PMPS0410

JULY|AUGUST 2010

Vol. 31, No. 12

A Publication of Meeting Professionals International Potomac Chapter

2010-2011 Board of Directors

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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 31, No. 12

departments 4 5 21

Calendar of Events President’s Message Advertisers’ Index

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21

planners & suppliers features

Vice President of Membership Will Trokey wtrokey@baltimore.org

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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 dhewitt@courtesyassoc.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, Reflectiions joannea@reflectionsphotoinc.com

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The Potomac Memo is published 6 times annually by

What’s My Designation

by Jennifer Haire, CMP

Making Sense of Your Entertainer’s Contract

by Jason Linett

11

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 Kathy Getz, Laura Heffler, Kathryn HIllgardner, Tropher Jensen, Rick Jones, Heather Locke, Jessica Semonin, Jamie Williams Research Rebecca Wentworh Layout & Design Concept Catharine Snell Advertising Art Glenn Domingo 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.

PUBLISHED JUNE 2010/PMPS-0410/4760

Moving Ahead to Purchasing

by Kate Demarest Lastinger, CMM, CMP

11

new & noteworthy 15 16 18 18 19 19 21 22

Texas Hold 'Em Evening of the Stars Spring Block Party New Member Spotlight PMPI Shining Stars May Learning Experience Horton’s Kids Spring Carnival Where in the PMPI World?

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

Guide.

pm pmpi.officialbuyersguide.net pmp p mp

PMPI POTOMAC MEMO

JULY|AUGUST 2010 VOL. 31, NO. 12

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calendar of events CMP Boot Camp

August Learning Experience

Summer Sizzle KEEP YOUR EYES PEELED...

“Where in the World?” A View on International Meetings

July 17-18- Bolger Center

MPI World Education Congress

Has your organization mandated that you take an event internationally?

Have you been tasked with making it happen? Join us on August 12, 2010, as we hear from a panel of experts on the particulars involved in “going international.” The August Learning Experience will be generously hosted by the Omni Shoreham Hotel in Washington, DC.

...for more information regarding this year’s Summer SIZZLE. The location and date in August are still in the oven, but it is guaranteed to be a hot networking reception. There will also be a committee fair where you can learn about all of the exciting opportunities available through PMPI. So get your 2010/2011 year off to a fiery start by attending this smoking event.

Board of Directors Meetings

August 19 - Location TBD September 16 - Location TBD

For a complete calendar of Potomac Chapter events, visit pmpi.org.

July 24-27, 2010 Vancouver, Canada

Thanks to PMPI’s Strategic Partners Thank you to the following venues that hosted recent PMPI events: The Fairmont Washington DC, June Board Meeting The Liaison Capitol Hill, Evening of the Stars The National Conference Center, June Leadership Conference Thank you to the following venues that will host upcoming PMPI events: Bolger Center, CMP Boot Camp Weekend Mathematical Associations Carriage House, July Board Meeting Omni Shoreham Hotel, August Learning Experience

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JULY|AUGUST 2010 VOL. 31, NO. 12

president's message

Opportunity is Knocking

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

In order to do everything we are planning, we’ll need everyone’s help; for those not involved, opportunity is knocking and I hope that you’ll consider answering and become involved or re-engaged with PMPI.

Last month at the Liaison Capitol Hill, an Affinia Hotel, we ended the chapter year by celebrating our achievements and honoring all of our volunteers at the Evening of the Stars (EOS). For those who were at the EOS, I hope you got to know a bit more about me, and if not I hope to have the pleasure to meet you personally in the year ahead. I am really looking forward to meeting each and every one of you and hearing your PMPI story or helping you start your own story.

This upcoming year will undoubtedly bring both opportunities and challenges to the meetings industry. As PMPI president of the second largest chapter of Meeting Professionals International (more than 1,000 members), I assure you that our chapter leaders and dedicated members are committed to providing member value and demonstrating return on investment for you. For our part, PMPI leadership will be doing its utmost to continue to address the needs of all our varied

segments of membership. We will keep you informed of current industry news and events that affect you; our educational offerings will be elevated in subject matter, content level and in delivery; and we will continue to provide numerous opportunities for you to network and build business relationships.

For those of you who are already actively engaged in PMPI, I am grateful to you; your contributions are essential to achieving our goals. In order to do everything we are planning, we’ll need everyone’s help; for those not involved, opportunity is knocking and I hope that you’ll consider answering and become involved or re-engaged with PMPI. Yes, it's a lot of work and challenging, but it's never boring. Being a part of this community, you will make lifelong friends and feel that unmistakable sense of contributing to a greater purpose that can only come with volunteering.

Let PMPI make a positive difference in you.

