and dining outlets, and central to both downtown Dallas and Fort Worth. The Grand Hyatt DFW is literally part of International Terminal D, so attendees can disembark from their flight and get right to business. Amenities of the 298-room property include a 6,600-sq. ft. ballroom, a 3,000-sq. ft. ballroom, 20 850-sq. ft. conference suites, 45 meeting rooms, a spa, a 24-hour rooftop fitness center and on-site dining. If more space and rooms are needed, the Hyatt Regency DFW, located next to Terminal C, has 811 guest rooms and 92,000 square feet of recently renovated event space, including a brand new

executive conference level. Meeting space includes a 21,000-sq. ft. ballroom, an 18,000-sq. ft. ballroom, 70 meeting rooms and 12 boardrooms.

Want to meet in a place with history?Two miles east of downtown Dallas, Fair Park is home to the largest collection of 1930s Art Deco exposition-style architecture in the United States, covering 277 acres of landscaped

grounds, and the annual State Fair of Texas. Indoor and outdoor venues include exhibit halls, a bandshell, a theater, gallery space and sports arenas. Fair Park also is home to an impressive collection of museums and attractions planners can use as special facilities, including the Smithsonian-affiliated Women’s Museum, the African American Museum, the Museum of Nature & Science, the Texas Music Center, the Hall of State, the Texas Discovery Gardens and the Dallas World Aquarium. Before being transformed into a 143-room hotel in 1979, Rosewood Mansion on Turtle Creek was the former home of a cotton mogul, and the host estate of Franklin and Eleanor Roosevelt (1936) and playwright Tennessee Williams (1940s), who penned “Summer and Smoke” during his stay. Today, it’s the only Forbes Travel Guide Five-Star and AAA Five-Diamond hotel in Texas. Amenities include more than 13,000 square feet of indoor/outdoor event space and off-site catering.

Dallas-Fort Worth

“Big Tex,” the official mascot of the State Fair of Texas, wears size 70 cowboy boots and is more than 50 years old

WHAT YOU SHOULD KNOWPeople tend to think of this area

as just being Dallas and Fort Worth, but planners who have investigated the area know that many of the metropolitan area’s poshest resorts, largest meeting facilities, famous attractions and major sports venues are located in the “smaller” surrounding towns. (Check out the individual destination guides online for more info.) Because many of these communities flow together, several local convention and visitors bureaus work together to promote North Texas as a whole.

WHAT WILL SURPRISE YOUDallas is called “Big D” for a

reason — it’s a Top-10 convention city —but it also has intimate venues, including an extensive collection of boutique hotels well suited to smaller meetings and events. A flurry of activity throughout the Dallas/Fort Worth metropolitan area has added meeting facilities, hotels and entertainment districts, thanks to the 2011 Super Bowl in Arlington.

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Want caterers?A la Carte Catering & Cakes owner, executive chef and pastry chef/cake designer each have more than 20 years experience in the field; the company specializes in creating corporate banquets, buffets and social events for up to 2,000 people. Tejano Brothers Southwest Cuisine Black Tie Catering specializes in delivering sophisticated versions of traditional regional dishes; wine dinners and cooking classes also are available. Gil’s Elegant Catering has been serving the Metroplex since 1984. They remain the first, and only, European-style caterer in Dallas. In addition to various cuisine and service styles, they offer imported linens, sterling silver, French crystal and china.

Want to meet in creative settings?The Dallas Arboretum and Botanical Garden has multiple event venues, including the lakefront Alex Camp House, the 21,000-sq. ft. DeGolyer Estate and the 5,000-sq. ft. Rosine Hall. The Dallas Contemporary has 6,000 square feet of gallery space for meetings, receptions and banquets; the museum allows groups to employ outside caterers/service providers and supply their own alcohol. The Nasher Sculpture Center has meeting rooms and an outdoor sculpture garden displaying the works of Picasso, Calder and Rodin, among others. The Belo Mansion & Pavilion has indoor and outdoor banquet, pre-function and reception space overlooking the sculpture center and the Meyerson Symphony Center.

Want a convention hotel? Located next to the Dallas Convention Center, adjacent to Union Station, the Hyatt Regency Dallas has held the AAA Four-Diamond rating for more consecutive years than any other downtown convention hotel. Amenities include 1,120 guest rooms; 55,000 square feet of exhibit space; 25,000 square feet of pre-function space; and 60 meeting rooms, including a 30,000-sq. ft. ballroom, a 19,400-sq. ft. ballroom, a 3,190-sq. ft. ballroom and breakout rooms with panoramic views of downtown Dallas.

Want Texas-themed venues?The Old Red Museum of Dallas County History & Culture is housed in a restored 1892 courthouse building

within walking distance of Dealey Plaza, the West End Historic District and the convention center. Meeting and event space is available in turrets, a great hall and the historic courtroom. Gilley’s Dallas is a 65,000-sq. ft. honky-tonk with five event areas accommodating up to 6,000 people. It’s classic Dallas, with live music, hearty food and plenty of room to dance (or meet). Circle R Ranch in Flower Mound has team-building programs, a roadhouse venue, a 5,000-sq. ft.

conference center, an enclosed 28,000-sq. ft. pavilion and outdoor event space for up to 8,000 guests. Eddie Deen’s Ranch, on the south side of the convention center, accommodates up to 2,500 people in its Western-themed saloon, town hall and patio venues, and sells custom-fitted boots, cowboy hats and bandannas. The Hall of State in Fair Park has a beautiful atrium event space and galleries devoted to the different regions of Texas.

Want group dining?The Hard Rock Café Dallas has a living museum of rock ’n’ roll memorabilia as well as two function spaces for music-themed meetings and events: the main café, which accommodates 300 buffet-style, and an outdoor patio. The Deep Ellum and West End districts have several restaurants and nightclubs planners can use for progressive dinners.

The Dallas Arboretum has conference space as well as gardens; facilities at the Old Red Museum offer historic grace and modern amenities; the West End district has several restaurants and nightclubs planners can use as off-site venues.

THE 411• 203,000-sq. ft. exhibit hall in

Dallas Convention Center• 7,500+ restaurants• 200+ golf courses• 70,000 guest rooms in greater Dallas• Best values from July-August

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FriscoWant to pamper attendees?The Four-Diamond Westin Stonebriar is only a few minutes from Dallas, but seems worlds away from the hustle and bustle of the big city. The 301-room property has more than 24,000 square feet of indoor meeting space, including a 6,200-sq. ft. ballroom and 12 breakout rooms, and more than 20,000 square feet of outdoor event space. Other amenities include a Tom Fazio designed golf course, a lagoon-style pool with waterfalls and a full-service spa that offers in-room treatments.

Want a sports-themed venue?The Frisco RoughRiders play at the Dr Pepper Ballpark, which has business entertainment suites, a poolside party deck, and several other private seating/meeting areas for groups. The Dr Pepper Starcenter offers team-building programs, flexible meeting/exhibit space and a full-service kitchen. The FC Dallas professional soccer team plays at Pizza Hut Park, which has 17 championship-quality soccer fields in addition to the stadium field available for tournaments and team-building programs. Pizza Hut Park is the annual home of the NCAA Division Football Championship. Its Pizza Hut Park Stadium Club has in-house catering, 29 satellite-connected televisions, audio/visual equipment and private views of the stadium.

Want group dining?Randy’s Steakhouse offers fine dining in a restored 1869 home; amenities include live entertainment, private dining rooms, hand-cut steaks, a piano lounge and an international wine list. Isabella’s Italian Restaurant has semi-private dining and a blend of traditional and modern Italian cuisine from four regions of Italy. The founder of La Hacienda Ranch invented the frozen margarita machine; the rustic Tex-Mex restaurant also caters off-site functions.

Want fun venues?Dave & Buster’s has world-class billiards, shuffleboard, state-of-the-art video arcade games and

team-building programs as well as a full-service restaurant, dinner theater and sophisticated meeting space for corporate groups.

Want artistic settings?The Texas Sculpture Garden is the largest private collection of Texas sculpture on display; 140 pieces are installed in the gardens and around the office park.

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WHAT YOU SHOULD KNOW

Twenty-five minutes north of the DFW International and Love Field airports, Frisco is a sports-loving town with four-diamond convention facilities available at the Embassy Suites Dallas-Frisco Hotel, Conference Center & Spa and the Westin Stonebriar Resort. Other amenities include a world-class sculpture park and sports venues.

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Want to make a big splash?Great Wolf Park is best known for its massive, 80,000-sq. ft. indoor waterpark, but it also offers more than 20,000 square feet of meeting space, complimentary Wi-Fi Internet and overnight accommodations with thematic features such as “in-room caves” and rustic log-post bed frames. Meeting venues include a 7,350-sq. ft. ballroom (capacity: 500, banquet; 685, theater-style), two boardrooms, six meeting rooms and outdoor function space.

Want group activities?The Grapevine Wine Trail has nine wineries, some of which have meeting space and do custom bottle labeling, too. Lake Grapevine and Nash Farms lend themselves to special, outdoor events. The Historic District hosts many festivals and has shops, restaurants and a studio where attendees can watch glassblowing demonstrations at Vetro Glassblowing Studio & Gallery, which also has team-building packages.

Want Texas-themed events?The Austin Ranch accommodates 50 to 1,000 people for private events; attractions include gunfight re-enactments, cookouts, live music, dancing, roping and kid’s activities. Cross Creek Ranch has a 4,000-sq. ft. party barn and a 2,000-sq. ft. covered patio deck.

Want dramatic spaces?The Glass Cactus at the Gaylord Texan is a 40,000-sq. ft. entertainment complex with four bars, a large dance floor and 13,000 square feet of patio space overlooking Lake Grapevine.

The Palace Arts Complex has two historic theaters, the Palace and the Lancaster, that are next door to each other. Meeting space includes a 435-seat auditorium, a 180-seat performance room and indoor/outdoor event space.

Want to break out of the boardroom?The Grapevine Vintage Railroad links Grapevine to Fort Worth with regular trips to the Stockyards. The train can be chartered for special events and parties. Consider booking a private room at a winery for a meal function, or treatment rooms at a day spa to pamper

attendees. Three golf clubs and Lake Grapevine give groups opportunities to get outside and be active. In September, Grapefest lets visitors stomp grapes (and win awards for their purple feet) at the largest wine festival in the Southwest.

Want shopping?Grapevine Mills Mall is a large outlet center with brand-name merchandise at discount prices. In the Historic District, shops sell dolls, gifts, Americana and British imports. From March through November, the Grapevine Market is an open-air, European-style artisan market with vendors selling jewelry, fine art, home décor, antiques and specialty foods.

