PMPS0111

Partnering With Your AV Company

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What’s Bugging You?

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A Brighter Outlook for 2011

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Five Ways to Increase Your ROI

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JANUARY/FEBRUARY 2011

Vol. 32, No. 3

A Publication of Meeting Professionals International Potomac Chapter

A Meeting Services Company SITE SELECTION

We do the research...

You make the decision!

MEETING MANAGEMENT

We attend to the details...

You simply attend!

ONLINE REGISTRATION

We provide the tools & monitor attendees...

You save valuable time

We manage the call for papers...

SPEAKER COORDINATION You make the final selections

We provide professional service to your exhibitors...

EXHIBITOR COORDINATION You receive exhibitor and sponsor loyalty

ASSOCIATIONS • GOVERNMENT AGENCIES • CORPORATIONS Excited to work on amazing programs with such great clients as: Dept of State 2012 London Summer Olympics, 2010 Vancouver Winter Olympics, 2010 South Africa World Cup, 2010 United Nations General Assembly

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JANUARY/FEBRUARY 2011 VOL. 32, NO. 3

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2010/2011 EXECUTIVE COMMITTEE President Michelle Allgauer, CAE, CMM, CMP pmpi_Michelle@cox.net Immediate Past President Carlos Pelham, CMP cpelham@seia.org President-Elect Kumi Anzalone, CASE kanzalone@visitraleigh.com Vice President of Education Shonzia Thompson, CMP sthompson@nam.org Vice President of Finance Naomi Mundy, CMP naomi_mundy@yahoo.com Vice President of Communications Lesly Connolly connolly-lesly@aramark.com

Volume 32, No. 3

departments 7 9 18

Calendar of Events President’s Message Advertisers’ Index

12 10

planners & suppliers features

Vice President of Membership Will Trokey Will.Trokey@visitcharlotte.com.

BOARD OF DIRECTORS Community Outreach Heather Turner, CMP heather.turner@stationcasinos.com Chapter Special Interest Groups Tammy Kockaya tkockaya@executiveboard.com Member Care Kerry Lambert, MTA, CMP klambert@arlingtonva.us Member Recognition Jessica La Vay jessica@eciparty.com Professional Development Jason Watkins jwatkins@aaanet.org Publications Rebecca Hunter, MTA, CMP hunterr@aatb.org PR/Marketing Michelle Marie Adams, CMP michelle@potomac managementresources.com Regional Conference (MACE!) David McKennon, CMP davidm@meetingmgmt.com Strategic Alliances & Site Selection Dot Hewitt DOT.Hewitt@onpeak.com Strategic Events Matthew Wales mwales@aacte.org CHAPTER ADMINISTRATION Association Manager Melissa Benowitz, CMP (301) 948-4600 info@pmpi.org Web Administrator DH Web administrator@pmpi.org Web Advertising Beth Sheahan bsheahan@naylor.com Chapter Photographer Joanne Amos, Reflections Photography, Inc. joannea@reflectionsphotoinc.com

The Potomac Memo is published 6 times annually by Naylor, LLC 5950 Northwest 1st Place Gainesville, FL 32607 352-332-1252, 800-369-6220 fax 352-331-3525 www.naylor.com Publisher Tracy Thompkins Editor Leslee Masters Project Manager Heather Ciocca Advertising Sales Kathryn Hillgardner, Cheryll Oland, Beth Sheahan Research Rebecca Wentworh Layout & Design Concept Catharine Snell Advertising Art Lesley Helash Any correspondence relative to the Potomac Memo should be sent to newsletter@pmpi.org. Statements of fact and opinion within this newsletter are the responsibility of the author only and do not imply an opinion of the officers or members of PMPI. News contributions or other suggestions for this publication are welcome.

10

Partnering With Your AV Company

12

What’s Bugging You?

13

A Brighter Outlook for 2011

14

Increase Your ROI in 2011

by Derek Suminski

by Colleen Bailey

by Jennifer A. Lichty

by Kristus M. Ratliff

17

new & noteworthy 15 15 16 16 17 18

Potomac Profiles MACE! 2011 – The Secret is Out! PMPI Star New Member Spotlight PMPI Out and About Where in the PMPI World?

PUBLISHED JANUARY 2011/PMP-S0111/4871

Visit Vi Visit our our online online Meeting Meeting Planners’ Planners’ Guide.

Guide.

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PMPI POTOMAC MEMO

JANUARY/FEBRUARY 2011 VOL. 32, NO. 3

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Inside is182,000 square feet.

Outside is10 miles of fun.

CONVENTION & TOURISM BUREAU

“Saratoga Springs is our most popular location to hold our Annual Conference and Trade Show. Attendance by members and exhibitors typically increases when we have our event there.”

— MICHAEL J. BORGES — Executive Director, New York Library Association

t 155,000 sq ft of conference space

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Our contemporary convention center offers 22 meeting rooms, 67,000 square feet of exhibition space, and a 25,000-square-foot ballroom.