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

on the cover: PMPI’s 2010-2011 Board of Directors Top row from left: Lesly Connolly, Vice President Communications; Michelle Marie Adams, CMP, PR/Marketing; Jason Watkins, Professional Development; Naomi Mundy, CMP, Vice President Finance;

Carlos Pelham, CMP, Immediate, Past President; Will Trokey, Vice President Membership; Matthew Wales, Strategic Events; Row 2: Rebecca Hunter, MTA, CMP, Publications; Kumi Anzalone, CASE, President-Elect; Michelle Allgauer, CAE, CMP, CMM, President; Dot Hewitt, Strategic Alliances & Site Selection; David

PMPI POTOMAC MEMO

McKinnon, CMP, Regional Conference (MACE!); Row 3: Heather Turner, CMP Community Outreach; Kerry Lambert, MTA, CMP, Member Care; Shonzia Thompson, CMP, Vice President Education; Tammy Kockaya, Chapter Special Interest Groups; Not Pictured: Jessica La Vay, Member Recognition.

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supplier feature

What’s My DESIGNATION?

The CMP turns 25 this year!

What better way to celebrate than to discuss the options. In today’s unnerving times and with many still out of work, how important is it to have the extra edge and an added advantage over others? One of those advantages may be earning a certification; there are many for the hospitality industry.

Unless you have a degree in travel and tourism, the CMP is very important for new planners, says Nicole E. Ratner, CAE, CMP, and executive director of American Association of AttorneyCertified Public Accountants. She goes on to say that most companies may not even look at your resume without that designation.

Susan Haning, CEM, CMP, director of business development for National Association of Independent Life Brokerage Agencies, says obtaining her CMP and CEM was a personal growth goal as a supplier, supported by her company at the time. “I wanted the respect of my customers, and in obtaining my CMP and CEM, I let them know that I had the knowledge of their side of the business and could relate. It opened doors where they had not been opened before.”

Christina M. Buck, CMP, CMP program director for Convention Industry Council, says there have been some changes with the CMP application process. The revised CMP application was released in January 2010, and it no longer has a point system. In order Visit Visit our our online online Meeting Meeting Planners’ Planners’ Guide.

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Haning suggests starting a file labeled CMP and continuing to add information through the process. If you become a member of a professional organization (i.e.: MPI, PCMA, AMPs), attend an educational session or industry meetings. Keep the programs, highlight what you attended and place in the file. Any certificates of completion or other information is now easily within your reach.

Michelle D. Allgauer, CAE, CMM, CMP, highly recommends completing the application process right away, even if you aren’t ready to sit for the exam. This will help you determine if you are qualified to sit or not. Get the support and buy-in from your employer, she adds, and build a case for why they should support your professional development and how they will benefit.

The CMP application fee is $225 and the test costs $450. There are many PMPI POTOMAC MEMO

ISTOCKPHOTO.COM

by Jennifer Haire, CMP Indianapolis Convention & Visitors Association Publications Committee Co-chair

study courses available if you enjoy the classroom learning experience, but they are not necessary. Buck adds, “You should allow yourself plenty of time to study for the exam. Everyone studies at their own pace, so don’t compare yourself to others. Many examinees have not been in school lately and may not be in the mindset of a typical student.” The CMP Exam has questions that are derived from five different publications.

• CIC Manual 8th Edition ($65.95 USD) • CIC International Manual ($79.95 USD) • APEX Glossary ($35.00 USD) • Professional Meeting Management 5th Edition ($79.95 USD) • IAEE (formerly IAEM): Guidelines for Display Rules & Regulations The Convention Industry Council lists all CMP Study Group leaders who have signed to abide by the Study Group Leader Code of Conduct on their website. CIC also endorses the PCMA Online Prep Course.

PMPI also offers a successful 10-week study course each spring and winter in preparation for the two exam dates, as well as a boot camp just before the exam date. This summer’s CMP Boot Camp is July 17-18.

for individuals to qualify to sit for the examination they must meet the following requirements: • Three years of work experience in the industry or • Applicants with a degree in meeting, event, exhibition, or hospitality/ tourism management may apply after two years of work experience or • Full-time instructors who have taught for three years in a meeting/ hospitality university program and • Completion of 25 hours of continuing education or • Completion of approved internship/ apprenticeship in the industry.

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including the CMP. A benefit of the CMP program is that it is recognized worldwide in all industry sectors and endorsed by all 31 CIC member organizations.“ Another designation is the CEM. In order to obtain the CEM, you must complete a total of nine classes, which are offered at industry events such as Springtime and IAEE's Annual Meeting.

Each class/test costs $275 per credit.

You must pass each test before you are able to move on to the next class. The classes can be done at your own pace, so you can certify on your terms. You must recertify every three years with the CEM with 12 hours of approved professional development education during that time.

Most companies will offset the cost of designation tests. Ratner negotiated the cost of her CAE when she was offered the executive director position.

“The CAE is recommended for anyone wanting to move up the ranks in the association world to a director level, including vice president and onward,” she says. “The CAE allows you to have an overall working knowledge of the association world and will help on a strategic level as well.

Says Allgauer, “The CAE is the highest professional credential in the association industry. Less than five percent of all association professionals have achieved this mark of excellence.”

ASAE and the Center offer intensive immersion courses to obtain your CAE. If you are interested in obtaining your

years. The CIC just launched a revised recertification application on May 21.