Want group dining?The best local restaurants are steak houses. Take VIPs to Boi na Braza, the Silver Fox Steakhouse, Mr. G’s or the Old Hickory Steakhouse. Other options include Willhoite’s in the historic district, wine dinners at Delaney Vineyards & Winery, and the Texas Star Dinner Theater. Love & War in Texas is a nightclub with live music, Texas-themed menus, private dining space for small groups and off-premise catering options.

Grapevine

Charter a group excursion to Fort Worth aboard the Grapevine Vintage Railroad.

What you should knoWgrapevine has small-town flair

but, with several full-service properties (including mega-resorts like gaylord and great Wolf), it’s no stranger to the meetings and convention industry. it’s close to the airport, located halfway between Dallas and Fort Worth. a new visitor shuttle provides all-day access to key areas of interest throughout the city for $5/person and offers discounted group rates.

What Will suRpRise youThe grapevine CvB offers planners

several value added perks for meeting in the area. Their “Burgundy Brigade,” a 75-person event staff, provides registration assistance and more; there’s a CvB kisok in the gaylord Texan Convention Center that is staffed during key events; and for events that are open to the public, the CvB will distribute press releases beforehand to help spread the word.

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G R A P E V I N EG R A P E V I N E T X

YOU MIGHT CALL IT SHOPPING HEAVEN. WE JUST CALL IT GRAPEVINE.

Historic Downtown Grapevine

Visit us at www.GrapevineTexasUSA.com or contact us at meetings@grapevinetexasusa.com or toll-free at 1-800-457-6338.

AGED TO PERFECTION®

ALL WITHIN 5 MINUTES OF DALLAS-FORT WORTH INTERNATIONAL AIRPORT.

With meeting venues like vineyards and wineries, you know that Grapevine’s breakout sessions will have a little extra something that most others don’t.

It’s the perfect balance of business and pleasure. A rare vintage served only in Grapevine.

11,000 area hotel rooms800,000 sq. ft. of meeting space citywideOver 200 restaurants and fantastic shopping81 holes of golf and idyllic day spas

WATCH OUR VIDEO

14826_GCVB_Plan_Ur_Mtngs_Feb_v1.1 1 1/6/11 3:50:12 PM

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Want dramatic venues? Owned and operated by the city, Lubbock’s central performing arts venues do double duty as major meeting facilities. The Lubbock Memorial Civic Center has event space ranging from the traditional – a 40,000-sq. ft. column-free exhibit hall – to the unconventional – a scenic outdoor plaza with waterfalls, bridges and fountains. The outdoor plaza space can accommodate receptions of up to 1,000. Other on-site facilities include a 1,300-seat theater that is home to the Lubbock Symphony Orchestra and Ballet Lubbock, and a 14,000-sq. ft. banquet hall with a fixed stage that seats 960 in rounds.

Want to rock their socks off?Buddy Holly is the city’s most famous musical son, but he’s not the only local musician to hit it big. The West Texas Walk of Fame celebrates some of the region’s finest performers. Adjacent to the walk of fame and its Buddy Holly statue, there’s a West Texas Terrace with raised seating that pays tribute to Lubbock citizens who have devoted a significant part of their lives to the promotion, development or production of regional art, music or entertainment. The Buddy Holly Center has several meeting venues, including a 2,500-sq. ft. fine arts gallery, a Texas Musicians Hall of Fame, and a gallery dedicated to the life and music of Buddy Holly. The entire facility can accommodate 415 people indoors; its outside courtyard accommodates an additional 250 people.

Want to real West Texas flair?The city was named after Texas Ranger Thomas S. Lubbock, and the community still celebrates its ties to ranching and

cowboy culture. Every fall, Lubbock hosts the National Cowboy Symposium & Celebration, which fills the streets with rodeo stars, cowboy poets and chuck wagon cook-offs. Professional cowboy Brice Chapman is available to spice up events year-round with his rodeo horse-riding and roping specialty act. On the campus of Texas Tech University is the National Ranching Heritage Center.

Want off-beat venues and views?From historic water-pumping windmills to forward-thinking wind farms, the power of harnessed wind is celebrated at the American Wind Power Center, which offers group tours as well as indoor and outdoor event space. Prairie Dog Town is a protected prairie dog colony that is one of Lubbock’s most popular tourist attractions. Planetarium and laser shows are available at the Museum of Texas Tech University’s Moody Planetarium. During group tours of the Silent Wings Museum, attendees can learn about the World War II military glider program as they explore interactive exhibits.

Want spirited adventures?West Texas is responsible for 70 percent of the state’s grape-based wines, and five wineries are located in and around Lubbock. La Diosa Cellars, McPherson Cellars and Cap*Rock Winery offer meeting space as well as tastings and tours.

Lubbock

Lubbock is the home of Texas Tech University and Buddy Holly. Its ties to ranching and music heritage are legendary.

WHaT yoU sHoULd knoWLubbock is a West texas town

that offers the type of cowboy-based experiences most people associate with the state, as well as a wide variety of cultural amenities and attractions that make it unique. Four major airlines fly in and out of the Lubbock Preston smith international Airport: American Eagle, continental Airlines, Delta Air Lines and southwest Airlines.

WHaT WILL sUrprIse yoUFamous ’50s rocker buddy Holly

hailed from Lubbock, as have many notable musicians, such as tanya tucker, Waylon Jennings, the Gatlin brothers and many more. in addition to music-related attractions, the city also has interesting historic and cultural attractions tied to ranching, wind power, World War ii and prairie dogs. And entertainment options are impressive for a city this size.

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Want music-themed events?La Zona Rosa, a nightclub and music venue, is managed by Direct Events, which also handles private rentals of the Austin Music Hall, and the open-air venues Backyard Live Oak Amphitheatre and Glenn at the Backyard. Planners can arrange special VIP sections at music festivals. Groups can tour the Austin City Limits Studio, attend a taping of the PBS show, or rent the facility out for a private function. Stubbs Bar-B-Que is equally famous for its eclectic musical lineup (e.g., Willie Nelson, Nine Inch Nails and Kenny Chesney) as for its barbecue food, sauce and rubs.

Want theatrical settings?Alamo Drafthouse Cinemas accommodates conferences, meetings, banquets and private screenings in multiple locations around town; it’s known for showing indie/art house and classic cinema, but its well-developed conference division offers groups portable road shows, “Iron Chef”-style cooking challenges and creative team-building programs, such as the Go Game. The Paramount Theater downtown originally housed Sam Houston and the Republic of Texas’ War Department; it’s a popular venue for red-carpet galas, film screenings and concerts. Next door is the historic State Theatre, which reopened in late 2008 after completing renovations. The One World Theatre is a Tuscan-style castle with a banquet hall, theater and courtyard event space; the facility also

has fiber-optic wiring for TV broadcasts and multimedia productions.

Want group dining?Carmelo’s Ristorante serves Sicilian-style Italian cuisine inside an 1872 railroad house; its main dining room accommodates parties of 300. Five smaller private dining rooms and a courtyard are made for groups of 20-90. The Roaring Fork, in the InterContinental Stephen F. Austin Hotel, serves wood fire-grilled meats and locally grown vegetables, and can provide custom floral arrangements and decorations; the InterContinental also

has patio dining overlooking the Texas Capitol building. III Forks is an upscale steak house with a large wine selection, and bar, lounge, patio and private dining space. Planners can bring their own alcohol to meal functions at Salt Lick BBQ (capacity 2,000), which is in a dry county. County Line BBQ is another well-known barbecue joint with group dining and patio space available in two locations: overlooking Lake Austin and in an old speakeasy on Bee Cave Road.

Want to break out of the boardroom?The 131,000-sq. ft. Palmer Events Center gives planners the option to hold trade shows and large functions in a park-like setting overlooking Lady Bird Lake; the Long Center for the Performing Arts recently opened adjacent to the events center as part of a 54-acre cultural arts park. Dave & Buster’s has a mystery theater, team-building programs and arcade games in addition to conference, banquet and meeting space. On the University of Texas campus, the Bob Bulloch Texas State History Museum has an IMAX

Austin

The Stevie Ray Vaughan Memorial Statue overlooks Lady Bird Lake.

WhAT you ShouLd knoWaustin has a little something

for everyone: live music and nightlife, extensive parks with biking and hiking trails, watersports, corporate retreats, high-end hotels, funky restaurants, one-of-a-kind boutique shopping, first-rate museums, a vibrant art and film community, and the cache that comes with being a capital city. Because there’s so much to do, the city appeals to attendees of all ages, bridging the gap that usually crops up in multigenerational meetings. a wireless cloud provides complimentary Wi-Fi access within city limits.

WhAT WiLL SuRpRiSe youaustin, the state capital, is

laid back and progressive. the austin convention center is one of the highest-ranked convention centers in the country for its technical amenities, including system-wide security, flexible network design (capable of supporting thousands of wired and wireless systems simultaneously) and universal Wi-Fi coverage.

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theater, a marble rotunda with a 50-ft. granite map of Texas, and three floors of galleries and special event space.

Want attendees to feel like VIPs?Help attendees focus on the business at hand by whisking them away to the picturesque Lakeway Resort and Spa. Located on Lake Travis in the heart of the Hill Country, the property is roughly a half-hour drive from the airport and downtown Austin. Amenities include 168 guest rooms, 12 break-out rooms and four ballrooms ranging in size from 4,000 to 5,800 square feet. The most breathtaking meeting space is the 5,150-sq. ft. Vistas Ballroom, which has floor-to-ceiling windows overlooking the lake and vaulted ceilings. Meeting packages include options for day meetings, interactive team-building sessions, waterbound meetings and all-inclusive pricing. Austin recently was named Golf Magazine’s No. 1 golf city for its combination of weather, name designs and affordable, accessible golf courses. Recommended courses include Riverside, Barton Creek, Wolfdancer Golf Club, Austin Golf Club, Circle C and Cimarron Hills. Meeting spaces in The Mansion

at Judges’ Hill feature crystal chandeliers and wrought-iron French doors opening onto courtyard event spaces; the luxury boutique hotel also has in-room spa services and elegant dining facilities. The

Lake Austin Spa was ranked the No. 1 Destination Spa in North America by the readers of Condé Nast Traveler.

Want outdoor venues?The Oasis, perched 450 feet above Lake Travis, has several outdoor decks with prime views of Hill Country sunsets as well as a private banquet hall and a dance floor. The Ladybird Johnson Wildflower Center has outdoor reception space and garden tours. The Umlauf Sculpture Garden & Museum has more than 130 works of art, a full catering kitchen and a covered terrace that accommodates up to 200 people.