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t Sidewalk cafes, intimate bistros, and gourmet restaurants t Spas and championship golf t Racino with 1700+ video slots

For more information, contact an Ocean City event planner at 1-800-OCOCEAN or visit ococean.com.

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calendar of events P.O.W.E.R. Pack Ring in the new year with savings! Purchase the Spring/Summer P.O.W.E.R. Pack now and take advantage of PMPI’s spring line up of webinars, learning experiences and social networking events. For $185 you get access to three learning experiences, two webinars and three networking events. That’s a 30 percent savings! Don’t think you can attend everything? That’s OK! The P.O.W.E.R. Pack is fully transferrable within your office! Purchase one today for your whole team and make PMPI your one-stop-shop for webinars, education and event registration.

MACE Opening Night Party: "Make a Connection" Monday, February 14, 2011 Pose Night Club – Gaylord National Harbor Resort 5:00 – 8:00 PM MACE! 2011 will show you the secrets to the meetings industry! For the ultimate unveiling experience, be sure to join your friends and colleagues for a night of code breaking and sleuthing at the MACE Opening Night Party.

Get ready to share in the secret by hunting down your “industry admirer” using the clues you will be provided. Think you can solve the puzzle? Try your hand at our cryptic quiz for a chance to win our mystery prize. Don’t let time run out…register today for this networking experience that will have you ”searching” out new contacts! Learn more about MACE! on page 15.

Mark Your Calendars for February’s Drive to Support our Charity of the Year Thoughtful Treasures: A Mailbox Project for The Children’s Inn at NIH

Spring CMP Study Group Session Begins in April To prepare for the next administration of the CMP exam, mark your calendar to sign-up for the Spring CMP Exam Study Group. The 11-week study session will begin on Monday, April 18 and continue each Monday through June 27 from 5:30 p.m. – 7:30 p.m. The course will feature a different topic covered by the CMP exam each week and taught by PMPI members who have received their CMP designation. Past participants have enjoyed the intimate nature of the group and the in-depth coverage of topics, discussion and the ability to ask questions in a small setting.

Information about location and fees will be sent out via Cvent once confirmed. If you have questions about the CMP exam or study group, please contact the Industry Designations co-chairs, Sekeno Aldred at sekeno.aldred@goodwill.org or Deanne Davis at dedavis@gwu.edu. Upcoming CMP deadlines: March 1, 2011 – Application Deadline; May 10, 2011 – Registration Deadline; July 23, 2011 – Exam Date.

member scoreboard Planners: Association/Non-profit Meeting Professional.....................244 Corporate Meeting Professional......................................... 150 Government Meeting Professional ....................................... 14 Meeting Management Professional - Planner .....................94

Suppliers:

The Thoughtful Treasures project brings many moments of happiness to children and their siblings. During their stay at The Children’s Inn at NIH, each child is presented a mailbox treasure every day, each one lifting spirits, bringing smiles, laughter and a wonderful surprise. It is encouraged that groups or individuals make donations of 75 items or more for the children’s mailboxes. Mailbox size: 5" x 5" x 15" Project ideas: Stickers, puzzle books, hand puppets, crayons, craft projects, etc.

Would you like to get more involved with the COC? Please contact committee co-chairs Laura Finn Gardner at (202) 789-7063 or Katie Hais at (202) 289-3114.

Meeting Management Professional - Supplier .................... 12 Supplier Meeting Professional ............................................ 421 Affiliated Supplier ............................................................... 26 Faculty .................................................................................. 2 Student ................................................................................. 53 Lifetime ................................................................................... 3 Total: .............................................................................. 1019

congratulations g Congratulations to Allison and Matt Dossett on the arrival Congratulat of Emerson Belle Dossett November 22 at 11:42 a.m. in at 7 lbs. and is 21 inches long.

Emerson weighed w congratulations to Mary Ann and Jeff Linder, Also, congra who welcomed son Carter Edward Linder on w December 6. Carter weighed in at 7 lbs., 9 oz.

Thanks to PMPI’s Strategic Partners Thank you to the following venues that hosted recent PMPI Events: The Arts Club of Washington for hosting Monster’s Bash

Worldwide Chauffeured Transportation

The Jefferson Hotel for hosting the November Board Meeting The Hard Rock Café for hosting the Member Recruitment Event The Westin Alexandria for hosting the November Learning Experience The Hyatt Regency Baltimore for hosting PMPI North Courtesy Associates for hosting Grab & Go Luncheon Waterview Conference Center and The Hotel Palomar Arlington for hosting the CMP Exam Cram Session The Lorien Hotel and Spa for hosting the December Board Meeting

Visit Visit our our online online Meeting Meeting Planners’ Planners’ Guide.