Recertification costs $200. Be sure to update your information with the CIC if you have moved, changed jobs or gotten married so that you can continue to receive updates and have the correct information on file.

Buck adds, “Choosing a certification is a personal decision, the Convention Industry Council (CIC) supports and encourages all industry professionals to consider achieving designations,

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CIC also offers the only CMP practice exam made up completely of retired test questions. This practice exam is available on the CIC website for a cost of $25.95.

The test must be completed within a three-and-a-half-hour time period and is a multi-choice comprehensive test offered in different cities two times a year. Once your application is approved, you are eligible to take the exam for two years. It is a pass/fail result, and you must recertify every five

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CAE, you must meet the following professional experience requirements: • You must be currently or recently employed in a qualifying nonproďŹ t organization or association management company such as a trade association, professional society, individual membership organization, or philanthropic organization. • ‘Recently employed’ is deďŹ ned as having been a paid employee in a qualifying position within the past ďŹ ve years at time of application. • Internship experience and service as a volunteer leader is not applicable toward the professional experience requirement. • SufďŹ cient qualifying professional experience at a qualifying nonproďŹ t organization or association management company. • Three years experience as CEO with a bachelor’s degree or equivalent.

Five years experience as staff with a bachelor’s degree or equivalent.

Courses can be taken online or with a study group. The $500 member application fee is nonrefundable. Once a CAE Exam application is accepted, the candidate can test once within the next 12 months (or within two test administrations) at no additional charge.

You are required to recertify every three years with approved professional development and a fee of $185 for members of ASAE. CMP (CertiďŹ ed Meeting Professional) www.conventionindustry.org/cmp/

CEM (CertiďŹ ed in Exhibition Management) - www.iaee.com/cem/ CAE (CertiďŹ ed Association Executive) www.asaecenter.org/ CASE (CertiďŹ ed Association Sales Executive) - www.pcma.org/ Education/Online/CASE.htm CMM (CertiďŹ cate in Meeting Management) - www.mpiweb.org/ Archive/138/82.aspx Taking the exam this summer?

Register for the PMPI Summer 2010 CMP Boot Camp -

www.pmpi.org (Click on the Education link and select Event Registration).

Earning a designation is a goal my previous employer set for me as a meeting planner, and I’m very glad to have the designation now as a supplier. Earning a designation is a great experience, and helping build your resume is always a bonus. I encourage everyone in our industry to obtain one.

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PMPI POTOMAC MEMO

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planner feature

Making

Sense of Your

Entertainer’s

by Jason Linett The Jason Linett Group LLC Publications Committee Member

Contract

Reviewing and signing an entertainer’s contract should not be a difficult task. Following these guidelines will help ensure that the agreement issued is fair and that there will be no surprises on the day of your event.

The agreement should be short and simple. It should be approximately one page – two at the very most. Be wary of entertainers who have multiple page agreements, unless you are hiring a celebrity act for your event.

Everything in the agreement should have been discussed before it arrives on your desk. You shouldn’t see anything that catches you off-guard.

These rules apply whether booking the entertainer directly or through an agency. You should not feel the need to send the agreement to your legal department for interpretation before signing.

What should be in the agreement The agreement should spell out the details of the performance in a clear and concise manner and contain the following: Name and exact address of the venue If your event is at the Marriott, make sure the entertainer has the correct Marriott. You don’t want the entertainer at the downtown location when you are standing at the Marriott on the other side of town!

Who will provide what Make sure that it is clearly spelled out who will provide what for the show. This includes sound systems, lights and staging needs. If travel is involved, the agreement should specify the travel arrangements and who is paying for them.

Time and length of the show While you may have impeccably scheduled your event, the experienced entertainer will realize that this may be an approximation and they should be flexible with the start time.

Be sure you have agreed on the length of the performance.

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JULY|AUGUST 2010 VOL. 31, NO. 12

Payment arrangements Some entertainers require a deposit for the show and the balance at the event; some will require full payment before the show. Others may give you a 10-day period after the event in which to make your payment. No matter the terms, they should be clear in the contract.

While you may have impeccably scheduled your event, the experienced entertainer will realize that this may be an approximation and they should be flexible with the start time. Be sure you have agreed on the length of the performance.

Cancellation policy Every agreement should have a cancellation policy that details what will happen in the event of a cancellation. The policy should also address what constitutes an act of God. Licensing and Union Requirements The contract should clarify if licensing is required. For example, your venue may need a licensing agreement if you are hiring an ASCAP artist, and your organization may be responsible for obtaining this on their behalf.

Rider A rider is a separate page that details what is required for the entertainer. It can cover specifics about sound systems, travel and ground transportation arrangements and dressing room needs. The majority are short, reasonable and to the point. (It is rare to run into the demand banishing brown M&Ms from a dressing room!)

Making sure that all is spelled out in your agreement with your entertainer will ensure a successful and worry-free event!

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

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seasoned professional feature

Moving Ahead

by Kate Demarest Lastinger, CMM, CMP Metaphrasis Group

to

Purchasing

Who is on Your Team?