The Bob Bulloch Texas State history Museum has boardrooms and an iMAX theater; the oasis is a laid-back place for attendees to toast the end of a productive day.

The 411• 25,000 guest rooms citywide

• 5,500 guest rooms downtown• 246,097-sq. ft. exhibit hall in the

austin convention center• 200+ live music venues• Best values in July/august and

December/January

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A two hour Yacht CharterOR

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Want eco-friendly venues?La Toretta Lake Resort and Spa, on Lake Conroe, has several green initiatives in place, including recycling and water reuse programs, low-flow water fixtures, organic and vegetarian menu items, locally sourced food and herbs, vegan spa products and guest education programs. Meeting facilities include four ballrooms ranging in size up to nearly 10,000 square feet, three lounge/breakout areas, and outdoor venues for groups of up to 1,500. The Grove, a restaurant and bar in downtown’s Discovery Green, uses herbs from its own garden, recycles and composts, and uses only compostable or biodegradable disposables. There are three private dining areas: the Green Room (capacity: 24), the Primavera Room (capacity: 80) and the Vista Room (capacity: 170), which has a panoramic view of the park and is adjacent to a tequila bar and outdoor terrace. An adjacent event lawn may be tented for group functions of up to 800 people. The 1,200-room Hilton Americas Houston is a Green Seal-certified hotel. And with 91,500 square feet of meeting space, including a 40,000-sq. ft. and 26,000-sq. ft. ballroom, it’s also the largest convention property in the area; not to mention, it’s connected to the George R. Brown Convention Center and adjacent to the Toyota Center, home of the NBA’s Houston Rockets.

Want to shake up a meal function?The Hard Rock Café Houston has a living museum of rock ’n’ roll memorabilia, and four function spaces for meetings and events, including the 70-person Lone Star Room and 50-person Hard Rock Deck. The

entire venue can accommodate up to 400 guests reception-style. The Downtown Aquarium has a 6,000-sq. ft. ballroom, a private wrap-around balcony, picnic area, dive lounge and the underwater Aquarium Restaurant with panoramic views of more than 100 species of tropical fish. The House of Blues (capacity: 1,500) has several private dining areas, including its VIP Foundation Room, and a two-story concert venue. Liven up a dinner event with a soul food buffet and wine served

in coffee cups at the Breakfast Klub, which has a small stage for entertainers.

Want creative venues?Space Center Houston offers reception and presentation space, space mission simulations, souvenir photos and space-related exhibits. Progressive events through Project Row Houses’ unusual galleries and artist studios expose attendees to local artists and exhibits exploring the African-American experience. Houston has several museums offering reception and meeting space, including the Menil Collection (and its Rothko Chapel), and the Houston Museum of Natural Science (check out its Gems and Minerals Collection room). The Hobby Center for the Performing Arts can do seated dinners on-stage, and has special Monday-Friday corporate rates. Large groups of up to 2,500 attendees can buy out the Houston Zoo for the night; the zoo also offers behind-the-scenes tours, unusual dining facilities and indoor meeting space. Minute Maid Park has restaurant venues and a conference center with video teleconferencing.

Houston

Discovery Green, a 12-acre park, connects the George R. Brown Convention Center to downtown, and offers outdoor event space and restaurant venues.

WHat you sHoulD knoWHouston’s concentrated effort

to add attractions and amenities to its first-class convention corridor has created a vibrant downtown scene. MetroRail connects the massive facilities of Reliant Park and the George R. Brown Convention Center to the Medical Center, the theater and museum districts, and boutique hotels. An expansion line to link the Galleria to downtown is under construction.

WHat Will suRpRise youThe quality and diversity of the

city’s arts and cultural amenities are top-notch. From the Houston Opera and Project Row Houses to the Menil Collection and Houston’s Chinatown, planners have an interesting range of entertainment and off-site venue options. Groups staying downtown will find the light rail efficient, clean and easy to use, and Yellow Cabs traveling within the Central Business District charge a flat, affordable fee per trip for up to four passengers.

Unite & ConquerOver 73,00 square feet of meeting space, 19 meeting rooms, stylish all-suite accommodations, endless group activities, award winning conference space and restaurants make La Torretta Lake Resort & Spa

Houston’s ideal meeting retreat.

For more information call 877.286.9590 or email sales@latorrettalakeresort.com.

latorrettalakeresort.com | 877.286.9590600 La Torretta Boulevard, Montgomery, TX

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Want to make attendees feel like VIPs?The whole concept of The Woodlands Resort & Conference Center is to provide a serene natural setting where meetings can take place in an environment far removed from the day to day grind. The hotel has more than 60,000 square feet of flexible indoor and outdoor meeting space, including 32 meeting rooms (many of which have water or forest views), and fun extras like “18-hour” swivel-and-tilt executive conference chairs. Conference service managers can help planners put together themed events, such as margarita parties, Texas-themed banquets, tapas dinners and luaus. There’s also the spa, where small spousal groups or VIPs may convene for a day of pampering, enjoying meals at the terrace cafe in their robes and slippers.

Want to break out of the boardroom?CineMeetings & Events works with local theater operator CineMark to help meeting planners produce turnkey corporate meetings and events in movie theaters. From private screenings to presentations, product launches, team-building events and face-to-face meetings, CineMark can provide groups with event coordination, catering, marketing tools, advanced technical support and audio/visual tools that also can link attendees to groups meeting in other cities. The Cynthia Woods Mitchell Pavilion hosts major concerts as well as cultural performances from the Houston Ballet and Symphony Orchestra. In addition to VIP seating, its amphitheater has

a 1,600-sq. ft. Woodforest Bank Club that’s available for business meetings and receptions. Amenities include four 42-inch plasma TVs and a 10-ft. HD projection screen with multimedia capabilities, a full-service bar and an adjacent covered outdoor patio. Next to the patio is the 6,000-sq. ft. year-round House of Blues Hospitality Tent, which is available for group functions year-round. It accommodates up to 300 guests; during performances, live video feeds from the concerts broadcast on two 11-ft. HD video screens and a 42-inch TV.

Want unusual transportation?The 1.4-mile long Woodlands Waterway stretches from The Woodlands Mall to the Woodlands Waterway Marriott Hotel and Convention Center, Cynthia Woods Mitchell Pavilion and Town Green Park. Planners can shuttle attendees from one place to another along the corridor using Woodlands Water Taxis. Historic trolleys also run through the district corridor’s surface streets, linking hotels and meeting venues to restaurants and businesses. General public day passes with unlimited rides on the cruisers and trolleys are $5.

Want group dining?Landry’s Seafood House is accessible by Woodlands Water Taxi or historic trolley. Custom menus and private dining areas are available. Located in the Market Street outdoor shopping complex, Grotto Ristorante offers authentic Italian cuisine in a trattoria setting. Its Enoteca Room seats up to 30 guests; the Amalfi Room seats up to 70 guests. Grotto can provide décor, including Italian ceramic pieces.

The Woodlands

The Waterway is a 1.25-mile long linear park/transportation corridor that runs through the Town Center entertainment and convention district.

WhaT you should knoWHome to more than 1,000

company headquarters, the Woodlands is located roughly 30 minutes from downtown Houston, 20 minutes from the George bush Intercontinental airport and is known for its upscale dining, shopping and leisure amenities. the town center is ringed by a waterway that connects the Woodlands Waterway Marriott Hotel & convention center to nearby attractions, restaurants and businesses.

WhaT Will surprise youthe town center is fairly compact,

with the shopping and dining areas connected by trolleys and water taxis. but just north of the business district, set amidst several hundred acres of woods and lakes is the Woodlands resort, a secluded corporate retreat. attendees are only a half-hour from the hustle and bustle of Houston, but the peaceful, eco-oasis feels like it’s in a whole other world.

This is fertile soil.

Nature has been hard at work

here for thousands of years.

Imagine what your company can

accomplish in a few days.

www.woodlandsresort.com | 866-317-6016

60,000 sq. ft. of meeting space | 440 guest rooms | Championship golf | 36 years of meeting success

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Want to meet green?The Henry B. Gonzalez Convention Center has green initiatives in place (recycling, energy conservation). The RK Group, the center’s caterer, doesn’t use paper coffee filters; encourages use of china, cloth napkins and silverware over disposable goods; and donates leftover food to Daily Bread Ministries. Freeman Decorating recycles aisle carpet, steel metal waste and aluminum exhibit components; it also uses propane lifts and carts to reduce emissions. PRA Destination Management can organize transportation, themed events and group activities as well as green meetings and events.

Want a room with a view?The 2,400-sq. ft. Lone Star Palace at the Hyatt Regency San Antonio is a dramatic rooftop venue with a patio that overlooks the Alamo. A private elevator transports guests to the 850-sq. ft. private penthouse, which has a dedicated catering kitchen, bar, fireplace and outdoor grill. It’s a fun and unexpected venue that’s right off the River Walk and offers great views of the sunset. The 632-room hotel also has an 18,000-sq. ft. conference center with 13 meeting rooms and two ballrooms, a garden terrace (capacity: 250, reception-style), a rooftop pool and a full-service spa. If you’re looking for function space on the Paseo del Rio, the Westin Riverwalk has several meeting spaces with river view terraces or riverside patios, including

a 3,100-sq. ft. junior ballroom, a boardroom and full-service restaurants. In all, the 473-room property has more than 22,000 total square feet of space, including 23 meeting rooms and a 5,900-sq. ft. grand ballroom.

Want to create a fiesta?The San Antonio Conservation Society can create a mini-Night in San Antonio street party in La Villita with Mexican food, street vendors and entertainment for groups of 250 or more year-round. Historic Market Square (El Mercado) is designed to resemble an authentic Mexican market, with shops selling Mexican goods; planners can arrange for

strolling musicians, and arts and crafts demonstrations. River barges can transport revelers from nightspot to nightspot along the River Walk, or hold floating receptions.

Want to team-build?SeaWorld San Antonio’s team-building workshops occur in a marine animal classroom and include hands-on encounters with a beluga whale; additional meeting amenities include an in-house catering and design staff, keynote speakers and multiple event venues. The Don Strange Ranch Adventure Challenge Course is one of the few in the country that’s handicap-accessible. Capers DMC can create

San Antonio

The Henry B. Gonzalez Convention Center is accessible by water taxi.

WHAT you SHould knoWSan antonio is a charming,

pedestrian-friendly city that’s both laid-back and festive. the River Walk (or Paseo del Rio) is the city’s central dining, shopping and nightlife corridor, and where major convention facilities are. Planners can shuttle attendees to venues or meal functions by water taxis, or arrange for a local restaurant to cater a river barge. Special facilities are available in River Walk restaurants, historic venues, museums, guest ranches and amusement parks. it’s an incredibly fun, diverse destination with top-notch service and style.