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PMPI POTOMAC MEMO

JANUARY/FEBRUARY 2011 VOL. 32, NO. 3

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Trinity Washington University is a meeting planner’s dream. A distinctive, flexible and affordable place to host your event from 15 to 2,500 people combining urban accessibility with 13,000 square feet of column-free space. With inexpensive, comfortable housing for visitors and special nonprofit rates, call us now to book your next event in Washington, D.C. 202-884-9136

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12/8/10 3:02:22 PM Visit Visit our our online online Meeting Meeting Planners’ Planners’ Guide.

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president's message Share your PMPI story with Michelle. She can be reached at 202-559-1535, or email her at pmpi_michelle@cox.net.

Setting Yourself Up for Success

by Michelle Dennis Allgauer, CAE, CMM, CMP Solar Electric Power Association (SEPA) 2010-2011 PMPI President

It is vital to write down your goals, share them with someone who will hold you accountable and have them easily accessible so you can look at them on a daily or weekly basis.

Every December, my husband Franklin and I go skiing for a week in Beaver Creek, Colorado. During this time, we always make a point of setting aside time for our yearly goal setting. We each have our own written personal goals, before we start, as well as joint goals. We share them with each other; which holds us both accountable and that ensures we are moving forward together both in our personal lives as well as a couple.

In order to set future goals, we take time to reflect on everything we have accomplished and in some instances didn’t complete, during the past year.

After we reflect, we look toward the future and determine what we’d like to accomplish in the next year or beyond and carry over those goals that are still important from the prior year and start to create our goals for 2011.

So here we are and it’s already mid-January. Have you already broken your New Year’s Resolution or, better yet, you haven’t even bothered setting any resolutions? It’s not too late to start, to set yourself up for success, it’s vital to write down your goals; share them with someone who will hold you accountable and have them easily accessible so you can look at them on a daily or weekly basis. Goal setting should be a routine, just like brushing your teeth. Every day, you should be looking at your goals you’ve set for yourself and making sure your actions are in line with your goals and where you want to be in your life.

Without defined goals, you don’t have a focus driving your efforts or a road map on where you have been and where you are going with your life.

PMPI POTOMAC MEMO

In the coming year, if you’re looking to expand your body of knowledge, get your CMP or your next professional degree, grow your network, and/or hone your leadership skills, then let PMPI help you achieve some of your personal or professional goals with you. PMPI has a lot of great events planned in the coming year to help you be successful and quite a lot of passionate members who are willing to help support you in your efforts.

One event you want to make sure you attend this year is PMPI’s Mid Atlantic Regional Conference (MACE), February 14 – 15, at the Gaylord National Hotel and Convention Center. This regional conference is a great way to learn all the secrets of the meetings industry. This incredible two-day event weaves an outstanding education program with unparalleled networking opportunities, featuring a reverse marketplace where planners and suppliers can set up appointments in advance and set you forward to a winning year.

Stay motivated and plan to attend our outstanding learning and networking experiences to keep on track and informed of current industry news and events that affect you and your company. I would be honored to have you connect with me and share your own story; please email me at pmpi_michelle@cox.net.

When we meet and we connect we change the world! Make the most of your membership. Stay connected and follow us on: .

JANUARY/FEBRUARY 2011 VOL. 32, NO. 3

9

supplier feature

It is Critical!

How your decision to partner with an audio/visual company affects your event’s success.

In the meetings industry, as

by Derek Suminski, BAV Strategic Events Committee Member

Conversely, your technology (AV) company needs to know what is important to you, recognizing that being a really good partner is about more than simply providing bright projectors. Does the AV company exist to serve you first and foremost, or are they in place to serve a particular facility’s interests first and you second?

As you experience each day, there are countless moving parts to a conference or event. You have multiple stresses on you, not just making sure that the technology works. Your organization and its membership are counting on you to get it right. Rest assured that all the information you need to make a confident and informed AV decision exists. Equally as important, the ability to get that information, in a format that you understand, also exists.

I suggest using the following criteria the next time you select a technology partner: 1. The devil is in the details. You put a lot of thought into your RFPs and RFQs. The responding companies should reply in kind. It should not be acceptable for a company to pile up some overly technical equipment descriptions, match it with a minimalist labor plan and send it your way. The proposal should be detailed, have an honest and upfront labor plan, include descriptions a “non-techie” can understand and offer suggestions or options you may not have considered. Investigate the fine print as well – overtime rules, service charges, setup and 10

PMPI POTOMAC MEMO

in life, finding someone you can count on, turn to at any hour and, most importantly, trust, is invaluable.

A strong planner and AV company partnership is developed by earning trust, which is done through building relationships. Knowing what makes up the fabric of your AV company and their loyalties, along with their history and goals, will clearly showcase how they can provide the best for the meeting planner and their clients. strike fees, change fees and taxes are often overlooked until the final bill comes.

2. Adhere to deadlines. Give the bidding companies concrete deadlines in every step of the proposal process and make sure the deadlines are met. If a company is late in submitting a proposal, a logistical plan or answering a question, how and why would you trust them to take care of arguably the most important component of your conference or event?