How Long Should the Purchasing Process Take?

How Do You Keep to Your Deadlines?

Simply understanding what a Strategic Meetings Management Program (SMMP) means to your organization is not enough. You must develop a qualified team to execute the search and selection, empower this team to make the right decisions for the company and keep a reasonable timeline.

Most people believe implementing SMM is a long process. While SMM is a long range strategy that does take years to mature, it should evolve from a process of savings and efficiencies to a process of investment in meetings and events as a marketing tool. Development and implementation of the “P” in SMMP should take no longer than 18 months from inception to first reporting. When managed the right way, with a firm timeline you can create a successful program designed to immediately impact savings and strategic planning at the meeting level. What will place you ahead of others? Understanding the purchase process and best practices of implementation will. By managing to the organizational and project goals, you will control a successful and efficient implementation.

Currently, most SMMPs start with a solution for a perceived problem instead of an organizational objective. This sets up an environment where the vendors must guess what is needed, while organizational teams – some with departmental motives that do not match organizational goals – conduct internal discovery searches. Compound that with a project leader who may be unaware

of the complexity and steps required to implement the process and communicate it to an executive team, with visions of quick turn, multi-million dollar bottom line returns, and you have a recipe for disaster.

There is a better way to structure this process: • Gather a task force of people who understand the workings of an SMMP, both the tactical execution of developing the program and the long range strategy implementations that will occur over time.

• Start with internal discovery – understand as much as possible about what is being spent and how. Do not be afraid of using industry standards to estimate meeting spend; there is a reason they are called Industry standards.

• It is most important to discover who in your organization may be planning events and work to ensure they are early adopters of the processes.

• Start with a project objective built off of a major organizational objective.

• Engage executives at the right time in the process.

• Bring qualified vendors to the table for an open discussion that begins with your primary objectives and planned savings targets.

Start with the qualified team, determine how many members are appropriate.

Securing a team of no more than five to seven people who understand the process and can fit the task types will minimize the time devoted to developing a program. The PMPI POTOMAC MEMO

team should be charged with identifying the objectives, securing the supporting data, researching the current processes, determining feasibility, reaching out to appropriate vendors in an RFI and/or RFP and have sole responsibility for selecting the best vendors to support the organizational objectives.

Task types for your core team are: thinker (1-2 per team); analyzer (2-4 per team); compass (1 per team).

The Thinker This is the person who usually starts the ball rolling. They often are involved in the current meetings process and have a clear understanding of the organizational Standard Operating Procedure (SOP).

Thinkers are charismatic and will help to ease the way with internal stakeholders.

The pitfalls to watch for with a thinker are keeping their focus on the plan and reining in their enthusiasm for a final answer now. The thinker is an important member of the team and should always be an insider, preferably an employee of the organization.

The Analyzer Analyzers are responsible for gathering raw organizational and industry data and evaluating it for a variety of outcomes.

It is critical that this position be filled by someone who is guided by facts. These team members cannot be biased to particular outcomes, as the data produced will guide the final decision. When variables arise, an analyzer will be able to quickly JULY|AUGUST 2010 VOL. 31, NO. 12

11

and concisely articulate how they affect the outcome of primary objectives. Analyzers can be either insiders or consultants to the organization.

Analyzers often come from the procurement or other ďŹ nancial areas of the organization. The ability to crunch the numbers in a variety of ways, including presenting ďŹ nancial facts in executive friendly formats, is critical to gaining the approval and support you will need to manage a successful SMMP.

The Compass The compass will need to manage the project to the primary objective. A compass must have the ability to work with the analyzer to read the data and keep the project on track. He or she must also be able to work with the thinker to integrate practical implementation that operates within the existing culture. The compass is the leader of the team and should have experience in working with SMM. When working with vendors or executives, this person should possess the ability to

provide concise plans with timelines and ďŹ nancial targets in a direct approach with a comprehensive viewpoint.

The compass position is most successfully executed by an outsider to the organization. Being external to the organization will allow them the ability to challenge objections without negatively impacting the meetings or travel departments. This separation will work well to drive clarity and secure funding more succinctly.

Engaging analyzers external to the meetings and/or travel departments and a compass external to the organization will help you to achieve the best solution customized to your corporate culture and objectives. This, in turn, produces the most successful long range SMMPs. Now you know who should comprise your team, but what about the internal planners, travel managers and other interested parties? While it is tempting to invite stakeholders into this process, do yourself a favor and don’t. The main obstacle to the successful and efďŹ cient

implementation of SMM is too many opinions. Stakeholders are critical to the success of the program, and therefore should have access to the information as well as input in the process. The best way to accomplish this without placing stakeholders into the decision making process is to make stakeholder communications the responsibility of the thinkers.

Stakeholders are typically involved in the tactical execution of meetings and events or corporate travel. Keeping the organization’s meetings, events and travel objectives on par is a most important task during this time. To ensure stakeholder needs and objectives are considered, host an initial Q&A session with each team. Share project objectives and allow for any concerns to be vetted. It is important during this process to thoroughly understand the needs, challenges and fears of each stakeholder team. By doing so, and providing a liaison to the core team, you improve your initial program and receive feedback to support your decision making process. In addition

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to being the liaison with stakeholders, the thinker should also be a key member of the training team.