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scavenger hunts and group activities. Dave & Buster’s has several team-building programs including special agent missions, problem-solving quests and scavenger hunts; meeting space, arcade games and a dinner theater also are available. La Cantera Golf Club can create tournaments and group outings for as many as 280 players. Cowboys

San Antonio gives group line dancing lessons. Other options are hunting/fishing excursions, and river rafting or tubing trips down the Guadalupe River.

Want creative settings?McNay Art Museum is a modern art museum housed in a Spanish Colonial Revival-style facility on 23 acres of landscaped grounds; event space includes the octagonal entryway, a garden courtyard and an auditorium/ballroom. The Museo Alameda is a Smithsonian-affiliated museum with exhibits on the Latin experience and 20,000 square feet of exhibit space. It

shares a plaza with El Mercado and the festive 24-hour restaurant and bakery Mi Tierra, which has a mural banquet room for 200, a garden terrace for 100 and a patio dining room for a minimum of 40 guests. Mi Tierra also can provide entertainment like Mariachi or trios, folkloric dancers, and more. The Blue Star Arts Complex has several venues, including a theater, a beer garden, gallery space and banquet halls. The Guadalupe Cultural Arts Center has event space as well as educational programs in dance, media arts, visual arts, literature, theater arts and traditional music.

Attendees can stroll through the streets of la Villita for shopping, food and entertainment; Mcnay Art Museum has event space in its sculpture garden.

HYATT, Grand Hyatt,® names, designs and related marks are trademarks of Hyatt Corporation. ©2011 Hyatt Corporation. All rights reserved.

210 222 1234 123 Losoya Streetsanantonioregency.hyatt.com

Start with Hyatt Regency San Antonio Riverwalk and go from there.

Combine the gracious hospitality of a four-diamond property with state-of-the-art business efficiency, place it in one of the most desirable locations on the Riverwalk, and you have Hyatt Regency San Antonio. Everything you and your group need for a successful meeting – and a great time. Over 40,000 sq. ft. of available function space. A 2,000 sq. ft. terrace deck overlooking the Alamo. A full-service business center. And a Stay Fit gym, DASA spa and a heated outdoor pool. And rooms with flat panel TVs plus our ultra-comfortable Hyatt Grand Bed TM . All set in the heart of the best dining and entertainment on the Riverwalk. Join us for a very memorable meeting. For reservations call 210 222 1234 or visit sanantonioregency.hyatt.com. Hyatt. You’re More Than Welcome.

DiScoveR tHe tReASuReS

of SAn Antonio’S Riverwalk.

WHAT Will SurpriSe youthe city’s vibrant arts scene is

anchored in the King William Historic district’s Blue Star arts Complex, where performance venues and arts groups provide creative meeting facilities and group programs. San antonio is not all Wild West history and Mexican flair. it also has luxury properties and some of the state’s best restaurants. Unlike some cities, San antonio’s river is a real river with a silt bottom that some locals still fish. a project to expand the River Walk an additional 13 miles will eventually connect the existing area to art museums in the north and the historic missions in the south.

JUNE 1, 2011: Orlando, FL — Walt Disney World Swan and Dolphin Resort; JUNE 30, 2011: Denver, CO — The Brown Palace Hotel & Spa; AUGUST 4, 2011: Charlotte, NC —

The Ballantyne Hotel & Lodge; SEPTEMBER 1, 2011: Houston, TX — InterContinental Houston near the Galleria; SEPTEMBER 20, 2011: Atlanta, GA — 103 West; OCTOBER 19, 2011: Chicago, IL — Signature Room at the 95th;

NOVEMBER 2011: Nashville, TN; JANUARY 2012: Tampa, FL; FEBRUARY 2012: Atlanta, GA

For more information, visit planyourmeetings.com/events

I’M AT PYM LIVE:3 Learning industry best practices

3 Becoming more efficient in my job

3 Building business relationships

3 Researching potential destinations

3 Finding great, new hotels

3 Vetting potential vendors

3 Earning certification credits

3 Finding cost-effective solutions

Be back in a couple of hours!

HOW TO: GET OUT OF THE OFFICE

Regardless of whether you’re an experienced or entry-level meeting planner, you

need to be aware of the best practices that have evolved in the industry over the

years. This guide will help you create and keep track of the goals for your meeting,

room layouts, budgets, F&B needs, timetables and a myriad of other details.

What follows is a compilation of some of the best lists, tips and guidelines culled

from past Plan Your Meetings issues and LIVE Events, updated by our editors,

advisory board and contributors. For more industry news, tips, trends and advice,

visit PlanYourMeetings.com.

The PracTical Guide To

MeeTinG PlanninG

©2011 Plan Your Meetings. All rights reserved. May not be reproduced in whole or part without permission.

Clarify the purpose. Get the history. Establish the goals and objectives. Create a complete meeting profile — spend time upfront gathering the basic information to build a good foundation.

1. What is it? A new product launch, an annual board meeting, an incentive trip, a sales meeting or a social event? What are the goals?

2. Who wants this meeting? Who is the decision maker? 3. Who will be attending? Why are they coming? What are their expectations?

Where are they coming from? What is the age range, and are the majority male or female? Are they bringing family or guests? Are there any special needs?

4. What have they done before? What worked and what didn’t? What was the cost of past meetings? Where have they had meetings in the past? Do they want to do something entirely different?

5. Don’t forget to ask the people who didn’t attend last year’s event why they stayed home. Knowing that can help you create an irresistible event they have to attend this year.

A blueprint will shape your event and can serve as a selling tool. Whether you make a formal proposal to a client or simply need to report back to your corporate committee or manager, you should prepare a structured proposal.

creaTe a BluePrinT

o Objectives and preferenceso Geographical informationo Meeting structure

o Demographicso Budget parameters o Summary

The ProPosal should conTain The followinG:o Destination review o Transportation plans o Site informationo Room breakdownso Food and beverage information o Entertainment and other activities o Day-to-day itinerary with grid overview o Cost summary sheet o Planning timetableo Detailed program inclusions (spells out

what is included in cost summary sheet: e.g., site inspection, promotion, airfare, hotel accommodations, décor, special effects, room gifts, communication costs, etc.)

o Program options and enhancements o Other things to add: historical

information (if applicable); destination brochures; location photos; hotel/meeting room layouts; brochures from restaurants, caterers and entertainers; promotional items; sample invitations; and, depending on your relationship with the client, your company profile and references. If you are going to be responsible for securing sponsors and marketing the event, include that information as well.

(Note: If you need supporting materials on a city and its attractions, contact the CVB.)

a cover leTTer MiGhT include:

©2011 Plan Your Meetings. All rights reserved. May not be reproduced in whole or part without permission.

define your MeeTinG

venueo Meeting or event space rentalo Room set-up/breakdown costso Equipment rental and setupso Taxes and gratuities

accoMModaTionso Roomso Hospitality suiteo Taxes and gratuitieso Other fees (read the contract carefully)

food & BeveraGeo Per-person food costso Beverageso Breakso Set-up/clean-upo Staffo Taxes and gratuitieso Fees (read the BEOs carefully)

PrinTinG/diGiTal coMMunicaTiono Invitations/confirmation cardso Website/social networkso Meeting/pre-registration kito Online registrationo Agendaso Handout copieso Signage, banners, ticketso Internet

audio/visualo Computer rentalso A/V equipmento Set-up/breakdown fees o Gratuities

ProGraMsROGRAMS:o Field tripso Tour guideso Team-buildingo Sports feeso Health club feeso Gratuities

sPecial serviceso Decorations/florals/propso Messengerso Photographerso Entertainmento Speakers’ feeso Linens/laundry

TransPorTaTiono Airfareo Taxis or limos from airporto Shuttleso Parkingo Valeto Gratuitieso Other

adMinisTraTiono Accounting serviceso Advertising and promotiono Insuranceo Legal serviceso Postage/shipping o Securityo Staffingo Supplies (notepads, nametags, etc.)o Telephoneo Gratuitieso Other

The meeting budget is an estimate of expenses and anticipated income (if your event is profit driven). It provides financial control and accountability. Armed with the meeting’s objectives, you can begin to develop a worksheet covering all categories. Reviewing last year’s budget, if available, will make your job easier.

develoP The BudGeT

lisT all fixed and variaBle cosTs:

o Audio tapes, books, videoso Event feeso Exhibitorso Grants

o Product saleso Program advertisingo Sponsorso Other

lisT all revenues:

8 extra tips1. Keep track of how

you arrived at each budgeted item.

2. Allow contingencies for the unexpected (about 10 to 15 percent).

3. Have a credit card with the right limits on it. Discuss payment with all venues ahead of time, and make sure the staff knows who gets the bill.

4. Have cash on hand for tips and other emergencies.

5. Make sure to keep track of actual costs against budgeted costs for each line item in a spreadsheet.

6. Keeping track of how much money you’ve saved helps prove your worth to the company.

7. Keeping track of how much money your group spends on hotels and F&B can prove the worth of your business.

8. Keeping track of how much business your attendees have given past exhibitors and sponsors will help prove the value of your event.

©2011 Plan Your Meetings. All rights reserved. May not be reproduced in whole or part without permission.

aMeniTieso What “green”/CSR initiatives are in place?o Does the hotel have executive/club floors

offering special guest services? Business center, printing, free wifi, etc.?

o Is there a pool, health club and/or a spa? Are they complimentary? Are group rates available? What are treatments and prices?

o What attractions are on-site or nearby?

food & BeveraGeo What are the standard group offerings for

meals and breaks? Can menus be created or tailored to your group? (Collect menus.)

o Are taxes and gratuities included in F&B costs? Are extra charges applied for events that run over schedule?

o What are the local liquor laws?o What on-site dining venues are available?

Go through the RFPs you’ve gotten back and eliminate the vendors and properties that won’t work. Schedule site inspections with your top prospects. Ask questions. Take notes.