3. Can they be permanent partners?

Choose a company that can service your conference every year, in every city, with the same management and staff. Consistency, along with a company that understands your organization, your goals and your members, is a key to success. The permanent partners will separate themselves from the pack by their ability and desire to attend the critical planning meetings at your office and the onsite pre-con

JANUARY/FEBRUARY 2011 VOL. 32, NO. 3

meetings. They will conduct site reviews of upcoming cities and sites.

Some companies will charge for that service, some will not. An additional benefit to finding a true partner is that you won’t need to go through an RFP/RFQ process and “reinvent the wheel” for every conference.

4. Do they own and control their own resources? Be wary of an AV management company that will only manage your conference and/or signature session while contracting with different vendors to actually provide the necessary equipment and labor. While this can sometimes be effective from a cost standpoint, the managing company does not have a real stake in your conference and cannot guarantee the quality or reliability of the equipment and labor that will be brought onsite. Their intentions may be honorable, and they may be adept at coordinating resources, but an AV management company is ultimately relying on someone else’s overall company commitment to standards and training to come through for you.

5. Ask for references and check them all. Anybody can promise anything, right? Check out their story. Your peers in the industry will give you honest, first-hand feedback on a company’s actual performance that will be invaluable in making a decision.

6. Ask for examples. A company’s body of work speaks volumes about their capabilities. Their history of

working on events and conferences similar to yours is very important.

When it comes to working through and/or maximizing technology, a theoretical answer or plan will meetings and events almost certainly result in a problem fusing the art and science of meeting and event management onsite. Do they have experience with high profile speakers? Can they service multiple facilities at once? As with anything conference and event related, the benefits of experience Looking for a more efficient and can’t be overstated. cost-effective way to meet your 7. What are the extras? What event goals and objectives? Then partnership incentives have the let the power of Fusion work for you! prospective companies proposed?

Will they enhance your event, save you money and reinforce their As your partner, we can provide not commitment to your success? only logistical and operational planning 8. Face to face is better. Ask the and coordination, but also help you fusing the art company representatives to provide strategically meet your event and and science a personal presentation to you organizational goals and objectives in of meeting and your staff. Meeting the key and event the most effective, efficient, and fiscally management players face to face will give you a responsible way. clearer picture of their commitment, capabilities and culture. It is difficult to understand how anyone can serve their organization well and make an informed decision on which company to use without actually speaking with Fusion Meetings & Events, LLC the principles involved. Equipment 107 S. West Street, #740, Alexandria, VA 22314 quality is clearly important, but it is Phone: 703.303.5261, Fax: 571.527.0091 the service, attention to detail and event experience that separates most w w w. f u s i o n m e e t i n g s . c o m AV companies. Pay close attention laura@fusionmeetings.com to their timelines and to their plans for success.

Research will ensure that you and your organization are committing to the right relationship for AV and technology.

The opportunity exists for you to have flawless conferences and events every 490473_Fusion.indd 1 8/16/10 8:06:58 PM year, in every city. When choosing an Always dreamed of heading to and living AV company, quick, easy and cheap the life of a ? is a dangerous path to follow. At the end of the day, a harsh reality is waiting – there are no ‘do-overs’ in live conferences and events. Ultimately, you are buying service, expertise and Well, now’s your chance! PMPI is teaming up with the peace of mind that will have a lasting MPI Southern California Chapter for a recruitment campaign. For every new member you recruit to join PMPI, you’ll receive an entry into a drawing for an all-expenses paid effect on your organization and its trip to Hollywood, California! This incredible trip includes airfare on Virgin America Airlines and a three-night stay at the members, not just a plasma TV for your Hollywood Roosevelt Hotel. boardroom. Keep this in mind and you So start telling your friends and colleagues about the benefits of joining PMPI. It could just be your ticket to Hollywood.

Look for more details about the campaign in your email inbox soon! will always make the right decision.

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planner feature

What’s

Bugging You?

Keeping tabs on those pesky bed bugs Bedbugs don’t appear to be

going away anytime soon. It seems every time you turn on the news there is another report about the latest outbreak in cities across the United States. From hotels, movie theaters, residential and commercial properties to college dormitories, bedbugs are everywhere.

These pesky creatures not only lurk in the seams of mattresses, but also in bed frames, headboards, under night stands and dresser drawers, between folds in curtains, upholstered furniture, behind electrical and telephone switch plates and anywhere else there could be gaps.

You can tell if there has been a presence of bedbugs even without seeing one by looking for little black spots left behind in the seams of the mattress or on the sheets. The spots are tiny, about the size of a poppy seed. Other signs may include a funny smell which some have compared to spoiled raw beef, musty odors or even a sweet smell like fresh raspberries.

So what can we do as planners to help ease the anxieties of our attendees, staff and employers?

Before contracting a venue or heading off to your meeting, do some research.