It is critical that the SMM team prioritize organizational concerns and sideline concerns that are not mission critical. Just as critical is developing the value proposition for stakeholders that addresses their needs and fears in a way that encourages participation in a process focused on organizational objectives.

To comply with Sarbanes-Oxley (and industry best practices) you should, at a minimum, have three vendors respond to an RFP (Request for Proposal). To determine qualified vendors, you may need to conduct an RFI (Request for Information). Both the RFI and RFP processes may need to be facilitated through a procurement department.

They typically own the organization’s formal bid processes, and now is the time to engage them. You will most likely need to provide procurement with RFI/RFP documents that are specific to this project. Suggest that a procurement agent act as your touch point during the RFI and RFP process.

This will provide the team with a buffer and keep the process secure. It is important to establish with procurement what the team’s qualifications are for selecting the right vendors for the organization.

The best team interface for procurement will be your analyzers.

They have quick access to your data and can most easily interact on a factual informational level. With clear objectives and an idea of what type of SMM solution best fits your organizational needs and culture, identifying the right vendors to include in your RFP should be a relatively easy task. By inviting a limited number of qualified vendors to your table, you will streamline the decision process. The focus of your time and energy will need to be on deciphering the solutions provided.

This will not be an easy task. It will take the skills of your entire team to weigh the features and benefits to identify the best solution. A target timeline from RFI to signed contract should be approximately Visit Visit our our online online Meeting Meeting Planners’ Planners’ Guide.

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pmpi.officialbuyersguide.net

three months. The following plan fits this timeframe, allowing for some lag time between tasks.

Target Timeline (approx. 4-5 months) 1. Send RFI to all selected vendors.

2. Two weeks for a response to be received.

3. One week to review responses and select vendors who will advance to the RFP stage.

4. At this time, any vendor not selected to participate in the RFP should be notified

in writing via your procurement agent.

It is possible that all vendors responding to the RFI could move to the RFP stage.

5. Send RFP to all selected vendors.

6. Two to three weeks for a response, based on the complexity of the RFP. 7. Provide a deadline for vendors to pose questions and points of clarification.

This should be about one week following the distribution of the RFP and should be facilitated through your procurement agent. All questions should be restructured to mask

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any identifying information, and all questions should be provided, with answers, on a single document to all vendors at the same time via the procurement agent.

8. One week to review proposals received by the deadline with final day scheduled for the team to discuss finalists for presentation – it is possible that all qualifying bidders are invited to present.

9. Solicit feedback/questions from stakeholders via thinkers.

10. Invite selected vendors to present proposals to the team within two to three weeks. When scheduling these presentations, be sure to clarify the strengths and weakness of the written proposal so that the presentation will bring greater clarity to the team.

11. Allocate one to two days immediately following the presentations to discuss all points from the proposals and presentations to determine which vendors best fit the primary objectives.

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12. Call for contract to the selected vendor – any vendors responding to the RFP who would not be considered should be notified in writing by your procurement agent. Vendors who are not selected but who may be called back pending contract negotiations with the selected vendor should not be notified at this time.

13. Fifteen to 45 days for the contracting process – once a satisfactory contract has been reached and signed – you may have your procurement agent notify the remaining vendors who were not selected.

Once the final project objectives are determined and the RFP is complete, it is the right time to engage executives. The compass should set a meeting with the appropriate executives to secure a green light for the project. The team should provide a concise presentation on the objectives, current state, what is in it for the organization/executive and anticipated financial outcomes. Details should be provided only as specifically requested.

Offering too much information can derail this project that has been so carefully constructed. Keep the presentation simple, and ask for exactly what you need to move forward. Commit to a date and report back to your executives with final recommendations from the selected vendor. On a regular basis, which is typically determined by your executive team, provide project status, aggregate data and financial updates.

Depending upon your corporate culture, you may wish to hold some progress meetings with all stakeholders together after your initial program has begun. If handled properly, this can enhance the spirit of teamwork between the departments most impacted by the changes required to implement quality SMM. A good tactic to use in these meetings is to demonstrate the selected technologies, review the policies and procedures and review initial reporting.

By allowing stakeholders a sneak peek, you are able to better identify potential pitfalls in your system before they become process.

Congratulations! Your team is activated, and you are on your way to purchasing a valuable SMMP.

new & noteworthy

Texas Hold ’Em Tournament & Networking Reception Holiday Inn Hotel & Suites Old Town Alexandria

1.

2.

3.

4.

5.

6.

1. Sponsor Durwood Gould, Crowne Plaza & Holiday Inn Old Town, kicks off a fun evening of live entertainment and gambling at PMPI’s Texas Hold’Em Tournament.

2. Shannon Greco, ARAMARK, keeps her cards close at hand and gives them a peek.

3. A big crowd forms as the competition gets tough‌ but who will win? A portion of the proceeds from this event benefited PMPI’s Charity of the Year - Horton’s Kids.