Basic inforMaTion needed:o Name of hotel or venueo All contact persons with informationo Cancellation policyo Fees

o Deposit requiredo Group rate for roomso Meeting room rateso Banquet facilities and menus

o On-site caterero Business serviceso Audiovisual serviceso Parking

After you establish the meeting’s goals, outline the agenda and know the budget, you are ready to approach meeting facilities with a request for proposal. (You are asking them to bid on your requirements.) RFPs can be completed online, using meetings-specific software, through a CVB or over the phone. Whatever method you use, be specific. An RFP can be one to 10 pages, but make sure it is clean, clear and precise. This document represents you, your company and your reputation. It is paramount to be ethical; remember you want to foster long-term relationships. Respond to vendors in a timely fashion and be flexible.

o Contact information (name, title, address, phone, fax and e-mail) and preferred method of communication (phone, e-mail)

o Company information (name, address, website, phone and fax)

o Event dates and alternative dateso Event start and end timeo Number of attendees and, if property,

number of rooms neededo Preferred location of event (city, state and

area of town)o Venue requirements (hotel, resort, special

facility, restaurant, etc.)o Type of event (meeting, wedding, social,

reception, product launch, etc.)

o Food and beverage requirements (passed hors d’ouvres, buffet, seated, etc.)

o Off/on-site requirements (caterer, entertainment and set-up)

o Audio/visual requirements (sound, stage, lighting, screen, microphone, laptop, etc.)

o ADA requirements (shuttles, ramps, parking, etc.)

o Time requirements (deadlines for proposals, deposits, vendors, etc.)

o Estimated budget (includes money allocated for event, F&B, venue, travel, A/V, etc.)

o Additional details (sustainability/CSR initiatives, breakout rooms, patterns, etc.)

include The followinG:

©2011 Plan Your Meetings. All rights reserved. May not be reproduced in whole or part without permission.

PrePare an rfP(requesT for ProPosal)

do siTe insPecTions

GuesT rooMso What is the total number and type of

rooms in the hotel and the maximum number that can be committed to the meeting? What are the room categories (nonsmoking, ocean-view, etc.), and how many are available in each category? Are smoking rooms close to nonsmoking, or are there nonsmoking floors?

o Determine the cut-off date for room reservations and room block as well as check-in/check-out times. Will rooms be available for early arrivals and late departures? Establish how many days prior to and after the official meeting dates special lodging rates apply.

o What are the guarantee and deposit requirements? What is the refund policy for cancellations/attrition?

o If confirmed rooms are not available, will property provide overflow housing at a comparable property for the conference rate and provide free transportation between the properties?

o How many complimentary rooms are issued for units occupied prior to, during and after the meeting dates?

o Specify the number of rooms needed for staff, speakers and VIPs. Ask what the criteria are for obtaining free, more discounted or higher quality rooms.

o Request the rate structure for both single and double occupancy, with and without taxes. Be sure there is an understanding about how sales and use taxes will be billed or avoided.

o Ask if the rates apply to children staying in the same room.

o Review services such as hot/Continental breakfasts, newspapers, Internet access, resort amenities, local phone calls, etc. Negotiate to have them included at no extra cost.

o Ask whether there is space available to store luggage after check-out but before departure from the conference. (This service should be provided free.)

o Inspect the guest rooms. Are they comfortable and clean? Is the furniture in good condition? Is there balcony furniture? Are the bathroom fixtures modern? Are robes and other amenities (bottled water,

shampoo, hair dryers, irons, etc.) provided? Do rooms offer adequate lighting (check and make sure light bulbs are working), closet space and hangers? Are the rooms wired for Internet access? What services does the TV offer (DVD, conference news, Web access)?

The loBByo Are the front-of-house staff (doormen,

concierge, reception, etc.) efficient and friendly?

o Is the registration desk easy to find? Is there staff to handle busy check-in/check-out times for major groups? Is there a separate group check-in area?

o Is the lobby inviting? Check the cleanliness of public restrooms.

o Check the availability and location of guest services such as ATM machines, gift shop, safety deposit boxes, etc.

o How far is the lobby from the self-park lot?

MeeTinG rooMso Walk the space. How long does it take

to get to and from rooms?o What technology is available? Are there

fees for not using in-house A/V?o Are rooms adequately soundproofed?o Are lighting controls in the room

and easy to use? Is the room comfortably well lit? Can it be darkened?

o Are temperature controls in the room, and easy to use? Is the air-conditioning quiet?

o Do meeting rooms have highceilings? Are columns or obstructions a concern? Can rooms be set up in the seating styles required?

o Is adequate space available in ornear the meeting rooms for breaks?

o Does the hotel have in-house or preferred suppliers for A/V, florals, etc.?

o Does the facility have any theme decorations or props you can use? Are they free of charge?

©2011 Plan Your Meetings. All rights reserved. May not be reproduced in whole or part without permission.

11 extra tips1. Prepare in advance:

Go to the facility’s website.

2. Take pictures with a camera or video cam.3. Bring someone along;

another pair of eyes helps.

4. Create a timeline from when you first experienced the property until the day you leave.

5. Eat a meal at the property and sample on-site catering menus.

6. Get to know the key employees: the general manager, concierge, director of security,

chef, etc. 7. Discuss concessions

but be ethical, honest and realistic about your budget and expectations.

8. Make an unannounced visit to the property.

9. Stay overnight. Order late-night and early-morning room service. Arrange a wake-up call, and keep a checklist of all services.

10. Are any renovations planned? Will the work interfere with your meeting?

11. If you’re visiting an unfamiliar city, also schedule tastings with potential caterers and meetings with other suppliers during this trip, as well.

1. rePorT Backo Notify all who were involved in the site

selection process (national sales offices, property-level sales manager, CVBs, etc.) that the bid was awarded.

o Send thank-you notes to everyone you met, and consider providing feedback to vendors you didn’t select.

2. neGoTiaTe siTe conTracTo Make sure the contract is easy

to read and precise. o Ask a meetings industry attorney to

review it even if your company doesn’t require it. At the least, check to see that indemnification language is included and is reciprocal. Make sure that each party is responsible for its own negligence.

o Make sure it includes concessions and upgrades besides the standard offering, such as complimentary meeting space, room upgrades, VIP amenities, complimentary welcome reception, free parking, health club passes, etc. Specify what is not allowable for direct billing, i.e., personal phone calls, alcoholic beverages, movies, room service, etc.

o Does it contain cancellation clauses, attrition fees, etc.?

o Strike out clauses that “double-dip.”o Protect your group from change of

ownership or any other factor that might reduce the quality of service by inserting a clause that gives you the right to cancel if quality of service is jeopardized by specific conditions.

o Include a statement in the contract that all fees and charges have been disclosed. Be sure to ask if there is anything else you should know.

o Update your meetings resumé and double-check details before signing.

o Make sure your contract is countersigned and dated by all necessary parties.

3. choose vendorso Ask the facility to recommend

vendors, if they don’t have on-site services or contracts.

o Check references and talk with people who have used the service provider.

o Meet with caterers and sample food.o Meet with speakers and/or entertainers

and review demo tapes/press releases/ résumés. Is there a back-up plan if there are last-minute cancellations due to illness, travel delays, etc.?

o Arrange for equipment needs.o Arrange transportation.o Inquire about policies on credit and

payment of charges. Is there a discount for paying in advance or within a certain time frame?

o Ask about the cancellation/refundpolicy. Find out what measures are in place in case of equipment failures.

o If the event is outdoors or includesoutdoor activities, what provisions are there in case of bad weather?

o Finalize written agreements andfollow up with final details.

o Schedule extra help for the day(s) of the event. (CVBs or colleges may have volunteers.)

4. creaTe sPec worksheeTsMake separate worksheets for each function or meeting room, so they can be given to everyone responsible for the session or activity. They will facilitate communication and establish a chronology. Include:o Billing costs and informationo Beverage/break/menu/catering detailso Equipment informationo Entertainment detailso Program location and titleo Set-up details/diagramo Staff responsiblitieso Type of functiono Contact information

5. inviTaTions, siGns, aMeniTies, eTc.o Develop your attendee list.o Print and mail invitations, or save paper

and e-mail invitations, depending on the preference of your group.

industry websites• Asaecenter.org

American Society of Association Executives

• Conventionindustry.org Convention Industry Council (CIC)

• Greenmeetings.info Green Meeting

Industry Council

• Iaap-hq.org International Association

of Administrative Professionals

• Ises.com International Special

Events Society

• Meetingscommunity.com MeCo listserve

• Mpiweb.org Meeting Professionals International

• Pcma.org Professional Convention Management Assn.

• PlanYourMeetings.com Plan Your Meetings: online RFPs, resource directory, blogs, news, social networks, advice, tips and more ...

• Pymconnect.com An online community of meeting planners.

• Sgmp.org Society of Government

Meeting Planners

• Site-intl.org Society of Incentive

& Travel Executives

©2011 Plan Your Meetings. All rights reserved. May not be reproduced in whole or part without permission.

follow These 6 sTePs:

o Include information on agendas aboutsuggested attire, travel arrangements, directions and other instructions. (Consider including a list of other meeting attendees.)

o Track the number of RSVPs; followup with those who did not RSVP to find out why they can't/won't come.

o If no reusable supplies from previous events are available, order signs and printed material, including name tags.

o Put together your welcome package; include evaluation forms. (Consider distributing digitally or via flash drives.)

o Arrange delivery of all meetingsmaterial with the event manager.

o Develop and distribute meetingagenda (include hotel and transportation information).

o Prepare a complete master set of all handouts and materials to carry with you in case digital files are corrupt or shipments get lost in the mail.

o Get estimates/proposals for gifts or favors. Make sure they reflect the meeting and respect the corporate brand/image.

o Place gift orders, wrap and distribute.o Make arrangements for post-meeting

disposal of items, whether they are to be donated, recycled or shipped.

6. Pre- and PosT-MeeTinGsOnce the contracts are signed, you will probably be assigned to a Conference Services Manager (CSM) by the facility. Get to know the CSM very well; he or she can help with upgrades, perks and special requests. Schedule pre- and post-conferences with the CSM. Depending on your program, the average pre-conference is two to four weeks prior to your meeting (date of arrival). The post conference will provide important feedback for you, the property and for future meetings. So be honest and don’t forget to give praise where it’s deserved.

in advanceo Check with the hotel at intervals to

review the agreement, plans and to make sure things are on schedule.

o Submit group rooming list to hotel and confirm arrangements three to four weeks out (including menus, room setups and special requests).

o Provide guaranteed attendance numbers for food and beverage events at least 72 hours in advance.

o Confirm speakers’ A/V needs and travel arrangements and review per diems and reimbursement policies.

o Confirm logistical arrangements with other service providers.

on-siTeo Hold pre-conference meeting to review details.o Confirm arrival of shipped materials

and distribute.o Check hotel “reader-boards” for posted

times and locations of your functions. o Check function room/banquet set-ups.o Notify on-site contacts of any

changes in plans or requirements.o Monitor service delivery.o Keep track of master account. Review

and sign banquet checks daily.o Make sure everyone knows what’s

acceptable. See that either signage, in-room screens or registration packets contain information about ground rules.

afTer The MeeTinGo Gather room pick-up and other

reports from facility.o Prepare statistical reports on the

meeting. Detailed reports should include attendee demographics, budgets and procedures as well as feedback. (These will provide a history for future events.)

o Process evaluation forms. Document your successes and share with meeting stakeholders. Surveys should include more than routine questions about food, entertainment and the facility; ask what attendees learned from the meeting that will change the way they do business. Evaluate overall satisfaction and demonstrate how well the event met its objectives.

o Provide feedback to the hotel; it builds a future relationship. Let them know what they did well, and how they could improve.