It doesn’t take much time to make some phone calls and check a few websites.

Three good sites are www.bedbugreports. com, www.badbedbugs.com and www. tripadvisor.com. When you call the hotel, you should speak with the department head of the rooms division or housekeeping.

Here are some questions to ask: 1. Have you had any issues with bed bugs at your hotel?

2. What are your policies and procedures for bedbugs?

3. Are you training staff to know what to look for?

4. What is your procedure if a guest or employee reports a sighting?

12

PMPI POTOMAC MEMO

by Colleen Bailey, ACCSC Publications Committee Member

5. Do you have a contract with an outside vendor such as Ecolab?

6. When was the last time you replaced your mattresses?

7. How often do you wash your blankets and comforters?

To help ease concerns, we also recommend the following tips to attendees on traveling and staying in hotels: 1. Always place suitcase on the luggage rack, never on the bed or floor.

2. Do not use hotel dresser drawers.

3. Check headboards and seams of mattresses.

4. Check linens and furnishings for small dark spots.

5. Report any findings in question immediately to the hotel.

6. Should you find evidence of bedbugs, wash your clothing in hot water.

Until there is a better way to contain and eliminate bedbugs, at least we can have peace of mind knowing we did everything possible in advance to ease everyone’s anxieties.

JANUARY/FEBRUARY 2011 VOL. 32, NO. 3

seasoned professional feature

A Brighter for 2011

Outlook

Overall signs are pointing to an upswing in attendance numbers at meetings. Let’s take a closer look at some trends and insights to help you plan for a successful 2011. and opportunities, reports that Negotiating attrition. Revising food conditions have continued to improve and beverage minimums. Downscaling since June 2010, indicating a sustained print estimates. These were some of recovery rate. A significant majority the hallmarks of meeting planning in of October 2010 Business Barometer 2009 and 2010. This past year has respondents also project better been a year of positive adjustments upcoming business conditions than a as well, as lower attendance numbers year ago and report positive feelings began picking up and spacious meeting toward the upcoming year. rooms started to fill again. These welcome changes have brought some challenges, as attrition issues in 2009 caused many planners to contract overly conservative room blocks. Time Quantitative Survey Responses at a Glance had to be spent reworking diagrams to get extra tables and chairs in the meeting rooms, adding numbers to room blocks and, in some cases, even Business Barometer, October 2010 coordinating overflow hotels. Good problems to have, especially after the less than full meetings of the past year and a half. As a respondent to the MPI Foundation Business Barometer survey remarked, “constant significant last minute enrollment surges are causing rework, space challenges, materials shortages, etc.”

Kristen Adomshick, director of worldwide accounts, North America Operations, Hyatt Hotels and Resorts, sees this happening nationally as well, “We are seeing requests to add Thankfully, our general perception of meeting space and guest rooms to the economy and upswing in meetings confirmed blocks in anticipation of is, in fact, confirmed by research. higher attendance.” In order to better In October 2010, 62 percent of project and plan for 2011, what can respondents indicated current business we expect so we can forecast more conditions were favorable, which is accurately for our meetings? double last year’s rates. A significant Trends point to a brighter outlook majority of October 2010 Business for meeting attendance. The MPI Barometer respondents also project Foundation Business Barometer, which better upcoming business conditions, a monitors our industry’s most immediate steady and positive trend over last year. needs in relation to economic concerns

by Jennifer A. Lichty Council for Advancement for Support and Education Publications Committee Member

MPI Business Barometer October 2010

3. Compared to one year ago, describe your organization’s predictions of meeting and event-related business conditions over the next few months.

Greater than 10% better 13% 6 to 10% better 27% 1 to 5% better 31% Flat (no overall change) 19% 1 to 5% worse 5% 6 to 10% worse 5% Greater than 10% worse 2% Total 100% 4. To what extent have rising travel costs forced you or caused you to change the way your business operates?

10% To a Signi cant Extent To a Moderate Extent 40% To No Extent 50% Total 100%

5. Compared to one year ago, which client segment of your organization’s meeting and event-related business has seen the greatest increase in activity?

Domestic association 18% International association 6% Domestic corporate 51% International corporate 14% Government 9% Other 2% Total 100% 6. Compared to one year ago, which client segment of your organization’s meeting and event-related business has seen the greatest decrease in activity?

Domestic association 10% International association 11% Domestic corporate 30% International corporate 22% Government 21% Other 6% Total 100%

8. How has your spending changed on meetings and events, compared to a year ago this time?

Greater than 10% increase 6% 6 to 10% increase 6% 1 to 5% increase 17% Flat (no overall change) 41% 1 to 5% decrease 16% 6 to 10% decrease 10% Greater than 10% decrease 4% Total 100%

In October 2010, 62% of Business Barometer respondents indicate current business conditions are favorable, which is double last year’s rates, indicating a sustained recovery rate.