4. Susan McCulloch-Rath, Convention Center sales manager, Qwest Center Omaha, keeping spirits up at the table. Past owner of a comedy club, Susan knows how to keep them laughing!

5. Dan Ratner, Uncharted Water, LLC, hung in the game, but succumbed to the competition.

6. David McAuley, Atlanta CVB, (left) wins 2nd prize: a weekend stay at Mohegan Sun and dinner for two; 1st Prize winner, (center) was Justin Schneck, Doubletree Hotel & Executive Meeting Center, Bethesda: four day/three night package at The Signature at MGM Grand in Las Vegas with complimentary limo transfers between the airport and hotel and two tickets to KA at the MGM Grand; and 3rd Prize went to Durwood Gould, who won a poker set courtesy of the Bellagio Hotel in Las Vegas.

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new & noteworthy

PMPI Star Studded Event:

2010 Evening Stars of the

Faye Pastor, Atlanta CVB, and Carlos Pelham, CMP, Solar Energy Industries Association, present Kristus Ratliff, Consero Group, with the 2010 Member of the Year Award.

by Yoko Heukels, CMP Mandarin Oriental Hotel Group

Another PMPI year has come to a grand finale, celebrating its success and giving recognition to those who are behind its success at The Liaison Capitol Hill, an Affinia Hotel, on June 10, 2010. In addition to the help of the Award Nomination Committee, which was composed of representatives from various other committees, the Member Recognition Committee has incorporated membership voting to the winner selection process this year, and your voice was heard loud and clear in selecting shining stars among us! On behalf of the Member Recognition Committee and the entire PMPI leadership, we congratulate the following winners: President's Award: YOU – all PMPI 2009-2010 volunteers. For the first time in PMPI history, this award was given to a group of volunteers. A donation has been made to PMPI Cares (our scholarship program) on your behalf.

Distinguished Leader: Margaret Miller, CMP, Experient Member of the Year (by membership vote): Kristus Ratliff, Consero Group, LLC Planner of the Year (by membership vote): Michelle Marie Adams, CMP, Potomac Management Resources Supplier of the Year (by membership vote): Sheerin Florio, Spotme Inc. Rising Star (by membership vote): Katie Herritage, Highmark Companies Spirit of Volunteerism: Holley Slabaugh, National Defense Industrial Association Star of the Year (by membership vote): Holley Slabaugh, National Defense Industrial Association Marketplace Excellence: Terry Arnold, Lakeshore Audiovisual, Inc.

David Nock, RMA Worldwide Chauffeured Transportation, and Carlos Pelham, CMP, Solar Energy Industries Association, present Terry Arnold of LakeShore Audio Visual, with the 2010 Marketplace Excellence Award.

Yoko Heukels, CMP, Mandarin Oriental Hotel Group, and Carlos Pelham, CMP, Solar Energy Industries Association, present Sheerin Florio of Spotme, Inc. with the 2010 Supplier of the Year Award.

Mary Ann Linder, CMP, American Cleaning Institute, and Carlos Pelham, CMP, Solar Energy Industries Association, present Michelle Marie Adams, CMP, Potomac Management Resources, with the 2010 Planner of the Year Award.

PMPI Strategic Partners Las Vegas Convention and Visitors Authority Gaylord National Resort & Convention Center LakeShore Audio Visual Intercontinental Hotels Group Greater Phoenix Convention & Visitors Bureau RMA Worldwide Chauffeured Transportation PMSI Stage Sets by Produce It Now, LLC Associated Luxury Hotel International

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Kerry Lambert, CMP, MTA, Arlington Convention and Visitors Service, and Carlos Pelham, CMP, Solar Energy Industries Association, present Katie Herritage, Highmark Companies, with the 2010 Rising Star Award.

Michelle Allgauer, CAE, CMM, CMP, 2010-2011 PMPI president, closes the evening with remarks on what PMPI means to her and how excited she is for the upcoming year.

The 2010-2011 PMPI Board is installed by past president Cornelia Horner, CMP, American Land Title Association.

Sally-Anne Andrew of InVnt, Carlos Pelham, CMP, Solar Energy Industries Association, Michelle Allgauer, CAE, CMM, CMP, Solar Electric Power Association and Cary Hargrove, Produce It Now, LLC.

(L-R) Dani Syed, DigitizedLogos.com, Ada Barnes, Marriott Bay Point Resort, and Joanne Amos, Reflections Photography, admire the sunset over Capitol Hill.

Michelle Allgauer, CAE, CMM, CMP, Solar Electric Power Association, thanks Sally-Anne Andrews of InVnt, for masterminding the Evening of the Stars Event.

Carlos Pelham, CMP, dedicated the 2010 President’s Award to all of the 20092010 volunteers in the PMPI Leadership.

Kumi Anzalone, CASE, Greater Raleigh Convention and Visitor’s Bureau, and 2010-2011 PMPI president-elect, acknowledges those members who have celebrated milestone anniversaries with PMPI.

