December 10 - January 11 by MERCI

networking

The Rules of Engagement

By Barry Siskind

There has been much talk lately about exhibitions as a place to engage customers rather than attempting to sell them something. So, if we are to be successful in our exhibiting ventures, it is important to understand the rules of engagement. Engaging face to face with your customers during sales calls or other opportunities when you meet personally is also important for you and your sales force prior to a trade show.

he word engage comes from the roots; en – “to cause a person to be in the place, condition or state; and gage – a challenge. Engagement can be defined as a discussion or dialogue between buyers and sellers where both have an opportunity to share challenges and solutions for the purpose of a mutually satisfactory resolution. With the definition firmly in hand we now are in a stronger position to invoke the tools we need to ensure that the goal of engagement is given its best chance to succeed.

Before the show: There is much chatter available on social media channels that lead to real clues about the concerns and challenges your business community is facing. Being part of the social network not only gives you access to these clues it provides an opportunity to be part of the dialogue.

If the dialogue is open and invigorating either on-line or face to face, it can be continued on the show floor. This provides one more incentive for the people you want to visit your booth to actually attend. This also gives you a strong clue as to who are the best people to staff your booth. Sales people are the obvious choice but when you consider the power of engagement you will also include technical experts, senior management and customer service people who your customers want to dialogue with and who can help move your customers concerns into doable actions.

At the show

Be open to the dialogue. Ensure there is an inviting and comfortable space in your booth for a conversation. It doesn’t have to be a large portion of your exhibit space but dedicate 10-20% of your space to a semi private area where open and honest dialogue can take place out of the ear-shot of other visitors.

You may include hospitality to create a warm and relaxed environment. Hospitality is the one tool that is used universally used to break the ice. You provide coffee or tea to customers visiting your office. If you want to spend time one-on-one with a client you might take them to dinner. Hospitality gives both parties a chance to relax and dialogue. Hospitality goes beyond a bowl of mini chocolate bars and jelly beans. There is no upper end to what can be provided, specialty coffees, sandwiches, desserts, fresh fruit and juices etc. What you choose depends on budget and the amount of space you can allocate. Remember, while the show floor is a place for engagement, it is not the place to solve all your customers’ problems. Through the process of engagement you can initiate a dialogue that will lead to future sales.

After the show

When you return to the office, report show incites to your management. After the show are likely to be busy with the work you missed when you were away but it’s important not to forget your visitors but keeping them in the loop so they understand that the conversation they had with you at the show has been meaningful. The face of exhibiting is changing. No longer are visitors happy with simply walking the aisles of a trade show and being inundated with product pitches. They have real concerns and they want to be part of the solution. Your job is to use your next trade show as an opportunity to solidify your relationship with these people and to begin a mutual voyage of discovery that can lead to a profitable relationship that will last for years. Barry Siskind is North America’ foremost trade and consumer show expert. Visit his Web site: www.siskindtraining.com or e-mail him at: barry@siskindtraining.com.

www.theplanner.ca | December 2010 - January 2011 |

PLANNER 3

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Another Year Over Planning For The Future As John Lennon sings in his song Happy Xmas “So this is Christmas and what have you done another year over and a new one just begun...” As planners in our work life we are use to doing Post-Mortems and Pre-cons, so at the end of a year perhaps we should do the same for our personal life, from work and leisure to continued education, health, spirituality and physical well being. Taking time to look back over the past year helps us to plan for the coming year by making the appropriate changes based on what we didn’t like and what just didn’t flow. At The Planner we do the same and in order to help us walk the walk we have enclosed a quick questionnaire. Please share with us what you liked or didn’t like about The Planner in 2010. To thank you for helping us we will enter your name in a draw for a 5-night all inclusive stay for 2 people at the New Club Med

this

issue

6 Leading the way

Who is really a Leader? Audrey Esar shares her views.

Me, Myself and I

Is it contrary to your philosophy of hospitality? Sharon Worsley asks: are you scheduling enough time for your own needs?

11 Sleep

The best predictor of quality of life.

12 Why Jamaica?

This island is prepared to host adults, families, but most importantly from The Planner’s perspective, groups of all sizes and budgets.

16 The Best of The Planner

Get set to go back in time to some of the favourite articles from 2009. Sometimes we need to see where we came from to know where we are going.