Chart A

Current Business Conditions – compared to previous year

100%

Survey Respondents

2. How do your organization’s current overall meetings and events business conditions compare to last year at this time?

Greater than 10% better 19% 6 to 10% better 20% 1 to 5% better 23% Flat (no overall change) 21% 1 to 5% worse 10% 6 to 10% worse 4% Greater than 10% worse 3% Total 100%

7. How has attendance to the meetings and events which you either planned, produced, hosted or served, changed since this time last year?

Greater than 10% increase 11% 6 to 10% increase 12% 1 to 5% increase 26% Flat (no overall change) 21% 1 to 5% decrease 16% 6 to 10% decrease 12% Greater than 10% decrease 2% Total 100%

30%

80% 60%

Favorable

Flat

Negative

43%

58%

61%

62%

17%

18%

19%

63%

19%

27%

40%

51%

20% 0%

December 09

31%

25%

February 10

April 10

21%

21%

19%

17%

June 10

August 10

October 10

Barometer Survey Date

A signi cant majority of October 2010 Business Barometer respondents (70%) project better upcoming business conditions, a steady positive trend over last year.

Chart B

Predicted Business Conditions

100%

Survey Respondents

1. Please identify which segment of the meeting and event industry best describes your current primary career focus.

Meeting and Event Industry Planner 58% Meeting and Event Industry Supplier 42% Total 100%

80%

– compared to previous year

Favorable

55%

60% 40%

20% 0%

Flat

Negative

44%

27%

64%

65%

70%

70%

19%

21%

19%

19%

22%

29%

23%

December 09

February 10

17%

14%

11%

11%

April 10

June 10

August 10

October 10

Barometer Survey Date

PMPI POTOMAC MEMO

4 4

David McKennon, vice president, operations, Meeting Management Services, Inc., confirms these trends.

“We have seen a strong and steady increase in our meetings. Our clients are averaging about 30 percent higher vs. last year at this time. This is a great indication on the economy as our clients range from unions, small business, Fortune 500 and associations/ non-profit.”

McKennon also offers a word of caution, “I think we will continue to see growth from 2010 to 2011, but it will probably be more in the 5 to 10 percent range. I think it will be a while before we see the 2007 attendee numbers.”

The happy news, however, is that for a number of reasons meetings are in resurgence. These increases reflect professional development dollars being reallocated and made available. Individuals who were not able to attend meetings are now getting the green light for travel and are eagerly seeking out opportunities.

There is a confidence about the economy, which is translating into an upswing in attendance numbers. As we move forward, we can confidently, if cautiously, start planning for these brighter days. As you send out RFPs and plan for upcoming meetings, hopefully these trends and insights will help you when forming your strategies to create a successful 2011.

JANUARY/FEBRUARY 2011 VOL. 32, NO. 3

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new & noteworthy

Five Ways to Increase Your ROI in 2011 As co-chair of the Member Care Committee, I often encounter members who want to meet new people, get involved in the industry and grow professionally. They understand that their PMPI membership and chapter participation is key to their professional development. Unfortunately, crazy travel schedules and overwhelming to-do lists often prevent these members from capitalizing on the professional opportunities available through PMPI.

So many points of view to make your meeting a success.

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by Kristus M. Ratliff Consero Group LLC Co-Chair, Member Engagement/Member Care

Committee participation is usually the best way to concurrently make an impact, learn and network.

Members often assume that committee involvement requires a huge investment of time. That is so untrue! Here are five committee participation ideas, each featuring a high membership ROI and a low time commitment.

1) Write One Email and Increase MACE! Participation. Volunteering for the MACE! Marketing Committee could mean as little a time commitment as writing one e-blast (email message). E-blasts are the most impactful marketing channel for MACE! So if you want to make a huge impact on driving participation to the flagship meeting industry conference in the Mid-Atlantic Region, but only have a tiny bit of time to spare, the MACE! Marketing Committee is for you.

2) Increase Your Professional Exposure by Writing An Article for Potomac Memo. The Publications Committee is always looking for fresh content. If you are looking to increase your exposure in the industry, writing an article is an easy way to quickly introduce the Memo’s readership to your ideas – and your name!

3) Mentor an Aspiring Meeting Professional. Through participation in the Student Relations Committee you can make a huge impact in just one hour a month. Many students continued on page 16

1 4 P M P I P1O T O M A C M E M O 498028_Norfolk.indd

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MACE! Means Business and Education!

By now, you’ve probably heard B

SUPPLIER Name: Jason Linett, Certified Hypnotist Company: The Jason Linett Group LLC E-mail: info@jasonlinett.com Phone: (800) 850-7082

How long have you been a PMPI member?

I joined in April 2010.

Why did you join PMPI? As a stage hypnotist and entertainer, I joined because I wanted to get more involved in the meetings industry. The majority of my presentations are heavy on customization, and my involvement with PMPI puts me in touch with the needs of potential clients and organizations.