The Evening of Stars brought out many that shine brightly, including past presidents (L-R) Kathleen Cochran, CAE, CMP, National Association of Health Underwriters, Carlos Pelham, CMP, Solar Energy Industries Association, Melissa Benowitz, CMP, Let’s Meet, Christine Faiman, CMP, Gaylord Hotels, Everett Shupe II, CMP, CAE, Goodwill Industries and Cornelia Horner, CMP, American Land Title Association.

Event host and sponsor The Liaison Capitol Hill, an Affinia Hotel, provided the perfect backdrop on their rooftop pool deck for the Evening of Stars. What a spot to close out the last PMPI event of the year!

Holley Slabaugh, National Defense Industries Association, won both the Spirit of Volunteerism Award and the Star of the Year Award. Holley, in the true spirit of volunteering, was unable to attend because she was volunteering in Cambodia!

Below Left: Britt Bommelje, CMP, National Defense Industrial Association, accepts the Star of the Year Award from Corinne Routhier, ALHI and Carlos Pelham, CMP, Solar Energy Industries Association, on behalf of her colleague Holley Slabaugh, who was unable to attend.

Below Right: Michele Battaline, American Financial Services Association, presented the Spirit of Volunteerism Award to Holley Slabaugh, National Defense Industrial Association.

Margaret Miller, CMP, Experient, Inc., accepts the 2010 Distinguished Leader Award.

Richard Carson of The Liaison Capitol Hill, an Affinia Hotel, welcomes everyone to the event.

PMPI Evening of Stars Sponsors Milky Way Level Big Dipper Level The Liaison Capitol Hill, an Champion Affinia Hotel Grand Traverse Resort & Spa Art & Soul inVnt LakeShore Audio Visual LOGOMotion Chuck Fazio Media Stage Sets by Produce It Now, LLC Orion’s Belt Da Vinci’s Florist Jan Davis Entertainment and Events

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new & noteworthy

New Member

Spring Block Party

Spotlight Prospective member Beverly Berry, Westin Tysons Corner, and colleagues Soo Choi and Ashley Alcorn, discuss the benefits of membership with Natalie Toth, PMPI Member Care-Member Recruitment Committee chair, and senior sales manager at Westin Arlington Gateway. Come on board Beverly!

Tanya Byrd, prospective member, gives it her all at the Hula-Hoop while Shannon Derrick, CMP, Wyndham Hotel Group and PMPI past president, puts a unique spin on the competition.

Hula-Hoop contest at The Capitol Hill Club: Melissa Pinder, George Mason University student and prospective PMPI member, wins the Hula-Hoop competition. Go Patriots!

Kristus Ratliff, operations manager, Consero Group, LLC, and PMPI chair, Member Care-Member Engagement Committee, with Natalie Toth, PMPI chair Member Care-Member Recruitment Committee, awards future leader and prospective member Melissa Pinder for her Hula-Hoop skills.

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by Marjorie Lane The Lane Marketing Group

Lindsay M. Closson, contracts meeting manager with Envision EMI of Vienna, VA, has recently relocated to the Washington, DC, area from sunny San Diego, CA. Lindsay and her husband, Brady Closson, relocated to Fairfax, VA, due to Brady’s new position as director of sales at the Hyatt Fair Lakes.

After receiving her degree in Meeting & Convention Management from San Diego State University, Lindsay initially pursued a hospitality career with Hyatt Hotels, most recently with the sales department of the Manchester Grand Hyatt Hotel. With this experience, along with previous meeting planning expertise, Lindsay is well qualified for her new position with Envision EMI, where she will be working to help place more than 200 meetings annually.

Envision EMI produces leadership programs for high-achieving junior high and senior high school scholars at both hotels and college conference centers. Lindsay’s duties include site selection and recommendations as well as contract negotiations.

Lindsay and her husband have been married for two years and are enjoying exploring their new city along with their two dachshund puppies – Indo and Patches. Lots of good walking trails to explore in Fairfax County!

Encouraged to join by her mentor, Lindsay is looking to build networking connections through PMPI meetings and events. Although she hasn’t yet had the opportunity to attend an event, she was happy to learn about the Ambassador Program and is looking forward to becoming an involved PMPI member! Lindsay can be contacted at Envision EMI, 703-584-9383.

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new & noteworthy

PMPI May 2010 Learning Experience:

PM P I Shining Sta a rs With more than 140 member votes tabulated, the PMPI Member Recognition Committee would like to congratulate two outstanding members whose dedication and efforts to create success within their respective committees this quarter has brightened our chapter immensely. Please join us in congratulating….

Planner Star of the Quarter Matthew Wales – Associate Director, Meetings & Events, American Association of Colleges for Teacher Education – 2010-2010 Women’s Leadership Committee, 2010-2011 Board of Directors for Strategic Events Matt has been a tremendous and valuable addition to the Women’s Leadership Committee. His dedication, drive, motivation and creativity has been contagious not just within the Women’s Leadership Committee, but within PMPI. When the Women’s Leadership Committee decided to do a fashion show for the April Learning Experience, Matt said “What can I do to help?” He took the lead for the logistics and became the sub-committee chair for both the Suited for Change clothing drive and the April Learning Experience.