Sandpiper Bay Resort in Florida. So thank you for reading us, and from all of us at The Planner, Seasons Greetings.

PLANNER

THE

The Planner is distributed to professional meeting and event planners across Canada with the goal of providing reliable and timely information to make better decisions.

Don Murray, CMP Editor

E ditor Don Murray, CMP dmurray@theplanner.ca A ssociate E ditor Céline Brondel cbrondel@theplanner.ca

Whoops, Sudoku Blunder!

G raphic A rtist Matt Riopel mriopel@theplanner.ca S ales info@theplanner.ca C irculation Patricia Lemus circulation@theplanner.ca C ontributors Audrey Esar, Stacey Hanke, Camille Lay, Marilyn

The only positive outcome from having made this mistake on the November Sudoku answers is that we are now sure that planners play them. We know because of the number of emails we received telling us we had printed the incorrect answers. Here then are the correct answers for the November Sudoku. Sumimasen!

Lazar, Jyl Ashton Cunningham, Bryan Burns, Sharon Worsley, Trae Robins, Dave Jewell, Pierre Geoffroy, Cynthia Fell, Mike Auctor O n the C over Dorothée Philippon is communications consultant of Ordre des Pharmaciens du Québec. Photo taken by Pierre-Yves Côté.

2105, de la Montagne, suite 100 Montreal, Québec H3G 1Z8 Telephone: (514) 849-6841 poste 315 Fax: (514) 284-2282 Your comments are appreciated: info@theplanner.ca

The Planner is published ten times a year. Poste-publication No. 40934013 The Planner uses 30% recycled post-consumer paper. PAP – Registration No. 111100

We acknowledge the financial support of the

ANSWER - EASY

ANSWER - MEDIUM

NOVEMBER SUDOKU

PLANNER | December 2010 - January 2011 | www.theplanner.ca

The

Government of Canada through the Publications

Assistance Program of the Department of Canadian Heritage toward our mailing costs.

environment

Green Thought   Not only used

for day dreaming,

having windows in your office allows

you to do a lot more. Here is how you can take advantage of daylight.

aylighting is the practice of placing windows or other openings and reflective surfaces so that during the day natural light provides energy efficient lighting inside. So why consider it? Good daylighting design can save from 15 to 75 percent of the energy used for electric lighting in a hotel building. Of course, energy savings depend on various factors such as occupancy patterns, control strategy, design, energy usage, and the amount of daylight. Using natural light from the sun costs nothing to the environment and will pay big dividends to your employees. It works! Research shows that people thrive in naturally lit environments. Studies have shown that daylighting has a direct impact on well-

being, productivity and overall sense of satisfaction – shoppers linger longer and buy more; students do better on tests; workers are more productive and absent less often.

Daylighting can also: • Reduce lighting and operating costs • Reduce cooling costs (in almost all climates all year round) • Be accomplished without significant increase in construction costs in new construction And it’s a great energy efficient lighting solution, daylighting consumes less energy and thereby reduces fossil fuel use and carbon dioxide emissions associated with global warming and climate change.

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industry

U.S. – More aggressive airport security

The U.S. Transportation Security Administration has announced that security officers would perform more aggressive patdowns and vowed to approximately triple the number of full-body scanners in U.S. airports by the end of next year. Under the new technique, airport security officers use their palms and fingers to probe for hidden weapons and other devices. In the past, officers used

the backs of their hands to brush past sensitive body parts. The scanners use low-level radiation to detect weapons hidden under travelers’ clothes, in the process generating images that look like nude photos. Airport screeners use the new pat-down search on passengers who opt not to go through the full-body scanners or who trigger an alarm from a metal detector.

www.theplanner.ca | December 2010 - January 2011 |

PLANNER 5

The

planning

Who is really a Leader?