©2011 Plan Your Meetings. All rights reserved. May not be reproduced in whole or part without permission.

5 extra tips1. Room rates are the

easiest item to negotiate. Knowing your attendees’ habits and what they will spend on other services, such as golfing fees, gives you more leverage. Look for soft dates and off-peak savings.

2. Familiarize yourself with the destination and meeting locale. Get to know the local culture; find out what events are going on that you might tie into; tap into the CVB and any other resource.

3. Stay in touch with everyone. Make sure meeting objectives, systems and procedures are clearly spelled out and conveyed to staff and attendees. Keep suppliers, speakers and staff up to date on the status of the meeting no matter how busy you are.

4. Stay on schedule. Attendees want to know exactly what will be offered, when it will start, and how long they’re expected to stay.

5. Be courteous to everyone, and make sure your staff is trained to be.

o Get estimates and proposals

o Arrange tastings and take photos

o Choose caterer/restaurant

o Sign contract

o Pay deposit

o Choose format

o Finalize menus (include special needs)

o Finalize seating, décor, etc.

o Take final head count

o Arrange for tips and taxes

o Arrange transportation and parking

neGoTiaTinG Guidelines

o Beware of hidden charges – tax, gratuities, service charges, set-up fee, decorations, carving person, labor, bartender, etc.

o Ask for references from groups that have held food functions at the facility within the last two months

o Find out how far in advance the property will confirm menu/reception prices. At hotels, if you have a choice between last year’s pricing and a straight 10 percent off the bill, take the 10 percent. Don't forget to take a look at menu pricing before hotel contracts are signed.

o Watch F&B attrition in the contract negotiation stage: Tell them you will pay any attrition on their profit, not the entire plate and not on service charges if the attrition happens far enough out that food and labor haven’t been ordered. If you think this is going to be a problem, ask the catering manager how far out they order the food. Also, go low on your numbers; it is always easier to add than delete but be sure to keep your catering manager updated if your numbers are growing. Most vendors provide 5-10 percent above the agreed upon guaranteed number.

o Find out when the site’s program coordinator will arrive to oversee last-

minute details. (This should be at least 30 minutes before the food function is scheduled.)

o The best way to handle F&B billing is have the property do a binder that has dividers by dates, according to your catering functions. Each morning they take the banquet check, attach it to the BEO from the previous day and place them into the binder under the day the event happened. Accounting then gives the binder to the meeting planner who is handling the billing on a daily basis to sign banquet checks. Once checks for that day are signed, give the binder back to accounting. This way any discrepancies can be discussed while the meeting planner is still on-site.

o Be aware of what is happening in general with food costs. If you frequent certain restaurants, become friends with the manager and occasionally ask what pricing on food is looking like. Same with liquor store owners.

o Keep an accurate history on your numbers. Go around and see how many people you actually have: Don’t count empty seats; count folded napkins or unused silverware.

o For bar service, on consumption is cheaper than per person. Coffee breaks per piece are cheaper than per person. If you are doing power bars or granola bars for your coffee breaks, make sure they are on consumption, as very few people eat them.

o The biggest cost cutting you’ll do is in beverages, by not having an open bar and just serving beer and wine. Or have just one special drink in addition to beer and wine versus an open bar.

o Is there a charge for a bartender/cashier? In a cash bar reception, find out if there is a minimum sales amount required to waive the cost. (Be sure that you comply with the company’s policy on alcohol.)

o Add curb value to your meal byhaving the chef put herbs in sauces,

©2011 Plan Your Meetings. All rights reserved. May not be reproduced in whole or part without permission.

Plan your f&B

don't forgetFood allergies and diet restrictions are an increasing concern among event attendees. Make sure this information is gathered during registration and that allowances are made. Don't forget to make sure the banquet staff understands the importance of attending to and serving these needs.

rent itNeed candelabra or brandy snifters? Coat hangers or cutlery? Fountains or furniture? You can rent them all. In fact, when it comes to renting items by the hour, the possibilities are endless. Think “different.” Need to set the stage? Consider prop houses that work with theaters or within the film industry. Think about renting plants from a nursery, or paintings or sculpture from an art gallery. Visit antique stores, specialty lighting facilities or furniture stores for ideas.

For trouble-free rentals, make sure to have the time and people needed to make it work. Visit the rental company and do a spot check for chips, stains, cigarette burns, etc. Finally, check the cost of renting against the cost of buying. In some cases, it may actually be more cost efficient to purchase the item.

food, vodka, etc. It seems more elegant and won’t raise your cost.

o Discuss how they dress their buffets. Many companies are getting away from fluff cloths and, as a result, the buffets look flat and boring. Tell them up front this isn’t acceptable and you want to see layering and texture. If you have a couple of pennies to spend buy some potted plants — they will last your entire stay.

o Make sure properties charge based on actual, not estimated consumption.

fresh ideas

o Put meal coupons in the attendees’ registration package for those requesting special meals. Have the banquet server set a cocktail round with the box of special meals behind them; people can come up to this station to redeem their coupon.

o For breakfast, think along the lines of a European Continental breakfast: assorted nuts, trail mix, cheese display with crackers, and an antipasto platter of meats, sausages and vegetables.

o For coffee breaks have the facility put the replenishments for cream, sugar, cups, etc., under the coffee break table. Put creamer and sugar in big bowls to cut down on replenishment.

o Make sure snacks or treats are fresh. Have healthy alternatives; keep them simple but fun — baskets of popcorn, plates of cookies, yogurt with fresh fruit and granola, everything chocolate or a local specialty, like Moon Pies.

o Use decorative buckets to hold different types of snacks – trail mix, dried fruit, miniature pretzels, chocolate-covered raisins, etc. Put out wax bags or little white bags with a sponsor’s sticker and let people make their own baggie.

o Consider an afternoon tea. Offer a selection of green teas with finger

sandwiches or mini-desserts.o Don’t pay much attention to what is

“in.” Instead, pay attention to the foods

your group enjoys and try to put twists onto them, i.e. instead of chocolate chip, oatmeal and peanut butter cookies, do toffee chip, M&M and Reese’s Pieces cookies.

o Be more conscious of the food that is coming back. Get up and walk around the room during your events and see what people aren’t eating. Ask the banquet captain to keep track what comes back untouched (tip extra for his or her help).

o Always make sure buffets are double-sided, even for smaller groups.

o Make the menu a keepsake. Do something different with your printed menu; put relevant quotes above the item being served, and then print the menu on a nice paper from a paper store. Or, if you’re interested in being green, print the menu on a sheet embedded with wildflower seeds that can be planted, or project the menu on a wall.

o Personalize the meal — have the company logo or name stenciled in chocolate or powdered sugar on the desserts; ask the bartender to create a signature cocktail.

o Use props on the tables to tie in to your theme.

o Chef demonstrations, wine-tasting dinners, create-your-own stations, and other interactive, educational opportunities enhance events and make for memorable experiences.

o Lazy susans or salads that need to be assembled at the table are a fun way to get people talking to others at banquets.

©2011 Plan Your Meetings. All rights reserved. May not be reproduced in whole or part without permission.

5 extra tips1. Cutlery — Rental cutlery

goes far beyond plastic and stainless steel. Your borrowed finery can include fish forks, butter knives or demitasse spoons in gold plate or pure sterling.

2. Dishes — Options range from exquisite table settings to Fiesta-ware for barbecue grub. Beyond the basics, you can choose from gold- or silver-rimmed plates, bone china soup bowls, demitasse cups, dessert plates and so on. Mixed shapes and patterns add to the table’s interest.

3. Glassware — Rent glasses in every shape and size. Try different colors.

4. Linens — Rent tablecloths, table runners and napkins in every imaginable hue and layer them. Order dark napkins and lint-free tablecloths; lint from white tablecloths and napkins leave a mess behind on dark suits. Organize buffet tables into color groups to match a corporate or program theme.

5. Tables and chairs — Tables come in half-moon, serpentine, high-top and more. Or rent bar tables, registration tables and banquet tables complete with covers of every description. Ordinary banquet chairs can be covered with fabulous fabric for greater impact tied with bows, or hang with silk vines and flowers.

Dynamic meetings, effective interaction and successful learning depend on the set-up of the room. Pay close attention to details and don’t just accept the schematic the facility provides. Make set-up decisions based on your needs.

o Comfort Zone: Make sure the roomis neither too hot nor too cold. Are there any unpleasant odors? Be aware of cleaning solutions, food odors or any other less-than-pleasant scents in the room.

o Doors and walls: Your group should face the longest wall in the room. This way, the maximum number of people face the presenters.

o Front and center: Typically the back of the room fills far quicker, to the speaker’s disadvantage. Place rope and stanchion across the back rows, forcing people to the front.

o General Appearances: Check to see if there are any panels on the ceiling that show signs of dirt or water damage; the windows are clean; chairs and tables don’t wobble or show signs of wear. Ask when the last time air filters were changed.

o Lighting: Make sure all the lightsare functioning properly and set the way you prefer. Consider pink lighting for the speaker, which is the most flattering.

o Size: Make sure the room is not too large or too small for the group. If participants arrive and see a room that is relatively empty, they may think the meeting is not very important. A room that is too large is as negative as a room that is too crowded — both may give an impression of lack of respect for the meeting and speaker. Have you left space for staging, audio/

visual equipment, pillars or head tables? Is there space for refreshment breaks? How do you know if a potential space is adequate to your needs? The best way to be certain your group will fit easily into a space is to create a diagram to scale. (Room diagramming software is available.) Another advantage to using a diagram is that it can simply be handed to the people in charge of setting up the room for your meeting.

o Sound: Make sure the sound system is in excellent working condition and there is someone who knows how to work it. Do a sound check before the meeting starts, and have an additional microphone on hand in case of technical difficulties. Also, consider neighboring room noises, and hotel maintenance schedules. You don’t want someone starting a vacuum cleaner or lawn mower outside your room during the presentation or meeting.

o Table shapes: Square or rectangular tables create a sense of getting down to business and are often preferred for training sessions and instructional meetings. Round tables encourage a sense of cooperation and sharing, and are also a good shape for creative ideas and brainstorming sessions.

o Visibility: Make sure presentations, overheads and handouts use a large enough typeface so all participants can easily view the materials. Make it easy for every person to see all the other individuals and to hear everyone’s contributions.