What is your favorite aspect of PMPI? My favorite aspect is the Publications Committee. I’ve had articles in the last three issues; it is a great opportunity to share my experience and expand my knowledge.

Something new in the industry you’d like to highlight?

I think we’re nearing a renaissance of meetings becoming more people-centered. The stress of the new economy puts us in a position to accomplish business-as-usual without sacrificing employee or customer appreciation. My goal is to highlight this in my presentations by celebrating the talents and skills of the organization while making sure everyone has an enjoyable experience.

PLANNER Name: Collette Coleman Position: Senior Marketing Coordinator for Event and Special Services Company: The George Washington University Email: colettec@gwu.edu

Number of meetings/events per year 2,000 events.

Size of largest meeting/event The largest event has been 1,500 participants.

How long have you been a member of PMPI? Five months.

What made you join PMPI? The educational opportunities attracted me to PMPI. Supplementing my knowledge to enhance my creativity in this industry is significant to my career.

What is your favorite aspect of PMPI? The receipt of relevant content is critical, as timely content helps us all prepare to be leaders in our organizations.

What is a creative planning idea you have used lately?

Helping to identify the ROI for clients planning in our venues has been a key strategy. The university can be seen as a unique destination for clients, and linking the ROI to the event is vital to helping that client create value for their decision makers.

about some of the exciting educational opportunities MACE! will be o offering this year: a Strategic Meetings Management (SMM) o how-to; hot topics such as “voluntourism” and emerging h technologies; and a brand-new Resume Workshop. t But did you know that you will now be able to earn up to t 6.5 contact hours toward your CMP? Investing in your education has never been easier or more worthwhile. Here are e more reasons why MACE! 2011 is the best meeting you can m attend this year: a • “WOW” Presentation Skills. A critical asset to help you climb the ladder from manager to director to VP to CEO. • The Art of Collaboration-Navigating Workplace Relationships. Especially in times of economic hardship, relationships matter the most for your career and your well-being.

• Mobile Devices for Meetings. With the technology landscape changing faster than ever before, no meeting planner should go six months without sitting in on a technology-for-meetings workshop.

• How To Keep Your Balance When the Floor is Rocking. No, we’re not talking about literal earthquakes here… just the ones you experience every day as a planner or supplier!

• Sustainable Meetings. As is the case with technology, trends in green-ing your meeting are changing faster than most can keep pace with. Don’t miss this session!

For F suppliers, you can benefit from key tools to boost your business in 2011: • One-on-one appointments at the Reverse Marketplace that you can set up ahead of time; • Connect to your prospects on site – even those you don’t yet know – via your very own Spotme device; • Take a course dedicated to helping you win big government business; • Learn from the brightest: the Corporate Executive Board’s research paper, “Stop Delighting your Customers…#157" was recently published in the Harvard Business Review. Its authors will be at MACE! to tell you why.

MACE! 2011 offers you a jam-packed day of top-notch education and networking right in your own backyard! We e look forward to seeing you on February 14 (Don’t miss the l opening night party!) and 15 at the Gaylord National! Register o online at www.pmpi.org. o

MACE! 2011 February 14-15, 2011 Gaylord National Resort & Convention Center

PMPI POTOMAC MEMO

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new & noteworthy

New Member

Spotlight

by Marina Cook, CMP The Tides Inn & Enchantment Resort Member Care Committee Member

Sometimes you can just “see”

the other person’s warm smile when talking to them on the phone?

That was certainly my experience with JaiSauna Thompson!

The moment I started speaking with her, I felt the excitement in her voice.

JaiSauna is the senior meeting planner with The Advisory Board Company, a leading provider of comprehensive performance improvement services to the health care and education sectors. She has been with the company since March 2010.

Most of JaiSauna’s professional background was on the supplier side of our industry. She was responsible for the success of companies such as George Mason University, Virginia Oaks Golf Club, Bailiwick Inn and, most recently, the Ritz-Carlton Pentagon City. During her time with George Mason University, JaiSauna pursued her degree in tourism and events management. Today, as her company’s senior meeting planner, she is responsible for overseeing, managing and executing five different programs a year. She plans an average of four to 12 meetings per program, typically in different locations. Her favorite part of the job is working with people in the program and with vendors and on-site contacts.

JaiSauna enjoys the challenge of the ever-changing dynamics of each event and “going above and beyond to achieve the WOW factor,” she says.

Born in Boston and raised in Lowell, MA, JaiSauna comes from a loving family with strong values and a commitment to society. She grew up volunteering at women’s shelters and churches and was taught early on to give back to the community. Her mother and grandmother are her inspirations, instilling in her the confidence that nothing is out of her reach! At school, not only was JaiSauna active in sports, she was also involved in many leadership roles.