By Audrey Esar

There are many definitions out there right now on what truly makes a great leader. Experienced, decisive, strategic, visionary – all wonderful traits, however in a world where the economy sways backwards and forward, like a palm tree in the wind, and employees run a gamut of emotions from insecurity to assurance, a real leader is one who can relate on an emotional level.

motional intelligence is a term that has become more and more relevant in today’s working world, and is often defined as the ability to be able to recognize one’s behaviors, moods and inclinations and to manage them appropriately in a situation. However today, unfortunately, it has become a catch-phrase that is often used to evaluate employees by leaders who are devoid of it (yet of course think they have it). EI as it is often referred to, typically is considered to involve emotional empathy; attention to, and the management of one’s moods, as well as others, in various situations in relation to stress and/or difficult situations. But what really makes a great leader in today’s trying economic times when more and more stress is placed upon employees who are doing more with less, where quality of life often times takes a backseat to fulfilling the needs of your job, your boss and your company? Here are my thoughts.

Respect

It is true. You must earn respect, and one of the ways’s to ensure you receive it, is to practice it. In life, your opinions may differ from others; your idea’s might be on a completely different track than your colleagues or superiors, but the ability to accept the 6

foibles of others with deference is a quality that needs to be nurtured. We are not all the same, our values might be totally polar opposites, but having high regard and consideration for others is what differentiates

Value and Esteem

from other species.

Courtesy

The Webster dictionary defines courtesy as an act of civility or respect; an act of kindness or favor performed with politeness. How easy it is to forget to treat others with courtesy. In offices and boardrooms across the world, dedicated, loyal employees are judged, jostled and treated poorly by others due to a variety of reasons, mostly by those who feel superior for one reason or another, usually unjustified and undeserved. Remembering to be courteous in the face of a stressful situation can

PLANNER | December 2010 - January 2011 | www.theplanner.ca

The

be difficult, but a genuine leader will ensure that they possess this quality given any circumstances. As well, authentic leaders can manage situations that arise and make certain all parties are given equal consideration. We are not only talking about value in dollars, but also in what one bring’s to an organization. Is it their ability to deal with client’s on a personal basis, to negotiate just the right contract or mentor another member of the staff ? All of us want to feel valued, and this is something that is often forgotten in the day to day craziness of a work environment. Sometimes the slightest remark can make or break how someone feels, and over time, can affect their self esteem. Recognize the value of your employees, and tell them. You will be amazed at the loyalty you receive in return.

Appreciation

Are you grateful for the amount of time that people put into each day working for you? Do you see the extra hours put in, the responses to company emails when at home on their own time, the above and beyond they put into their positions each day? Very few people “turn off ” their work brains the minute they leave the office. Often, some of the best ideas come during personal hours. Do you appreciate it? Do you actually verbalize it?

A Nice Cup of Tea and

planning

Sudoku

Recognition

Some might say that it all comes down to this very special word… recognition. Acknowledgement goes a long way. If you can count on your hand how many times you have actually recognized someone for a job well done, shown appreciation for going that extra mile, attached importance to a well executed task, well….I can guarantee you that you are not being recognized as a great leader. Some of my most memorable career moments to date have been when I have received letters from employees recognizing me for being a great mentor and role model. This has made me happier and more fulfilled than any other form of acknowledgement. It’s true about karma…you get back what you put out there. So put it out there!

Each Sudoku puzzle has a unique solution that can be reached logically without guessing. Fill in the grid so that every row, column and 3x3 square contains the digits 1 through 9.

LEVEL: EASY

Solution, page 14

LEVEL: INTERMEDIATE

Solution, page 14

Thanks

Thank you. It’s simple. Two words that are so powerful, yet leaders continue to underestimate their influence. Think back on the last time someone in authority actually said thank you to you for a job well done. Remember how it felt…how it renewed your purpose and your faith in the organization. Now…pay it forward and reap the rewards. The risk of not acquiring the above traits is vast, mainly the loss of valuable and often difficult to replace employees who wanted to be treated with respect and courtesy, to be recognized and valued. Many leaders often think that money is the deciding factor when people decide to leave. It is often one of the last things that is considered. The sooner this is recognized, the more morale will increase. Because isn’t that what we all really want…is to be content? The ability to see beyond the present, to see what our most valuable assets are in an organization will assure you success in every respect. We all want to be remembered as that person who was the best supervisor, manager, director or president. It’s actually quite simple…treat as you would want to be treated. Make each day memorable for both yourself and others. When it comes down to it, the things we remember in the end are the relationships we’ve had, and those who have been good to us. How do you want to be remembered? Audrey Esar is a Solutions Consultant specializing in incentive, meetings and event programs as well as site selection with Audrey Esar Consulting. To learn more about how Audrey can help you, E-mail her at AudreyEsar@Videotron.ca