©2011 Plan Your Meetings. All rights reserved. May not be reproduced in whole or part without permission.

Pay aTTenTion To rooM seT-uPs

7 extra steps1. Make sure you take the

overview tour of meeting room locations. Are the rooms easy to find? How much signage is needed?

2. Attendees should be able to leave the room without disturbing anyone else.

3. If extensive writing is to be done or if the meeting will run more than two hours, seat them at tables, preferably without a cloth.

4. If chairs are not as comfortable as they could be, ask your speaker to consider giving participants a stretch break.

5. Provide plenty of ice water, drinking glasses, note pads, pencils, mints, etc.

6. It’s important that during sessions, attendees can see each other; it helps them connect with each other and the presenter.

7. People learn and feel better in comfortable, attractive surroundings; keep that in mind.

The following are common seating arrangements. Whichever arrangement you choose should be comfortable and promote open discussion. There are nine distinct choices, each best suited to a specific set of circumstances. For more out-of-the-box ideas visit thrival.com.

1.

2.

3.

4.

5.

6.7.8.

9.

1. classrooM seaTinG Reminiscent of a schoolroom, this is

basically rows of tables with chairs. It’s preferred when attendees need table area to take notes, spread out materials or do other activities. One of the most efficient uses of space, classroom tables come in two widths: The standard table is 30 inches wide; there also is an 18-inch version known in the trade as a “skinny.” Tables are either six or eight feet long. Place two participants at the six-foot table and three at the longer version. Specify in your contract the number of participants you want per table; otherwise the facility may overcrowd each table to fit more people into a smaller room.

2. TheaTer seaTinG Theater seating maximizes space, but it

is far less convenient for note-taking or group interaction.

3. chevron seaTinG In this set-up, chairs are angled toward the

front of the room in a V-shape. Chevron seating has a friendlier feel.

4. conference seaTinG Used for meetings with 30 participants

or less, all chairs gather around one large table.

5. u-shaPe seaTinG Also used for small meetings, standard

banquet tables measuring eight feet long and 30 feet wide are placed end-to-end to form a large U shape. Participants face each other, but there is space between the tables that can be used as a presentation area.

6. hollow square seaTinG Standard banquet tables are placed end-to-

end forming a giant rectangle or square that is hollow in the middle. It’s generally used for groups of 30 persons or less.

7. T-shaPe seaTinG Another small group set-up, banquet

tables are arranged to form a large T, giving a sense of having a head table where presenters might be seated.

8. BanqueT seaTinG The standard banquet table is 60 or 72

inches in diameter, seats eight or 12 people, and is nearly always used at food functions.

9. crescenT seaTinG Similar to banquet seating, but the chairs

are placed around one-half or three-quarters of the table. Chairs all face the front of the room.

©2011 Plan Your Meetings. All rights reserved. May not be reproduced in whole or part without permission.

seaTinG Plans

o Do you want them to educate,entertain or persuade? Make sure they can help you accomplish the meeting’s goals.

o Before hiring a speaker or entertainer, meet with them in person, watch a performance or ask for a demo tape.

o Discuss what the specific presentation or entertainment program will be for your event. You don’t want to be surprised.

o Try to negotiate a flat fee. See if the speaker is willing to include travel, hotel or other costs into the fee.

o Check contingency plans for illness, bad weather, power outages, etc.

o Make sure the venue can accommodate your choice. (A two-piece act in a large convention room will get lost.)

o Arrange for something to fill inwhen the band takes a break.

o Make sure you have covered all equipment needs (lectern, microphone preference, overhead projector, LCD panel, video equipment). Check computer compatibility. Be thorough about the technical requirements and make sure you know what is allowed and whether the room can accommodate the equipment, such as large screens.

o Check access to freight elevatorsand be sure to leave time for set-up

and breakdown.o Be sure to meet with the on-site

technician and make sure you can contact her or him in an emergency.

o Check all mics and sound levelswell before it’s time for the speaker.

o Make sure the speaker or roommonitor knows where the light switches are, how they work and who will dim them on cue.

o Check sightlines to the stage orpodium. Never place the speaker in front of a window, shiny surface or busy background where glare or distracting elements will compete

with the speaker and diminish attention to the message.

o Fresh or silk flower arrangementsor plants near the podium create a feeling of comfort. (Be sure to ask the speaker about allergies.)

o Will speaker provide handoutmaterial or need copies made?

Be green: Encourage attendees to go to websites for handouts, or distribute them digitally on USB drives.

o Make sure the speaker knows howmuch time is allotted for his or her presentation and how much time should be left for Q&As.

o Is there a rehearsal schedule? Isthere a speaker’s room (green room) where he or she can wait or do last-minute preparations?

o Have water available at the podium.o Let speakers and other guests know

what meetings or events they are invited to attend. Are they invited for the awards dinner?

o Are they willing to offer otherservices: MCing, working the floor, handling an information booth, introducing another event or speaker?

o If staff members are doing presentations and need to improve their speaking skills, consider hiring a theater professional to work with them on stage presence, body language, vocal work and delivery. Corporate divisions of theater and improv companies have a variety of programs that can enhance employee training and development, and are often staffed by actors with corporate backgrounds.

o If you are planning a team-building activity, make sure it suits your group’s demographics. It’s important that whatever you plan, it’s fun as well as challenging and won’t leave anyone out in the cold.

©2011 Plan Your Meetings. All rights reserved. May not be reproduced in whole or part without permission.

hirinG sPeakers & enTerTainMenT

speakers online• Budgetfriendlyspeakers.

com For planners facing

economic constraints• Brooksinternational.com

Celebrities, sports stars, motivational speakers and entertainers

• Nsaspeaker.orgNational Speakers Association

• Premierespeakers.comInternational resource for prominent speakers

• Rainbowentertainment.comHeadliners, musicians, speakers and entertainers

• Speakers.comAuthors, impersonators, actors, celebrities and special interest speakers

• Speaking.comKeynote speakers

• Youspeakeasy.comSpeakers as well as webinars and teleseminars

Continued on next page

ManaGe your MeeTinGo Get organized with the basics: a word

processor, a spreadsheet and a database.o If you need guidance, download

free Excel spreadsheet templates for everything from conference matrix grids to attrition calculators from corbinball.com/tipstools.

o If you want everything spelled out for you, meeting management software packages, such as APEX Powershop, can include everything from RFPs to housing lists, name tags and budgets.

o Organize press releases, e-mail invitations and marketing metrics with an online system such as Certain Meetings or Constant Contact.

o Invite local press or industry bloggers to attend and cover your event.

GeT connecTedo Make sure you know how attendees

can get connected to the Internet on-site, and at what cost.

o Use a video conferencing facility or virtual network like Second Life to facilitate training sessions and conferences between attendees in far-flung destinations, or to introduce a special speaker to the group.

o Need broadcast-quality resolution?Go for HD cameras/projectors, satellite feeds or Internet 2 access. Live satellite broadcasts also are available for conferences held in movie theaters. Check ncm.com for more information.

o On a tight budget? Webcam-equipped laptops create instant conferences over the Internet using free software like Skype.com and ooVoo.com.

o The World Clock Meeting Planner (timeanddate.com/worldclock/meeting.html) calculates the best conference times for attendees in up to four different time zones.

o Leverage technology such as Twitter, Facebook, LinkedIn, Yammer, Tumblr,

BuddyPress and Ning to help you network, connect attendees and market your event.

Make iT snaPPyo Encourage presenters to include YouTube

videos and music in PowerPoint/Keynote/Prezi presentations.

o Spice up a boring presentation with a little humor. Some improv theaters have corporate entertainment/video departments, or can team-build.

o Moderate Twitter streams for real-time conversations/feedback using an event specific hashtag (e.g. #PYM2011), and provide a blogging station during general sessions.

seT The sTaGeo Choose a room with adjustable

lighting. Keep the room light enough to take notes.

o Data/digital projectors can be hooked up to computer laptops or DVD players.

o Using closed-circuit video in large rooms allows you to scatter satellite screens throughout the audience to improve everyone’s access to the information presented.

o Copy boards let presenters record notes and print them out for attendees.

o Interactive whiteboards are connected to a computer and projector, allowing presenters to interact with the audience and access computer-based information at the same time.

o Plasma display panels (PDP) or flat panel television screens can be used in lieu of a traditional screen. PDP overlays turn plasma panels into interactive whiteboards.

o Multiple panels can double as video-enhanced scenery, projecting one or many background images.

o Water screens provide a high-resolution projection surface and make images seem to float in midair.

©2011 Plan Your Meetings. All rights reserved. May not be reproduced in whole or part without permission.

5 extra tips

1. Research areas you’re unfamiliar with at planyourmeetings.com/destinations, or search on Yelp.com.

2. Visit hotel and facility websites for virtual site tours and online RFPs.

3. Find out whether airfare rates are likely to rise or fall, and see what the current lowest fares are at bing.com.

4. Make sure software is compatible with your computer’s operating system. Also, only load software on the computer you will be doing the most work on; software locks may prevent it from running on more than one machine.

5. Create a closed-circuit video connection between the main space and any spillover group so everyone can see what’s going on.

TechnoloGy know-how

o You don’t need a screen to project images. The surface of a pool, the walls of a room, a wall of water — anything that is flat will add texture and a touch of the unexpected to projected displays.

o Consider creating projected 3-D images to interact with speakers or audience.

o Self-contained, roll-up venues areavailable for outdoor events.

o Check the presentation sightlines from everywhere in the room.

o Encourage speakers to interact withthe audience by providing clip-on lavaliere, handheld wireless or headset microphones.

o Use colors and light to transform the mood of a room and brand the space.Laser lighting can create rock-show effects, spell out company logos or slogans, and reinforce the rhythm and mood of piped-in music. Gobo gels in fixed lights can project logos and color washes. Special gobo gels can simulate textures, as well.

Be PreParedo Walkie-talkies are your best friends.

All important contacts should have one on the big day. Don’t rely on cell phones.

o Make sure the venue provides you with at least one tech-savvy A/V person who will be on-call and within arm’s reach throughout the event.

o Have extra batteries for microphones and charger plugs for laptops in the presentation room.

o Make sure projection equipment iscompatible with the disc or laptop the presenter is bringing in advance. Just in case, have a back-up plan.

o Use text messages, social networks and emails to broadcast emergency information or schedule changes, as needed.

Continued

By airo Who’s in charge of booking flights?