JaiSauna currently lives near Old Town, Alexandria, and enjoys antiquing, wine-tasting, horseback riding and spending time with her niece and nephew. Urged by her friends who are current members of PMPI, she decided to join the association. She is very impressed with MPI’s international reach, the global events offered and, most of all, the strength of its membership. JaiShauna has made it her goal to attain her CMP in a year! She is looking forward to PMPI’s networking opportunities and getting to know members. For me, I am simply looking forward to meeting her in person so that I can finally see that smile!

16

PMPI POTOMAC MEMO

PMPI Star Congratulations to the first star

of 2011 – Mary-Kathleen Todd, CMP, director of special programs for Council for Advancement and Support of Education.

Mary-Kathleen has served on the PMPI Board of Directors as director of the Publications Committee and is currently serving on the Professional Development Committee.

Rebecca Miller, national sales manager for Visit Fairfax and co-chair for the Professional Development Committee, had this to say about our PMPI star: “Mary-Kathleen Todd continues to be a huge part of the leadership within the organization. With few active committee members, a lot of work is required from those involved. Mary-Kathleen has been writing the CVENT forms, acquiring speakers and facilitating and planning the Grab and Go events. Professional Development would not be the same without her, we appreciate all she does on behalf of the committee. Congrats!”

Five Ways continued from page 14

need help with resumes or simply want a mentor. In that hour, you can help a student reach their career goals.

This is the epitome of high ROI: low time commitment committee participation and a huge return.

4) Use Your Facebook and LinkedIn Networks for Retention Research. The Retention Sub-Committee is a section within the Member Care Committee responsible for contacting PMPI members prior to their membership expiration. They single-handedly contact every PMPI member once per year. If you have a lot of online contacts, you can quickly help the Retention Committee each month by utilizing them to contact members whose memberships are expiring but cannot be reached because they have changed jobs, or simply because there was a typo in their email address or phone number. Remember, the membership belongs to the individual, not the company, so if you or a colleague change jobs, let us know. You are still part of the PMPI neighborhood.

5) Help the Community Outreach Committee Raise Money for the PMPI Charity of the Year. An easy way for new members to get involved is to sell the 50/50 raffle tickets before every meeting. You will learn more about the Charity of the Year, help increase the overall amount of money raised, quickly meet more of our PMPI members and get to wear a fabulous green apron (Maybe the apron isn’t fabulous, but it is fun!).

JANUARY/FEBRUARY 2011 VOL. 32, NO. 3

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new & noteworthy

November Learning Experience

1

2

3

4

1. Jessica Lee, coordinator, meetings & educational services, International Dairy Foods Association; Leah Harrison, CMP, assistant director of sales representing Washington Hilton and Capital Hilton; Nancy Reynolds, meeting planner, Institute of Scrap Recycling Industries, Inc., enjoy breakfast before the meeting starts.

2. Michelle Meehan, national sales manager for The Hyland Group, sells 50/50 raffle tickets to Gregg Gregory,certified speaking professional.

3. PMPI Vice President of Education Shonzia Thompson, CMP, meetings manager with the National Association of Manufacturers, visits with Patrick McNulty, regional sales manager, with the Puerto Rico Convention Bureau and Brian Chung, CGMP, convention sales manager for the Chicago Convention & Tourism Bureau.

4. Melissa Menas, sales manager for Hard Rock Hotel San Diego, and Helen Driver, senior sales account manager for Wintergreen Resort, share DC experiences with Erin Germany, CMP, event planner with Capital One, who is new to the DC area.

5. PMPI President Michelle Allgauer, CMP, CMM, CAE, opens the meeting at The Westin Alexandria.

6. Speaker Liz Weber, CMC, convincingly explains the steps required for successful growth as a manager: doing, developing systems, managing, leading, mentoring and then moving on to your next position.

5

6

Member Recruitment – Finding Rock Stars!

7. Special thanks to our rockin’ host, Hard Rock Café, with flexible event space for 50-600 guests!

8. Prospective student members from George Mason University pose for a picture.

9. PMPI President Michelle Allgauer, CMP, CMM, CAE, mingles with current and prospective members.

8

9

10. Hard Rock Café’s Pebbles Sawyer, sales and marketing manager, and Jordan Rosenblatt, senior sales and marketing manager, welcomed guests upon arrival.

11. PMPI‘s Director of Strategic Events Matthew Wales, CMP, and Carla Gould, Omni Shoreham Hotel.

7

10

12. PMPI Immediate Past President Carlos Pelham, CMP, discusses the benefits of MPI membership with a prospective 12 member.

11

13

14

15

Monster’s Bash 13. PMPI Monster’s Bash conjures up a variety of Halloween spirits…

14. …cast of characters included Conan, Dracula and Marilyn.

15. Trick or treat...that’s the question – get the picture?

16. Our leaders are ready to take flight and cast their spell over the members.

17. “Beetle Juice, Beetle Juice, Beetle Juice...” Oops, guess the third time really was the charm – now how do we get rid of him?

16

PMPI POTOMAC MEMO

17

JANUARY/FEBRUARY 2011 VOL. 32, NO. 3

17

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