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www.theplanner.ca | December 2010 - January 2011 |

PLANNER 7

The

self-help

Me, Myself and I

By Sharon Worsley

For most of us in the hospitality industry, the above statement feels contrary to how we feel we ‘should’ be offering ourselves up to others, or how we ‘should ‘show up in the world. Rather, we look at focusing on the needs of our clients, customers, guests, colleagues, family, friends and for some of us even our pets! 8

Definition - hos·pi·tal·i·ty n. 1. Cordial and generous reception of or disposition toward guests. 2. An instance of cordial and generous treatment of guests.

n the above definition it doesn’t refer to me at all; it is solely about others. But what about me, what about my (insert yourself here) needs? It is so easy in this industry to always be putting others ahead of our needs that I want to discuss some selfcare for you to consider this New Year. Am I scheduling some time for my needs? Do I even know what my needs are, or have I pushed them down for so long that I can’t identify them anymore? Think of when you have been on an airplane, and before take off the flight attendant is giving the emergency procedures demonstration. What are you told when it comes to the oxygen mask; to put your own mask on first before assisting others. We can become so busy looking after other people in this industry that we forget about scheduling some needed downtime to rest and

PLANNER | December 2010 - January 2011 | www.theplanner.ca

The

rejuvenate, and give ourselves much needed oxygen. This past year has been one of economic recovery, so what about applying some recovery time to your life. Is there something that you have been putting off doing or starting; some new hobby, a new destination to travel to, or even a new tradition to start with your family? One great question to ask to get started is “what brings me joy”? Then notice what comes up for you, and write down at least 20 things you like to do. Don’t worry you don’t have to do them all, the purpose of this is to give you some ideas to work with. For example: • Go to the movies •

Have coffee with a girlfriend you haven’t see for a while

self-help

•

Spend time in nature

•

Plan a ‘staycation’

•

Take a course like dancing or painting

Maybe what is actually needed is to somehow reinvent your career. Are you feeling stale in what you are doing in your work? Is it time to reevaluate the direction you are moving in and examine what options might be available to you either in your present job or elsewhere in the industry? Whatever you decide to do after reading this I hope you will realize that if you finally take some time to look after your needs, the world will not come to a standstill. Sometimes we believe that we are so necessary and vital to those around us that the world will stop turning if we do decide to look after our needs. Sharon Worsley, The Life Solutions Expert™ helps her clients and audiences to ‘Wake Up, Shake Up, and Show Up™ in their life and business. For ideas on how to up-level your life check out Sharon’s blog at www.sharonworsley.com/blog

.y.i.

ISES reviews its CSEP Certification Process The International Special Events Society has revised the process and fees for the Certified Special Events Professional designation. A new CSEP website has been developed to explain the changes and includes an online application. According to the organization, the changes came through candidate feedback and an ongoing effort to simplify the

exam processes and procedures. The revised application will focus on work experience and has eliminated a complicated points system. In addition, candidates no longer need to purchase the instruction manual and application, and will not need to submit letters of recommendation. On the Web: www.ises.com

www.theplanner.ca | December 2010 - January 2011 |

PLANNER 9

The

planning

The University of California tells us

what to do about banishing blisters The reward for a long day on the convention floor can be a big, fat blister. Most are minor, but some can be painful and even become infected. Blisters form as a result of friction, when the top layers of skin separate from the bottom layer and space fills with fluid. A common cause is illfitting shoes; moist and hot skin increases susceptibility.

o stop a blister before it develops, try to prevent rubbing or at least take action as soon as you feel a “hot spot”, s follows:

• Make sure your shoes are not too tight or too loose. Padded insoles or arch supports may help prevent blisters caused by uneven pressure on your feet. • Wear socks made from synthetics that wick away sweat – that is, move the moisture away from your skin. They should be seamless and snug enough so they move with your feet and don’t bunch up. Some wicking socks are promoted as “anti-blister” and may have a double-layer construction. Avoid 100% cotton or wool socks, which retain moisture. • If your feet tend to sweat a lot, try applying an antiperspirant, especially one marketed for excessive sweating. • As a preventive, apply moleskin or athletic tape on blister-prone areas, or at the

first sign of a hot spot or blister. There are also many blister-pad products on the market, which typically contain gels that reduce friction and provide cushioning. You may prefer one type over another.