An in-house department? An outside travel agency? Coordinate flight arrivals to simplify ground transportation arrangements (and lower costs).

o Select an official airline. Some airlines have group sales departments offering discounted fares, ticketing services and convenient billing policies.

o Airfares tend to be lower if you’re flying into a major hub where an airline is based.

o Best fares are traditionally found 90 days out. Bing.com/travel predicts whether fares will rise or drop, and lists what the current lowest fare is on any given day.

o Encourage attendees to use your official air carrier. Use that as leverage to get complimentary tickets, based on number of seats booked to use for future flights for staff or VIPs.

o Ask airlines for additional frequent flyer points for your group, and for an additional discount for those booking flights 60 days or more in advance.

o Negotiate for the use of the carrier’s VIP lounge for an attendee meet- and-greet.

o Note fees for checked luggage.

Ground TransPorTaTiono Check with hotels and facilities; many

have free, dedicated airport shuttles, or can provide airport pick-ups for a minimal fee.

o Arrange limousine (Hummer, town car) transfers for VIPs.

o Do you need to ask for concessions on staging areas and curb space at the airport or venue?

o Are police needed for extra security? If so, who will pay for them?o Get advice from the local convention

and visitors bureau (CVB) about how to

©2011 Plan Your Meetings. All rights reserved. May not be reproduced in whole or part without permission.

GeTTinG There and Back

handle group transportation needs. Do they have examples of what similar size groups have done in the past? Do they have suggestions for unusual forms of transportation?

o Contact local transportation companies the CVB recommends.

o Does the city have a public transportation system that would be useful? Are group fares or charters available?

o What are taxicab fares, and canpre-paid vouchers be purchased for attendees in advance?

o Consider hiring a destination management company to arrange transportation and drivers, print brochures and maps for attendees, and set up signs and loading areas.

o What’s the transportation schedule? A continuous loop? Morning and afternoon only? On demand?

o Who’s providing signage for each vehicle?o Arrange America Disabilities Act (ADA)-

equipped vehicles, if needed.o If venues are within walking distance,

give attendees maps.

Be PreParedo Make sure the vendor carries adequate

insurance that states liability limits. o Ask for recent references.o Make sure vendors’ contracts spell out who

is responsible for what.o Have passenger lists to check so no one

gets left behind.o Keep shuttle vans stocked with water and

light snacks, especially if attendees will be getting on and off more than once a day.

o Consider hiring a speaker or storyteller to amuse attendees if they will be on the bus for more than 20 minutes.

o If attendees will have bags with them, make sure shuttles have ample storage space.

o Keep informed about local construction schedules and traffic patterns; use that information to avoid both while in town.

PrePare TheMo Keep attendees informed about what they

should expect before they arrive. o What’s the weather like? What activities

are planned? Will they need sensible shoes? What should they pack?

o What’s the airport layout? Where should they go after they land, and who will be there to meet them? What should they do if their plane is late?

o Greet attendees at the airport with a bottle of water and with welcome packets; they can relax, rehydrate and reorient themselves to the new task at hand before arriving at the hotel.

o Provide diagrams of the meeting venue and transportation hubs, so no one wastes time getting lost.

o Don’t ever assume attendees know where they’re supposed to be.

o Be productive in informing attendees about potential crises like hurricanes or flu outbreaks so they know what contingency plans are in place.

Jackie Thornton, M.S., CMP, contributed the seating chart to this guide. President of Global Marketing and PR Inc., Jackie also teaches event planning certificate courses.

Claire Gould, owner of Rx for Events LLC, contributed to the F&B section. Claire shares her F&B tips and experiences monthly at PlanYourMeetings.com.

Plan Your Meetings Editorial Director Kristi Casey Sanders updated and edited this guide.

Find the latest planning trends, tips, ideas, examples, industry news and more: PlanYourMeetings.com/subscribe.

©2011 Plan Your Meetings. All rights reserved. May not be reproduced in whole or part without permission.

7 safety tips1. Gather a list of emergency

contact numbers from the local CVB and notify authorities when your group will be in town.

2. Meet with hotel and facility security professionals and go over emergency procedures, particularly exit and crowd management strategies. Know city plans, too.

3. Go over internal communication plans; know who is doing what and make sure everyone is on the same page and is connected during the event.

5. Make sure properties and facilities are aware of who your vendors are, what they are delivering and when they are expected.

6. Know what’s going on in the world. Designate someone who can deal with questions and concerns attendees may have. Have alternative travel plans just in case.

7. Spell out specifically who is responsible for what in vendor contracts. Vendors’ insurance should state liability limits; see if your group can be named as additional insured. Consider getting an event cancellation policy.

Print can’t talk back. So when you need meeting industry news, trends, tips, resources, advice, job boards, creative ideas or planners to bounce ideas off of, visit PYM online. Here’s what you’ll find:

24-hour news, advice & trends

PlanYourMeetings.com is filled with news, advice and best-practices stories about issues that affect you, as well as profiles of industry heroes. Keep current by subscribing to our RSS feed or reading our monthly e-mail digest.

Blogs & tweets Sometimes we want to explore people, ideas and events in a more personal way, so we keep a running journal of thoughts at tinyurl.com/pymblog, and on Twitter at @PYMLive and @PYMConnect.

Destinations, resources & RFP assistance Online, at PlanYourMeetings.com/destinations, we aren’t limited by space con-straints, so you’ll find expanded guides to your favorite destinations and national and international city guides that don’t run in our print version. Best of all, they're hyper-linked so you can research places of interest instantaneously. If you’re looking for something specific, search our Resource Directory, or use our free RFP service and let our experts help you find the perfect partner for your next meeting or event. Best of all, we don’t take commissions or charge fees for our advice and help.

Events & contests In addition to providing information and registration links to PYM’s educational, networking LIVE Events, our website also has frequent contests, so check back often to see how you can win big.

Communities & education We’ve created a special online networking community at PYMConnect.com, where you can share blogs, pictures, stories, events, venue reviews, job requests and find education, advocacy info, webinars and advice. Plan Your Meetings also is on LinkedIn, Twitter, Facebook and YouTube, so drop by and say “Hi!” Be sure to check out our educational webinar series at PlanYourMeetings.com/ pym-knowledge-series.

HOW TO: SIMPLIFY YOUR PLANNING

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EDITORIALEDITORIAL DIREcTOR/chIEf sTORyTELLER

Kristi casey sanderscOnTRIbuTIng EDITORs

Diane casey and Monica compton cOnTRIbuTIng wRITERs

Traci browne, Midori connolly, Jeff hurt, claire R. gould, Denise Quashie, Jackie Thornton, Johanna walsh, Mary welchEDITORIAL AssIsTAnTs

Penn hansa and Madeline Richards

PRODucTIOnART DIREcTOR

Jenny schislergRAPhIc DEsIgnER

Anna harrellPROJEcT MAnAgER/PRODucTIOn ARTIsT

whitney stubblefieldPRODucTIOn AssIsTAnT

Lauren wright

ADVERTIsIngVIcE PREsIDEnT, sALEs & MARKETIng

Evan casey gROuP PubLIshER

carol campbell AccOunT ExEcuTIVEs

Jim gilligan and carol wilhems

AuDIEncE DEVELOPMEnT/MARKETIngDIREcTOR

Lisa Kraus gardnerEVEnTs & cLIEnT sERVIcEs

Eileen LawrenceAuDIEncE DEVELOPMEnT

Jess Davis, Vanessa Jatho, Kaprecha Robinson

chAIRwOMAn Diane caseyPREsIDEnT

Tom caseycOnTROLLER

suzzie gilhamchIEf ADMInIsTRATIVE OffIcER claudia MadiganE-mail: first.lastname@atlantametropub.com

Published by Atlanta Metropolitan Publishing Inc., 180 Allen Road nE, 200 north building, Atlanta, georgia 30328, 404-843-9800, fax 404-843-9070. copyright ©2011 by Atlanta Metropolitan Pub lishing Inc. AMP makes every effort to ensure the accuracy of the information it publishes, but cannot be held responsible for any consequences arising from errors, omissions or opinions expressed herein. All rights reserved. Repro duction in whole or in part of any text, photograph or illustration without written permission from the publisher strictly prohibited. Publisher reserves the right to refuse any advertising for any reason and to alter advertising copy or graphics deemed unacceptable for publication.

CONTRIBUTORS

Debbie Autman, Atlanta, gAMonica compton, cMP, Atlanta, gADavid Ecton, Marietta, gATavia foster Evans, Atlanta, gAsusan M. fox, cMP, cMM, Plano, TxAmber frix, Atlanta, gAbobby hobes, ccTE, Atlanta, gAJames hogg, PhD, Orlando, fLAnesia Jordan-Moville, Atlanta, gA

Qualena Odom-Royes, csEP, cMP, Atlanta, gA

Erica Prewett, woodstock, gAPaula J. Rigling, cAE, cMP,

Austin, TxKimberly D. Roberts, cMP, csEP,

Atlanta, gALynne K. Tiras, cMP, houston, TxKeisha wilson, csEP, Austell, gA

Meet the PYM Advisory Board

We are a proud sponsor of the Green Meeting Industry Council and assist with the communications for GMIC Atlanta. Read about our other CSR initiatives at PlanYourMeetings.com/corevalues.

Jeff Hurt has more than 20 years experience in the meetings industry working for nonprofit associations. He currently serves as director of education and engagement for Velvet Chainsaw Consulting, a consulting firm that helps organizations improve their annual meetings, events, education and social media. He pens the Midcourse Corrections blog (jeffhurtblog.com) and tweets as @jeffhurt.

Denise QuAsHie is CEO of Socially Planned (sociallyplanned.com), managing partner of Events By Canvas (eventsbycanvas.com), and founder of BarkWorld Expo. An award-winning event producer, she has executed successful events for brands like Deloitte, PETCO, GMC, HP, AT&T, RIM BlackBerry and State Farm. She is currently working on a book, Confessions of an Event Organizer. Follow her on Twitter @DQtweets.

MArY welcH is an Atlanta-based freelance writer. Formerly the editor in chief of Atlanta Woman magazine and Business to Business magazine, she writes about business, travel, lifestyle and women's issues. marywelchwriter.com.

roBert sAnDers, who created the illustrations and merit badges for this issue, is the owner and head imaginarian of Cozmic Fun Lines, a toy and gift company for kids of all ages. He finds inspiration in his beautiful wife and wonderful kids, and his Color Me ... Gift Cards are an extention of the fun his family has making art together. For more information, go to cozmicfunlines.com, like it on Facebook or follow @cozmicfunlines.

Want to become a PYM mentor? Contact Lisa.Kraus@PlanYourMeetings.com

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