Utilizing his relationships, he recruited new and existing committee members to participate on each sub-committee. He balanced the time commitment and high level of involvement beautifully. His follow-through is fantastic; if Matt says he is going to do something, he does it. He is a true leader. He made the sub-committee feel welcome and part of the team. During the clothing drive, Matt went above and beyond in collecting, keeping a tally of the donations and delivering them to Suited for Change. In short, Matt is awesome and well-deserving of the PMPI Shining Star.

Ethics in our Industry The Mandarin Oriental Presenter Joan Eisenstodt, chief strategist at Eisenstodt and Associates, LLC (far left), engages in the round table discussion about ethical negotiations in a changing economy.

Pat Potamsky, senior conference sales manager, Colonial Williamsburg Foundation, Christine DiDonato, account executive, Site Solutions Worldwide, Inc., and Charles Hegeman, Westin Annapolis.

From Left, Carrie Harris, CMP, national sales manager, Atlantic City Convention & Visitors Authority; Belinda Thompson, San Diego Convention & Visitors Bureau; Natalie Ortiz-Ramos, Complex sales director, Sheraton Dallas & Sheraton Denver Downtown.

Supplier Star of the Quarter Joan Eisenstodt, whose expertise is in facilitation and training, meetings program and delivery design and contract negotiations, brings 30+ years of experience to her work. She founded Eisenstodt Associates, a Washington, DC-based conference consulting, facilitation and training consultancy, in 1981.

Rebecca Miller – National Sales Manager, Visit Fairfax – Strategic Events Committee Rebecca is an absolute star within the Strategic Events Committee and has been actively involved in almost every Strategic Event this year. Rebecca is always one of the first committee members to volunteer to help out in any way. She has hosted committee meetings, recruited committee members during the committee fair at Summer Sizzle, assisted with logistics at Monster’s Bash (She was the Cat in the Hat!) and worked logistics at the Scavenger Hunt. After returning from maternity leave, she went right back on board with the committee and actively recruited sponsors for the Texas Hold ‘Em Tournament. Rebecca’s dependability, wonderful personality and willingness to always lend a hand make her an exemplary committee member and a PMPI Shining Star.

PMPI Sponsor, Peter Hyland, president, The Hyland Group, welcomes all to a day of education.

The PMPI Shining Star is sponsored by: PMPI POTOMAC MEMO

JULY|AUGUST 2010 VOL. 31, NO. 12

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Horton’s Kids Spring Carnival

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The PMPI Community Outreach committee and several other PMPI members hosted a spring carnival in April for our Charity of the Year, Horton’s Kids. About 75 kids from D.C.’s Ward 8 boarded two yellow school buses and rode to the Westin D.C. City Center to participate in games, win prizes and have a good time.

PMPI volunteers treated the kids to several activities, including a story time complete with Cara Tobas-Ingram in a full princess costume. The kids really enjoyed Cara’s costume. One of my favorite moments was when an upset boy stopped crying because he got to sit in the princess’s lap to read a big book.

We also hosted a ball toss just like back in “Bozo the Clown” days. In the crafts corner kids made several beautiful products to take home. Drew Lepp did a wonderful job with the musical chairs area and the music was a hit. The kids actually broke out into karaoke without any words. Rosalind Smith arranged for professional face painters to come in clown costumes. I wish I’d had time get my face painted.

In celebration of Earth Day, the children planted seeds that will grow into basil or flowers soon. Children are always so amazed when they see the plants begin to sprout.

To top it off, we had a Wii for the kids to play. Though they didn’t like waiting in line, they each got a chance to play. Star, a second grader in Horton’s Kids, and the other contest Visit Visit our our online online Meeting Meeting Planners’ Planners’ Guide.

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CONFERENCE & CONVENTION CENTERS Qwest Center Omaha....................................... 8 www.qwestcenteromaha.com The National Conference Center .................................inside back cover www.conferencecenter.com winners were very excited when they found out that they won their own hula hoop from the Hula-Hoop Contest!

Though keeping the kids from eating the candy at the “Guess How Many” game was difficult, we had two very excited winners.

My personal favorite activity was the “Mystery Box.” Thanks to Jenny Wintermute for making the box so cute.

Horton’s Kids will be using it again during their summer camp activities.

Despite a little rug burn on their noses, they enjoyed the peanut relay and loved the prizes even more! It was quite a site to see the children push a peanut across the floor using only their noses.

Thank you to everyone for donating, volunteering and crafting. And thank you to the Westin D.C. City Center for donating the space. It would not have been a success without each of you.

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Congratulations Congratulations to Tina Carter Chocklett, CMP, and Jon Chocklett on the birth of their son, Cole Carter Chocklett, on April 15, 2010. Cole was born at 6:48 a.m. and weighed 7 lbs, 3 oz.

PMPI POTOMAC MEMO

JULY|AUGUST 2010 VOL. 31, NO. 12

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