If you get a blister

Leave small blisters alone – just keep the area clean. You can put a donut-shaped pad over the blister (or cut a hole in an adhesive moleskin pad) to relieve pressure. Or try a blister-pad product, designed for both preventing and protecting blisters. Large or painful blisters should be lanced and drained: Wash the area with soap and water; then, with a sterile needle (pass it through a flame several times, then let it cool), puncture the blister at its edge. Gently press to release the fluid, then cover with a sterile bandage. Don’t remove the skin or “roof ” of the blister – it provides a protective covering. If signs of infection develop, get medical advice. If a blister breaks on its own, simply wash and cover it with a bandage. It should heal quickly.

PLANNER | December 2010 - January 2011 | www.theplanner.ca

The

.i.

Hope for the best, plan for the worst What’s your worst nightmare? All the staff phone in the sick because it’s World Cup Final? National strike? Flu epidemic? All or any of these things can wreak havoc on your event. So what contingency plans do you have in place, in case a worst-case scenario actually materializes? Huh? Yep, thought, so. You’ve got to have emergency plans, panic routes mapped out, procedures for crisis management, actions wrapped up and in the bag, replacement crews sorted, etc. In other words: a plan. Chances are you won’t ever have to implement this plan. With a combination of hard work, luck and divine intervention, it will always remain a plan – nothing more. But you have to have one in place for every event you plan. Now, you are allowed to hope. Hope it ain’t ever gonna happen to you and hope the sun will forever shine.

h e a lt h

Sleep: the best

predictor of quality of life that amount every night. For most adults, it’s 8 hours. For teenagers, it’s 9.25 hours. 2- Establish a regular sleep schedule not an easy thing for planners to do. Try to go to bed at the same time every night and wake up (without an alarm clock) at the same time every morning – including weekends.

ames B. Maas, PhD, tells us that treating sleep as a necessity rather than a luxury is the secret to being a peak performer. When you don’t get proper sleep, you may experience daytime drowsiness, increased stress, feelings of lethargy, mood shifts, weight gain, reduced immunity to disease and viral infection, and lowered productivity, concentration, and memory. Even modest sleep deprivation can seriously affect your general health and longevity! How do you know if you are getting proper sleep? Answer the following questions: • Do I often fall asleep in meetings or in

warm rooms, after heavy meals or when watching TV? • Do I often fall asleep within 5 minutes of getting into bed? • Do I often fall asleep extra hours on week-end mornings? • Do I feel tired during the day? If you answered yes to any of these questions, it’s likely you need more sleep.

The golden rules of sleep. 1- Identify the amount of sleep you need to be fully alert all day long and get

3- For sleep to be rejuvenating, you should get your required amount of sleep in one continuous block. Any nicotine or caffeine after 2 P.M or alcohol within 3 hours of bedtime can disrupt your sleep. 4 Can you make up for lost sleep? For every 2 hours awake, you add 1 hour of debt to your sleep debt bank account – that is, it takes 8 hours of sleep to restore 16 hours of waking activity. You cannot make up for large sleep losses during the week by sleeping in on weekends any more than you can make up for lack of regular exercise and overeating during the week by working out and dieting only on the weekends. To make up for lost sleep, you might consider a power nap: taken midday and limited to 20 to 30 minutes. In fact have a cup of coffee just before you take the nap and when you wake-up the caffeine should just about be kicking in.

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hotel

Here’s a recent listing of new hotel brand announcements:

Virgin Hotels Planet Hollywood B Hotels & Resorts Edition by Marriott Bulgari By Marriott Mokara Hotel & Spa by Omni Tryp by Wyndham

Etap by Accor Ibis by Accor Setai Fifth Avenue Home 2 Suites by Hilton Vivanta by Taj Blu by Radisson

www.theplanner.ca | December 2010 - January 2011 |

PLANNER 11

The

d e s t i n at i o n

By Marilyn Lazar

WHY JAMAICA? Once You Go, You Know

Fast forward to 2011 and get set to be impressed. This island is prepared to host adults, families, but most importantly from The Planner’s perspective, groups of all sizes and budgets.

Jamaica’s popularity as a destination has ebbed and flowed like the tides of Montego Bay. In the early to mid90’s, value was enticing compared to other Caribbean destinations. There was a love it or leave it reaction to the relaxed attitude toward ganja in the street and, for a time, as in many islands, concern about crime. 12

ot surprisingly, most tourists come from the US, due to proximity and relative numbers. But Canadians abound as well; there are even Scotiabank Machines. Scotiabank has been in Kingston for some 150 years, even before it was in Toronto, due to bartering rum for cod with Newfoundland.

ruins. Arlene notes that her groups felt more comfortable at craft markets in Jamaica than at some other Caribbean destinations because the vendors are not as aggressive. She particularly recommends the sunset cruise from Montego Bay to Negril, stopping for snorkeling and a visit to the famous Rick’s Café.

According to Dan Hamilton, District Manager of Meetings & Incentives for Jamaica’s Tourist Board, “the island’s main draw today is about choice”. Whatever your needs, style, or price point, Jamaica has the accommodations and activities to please. The Tourist Board provides on-ground enhancements whether it’s a welcome trio at the airport, an inaugural cocktail party, or visits from local celebrities. Need to bring heavy-duty handouts? Giving away 50 watches to top sales people? Ship separately – the Tourist Board will help you clear customs. Check the website for an extensive list of services available. www. visitjamaica.com

If anyone personifies Jamaica’s repeat customer, it’s Paul Butler, Account Manager for Try That! (The Experience Company) in Barrie, Ontario. He estimates that he’s been to Jamaica about 30 times, ¾ of these bringing groups for work. He’s well acquainted with the “hip strip”, top and bottom road of Gloucester Avenue – shops, bars and authentic jerk restaurants. He emphasizes the importance of the strong working relationships he has developed with on-ground DMCs he can count on.

Montego Bay is a mere four hours from Toronto, which holds obvious appeal. For Arlene Sibley, Group Travel Counsellor at Fraser & Hoyt Incentives in Halifax, direct flights from the east coast are key. But she also cites “a fun experience” compared with a more cultural experience of, say, the Mayan

PLANNER | December 2010 - January 2011 | www.theplanner.ca

The

DMCs will organize your adventure or exotic experience and get you there. Whether it’s a shopping tour, visit to a period piece plantation or hiking by a waterfall – it’s all available in Jamaica. This trip, we’re using Amstar and are in the capable hands of Neil Harrison. Neil is our man, whether encouraging the less intrepid among us on the Bobsled ride, taking us to a restaurant unknown to tourists, or finding the best price on Blue Mountain

d e s t i n at i o n

coffee and souvenirs.

www.amstardmc.com

Olesia Bilyk of Prestige Corporate Incentives in Toronto was the activity-monger in our group. If you crave an exotic yet adventurous getaway, you may also consider some of the options available through Chukkah Caribbean Adventures. For Ocean Safari types and land lovers alike, they offer excursions to event spaces with varying capacities, tailoring tours for meetings & incentive groups. www.chukkacaribbean.com

Montego Bay Convention Centre Set to open in January 2011, this state-of-theart facility will provide over 50,000 sq. ft. of exhibition space, over 20,000 sq. ft. of banquet facilities and over 11,000 sq. ft. of meeting space. The first phase alone will accommodate over 2,000 people and more is planned. The Centre will host large and small meetings, conferences, exhibitions, banquets, weddings and other events, all with a breathtaking view. 15 minutes from Sangster International Airport.

In a (coco) nutshell: Karen Garscadden of Toronto was the social and wedding specialist among us. She felt very comfortable in all the facilities, envisioning different levels and price points to suit the budgets and tastes of her varied clientele. “I can really visualize bringing a group of 80 -100 people here for an event they’ll love. There are unique spaces for family gatherings and reunions…something for everyone. I was also impressed by the hotel staff. Beyond destination management, each hotel has people on site to personalize to your group’s needs.”

Read on for an inside view of a range of resorts which The Planner visited for you.

Secrets Wild Orchid Resort & Spa, Montego Bay Brand new (opened in March), Secrets St. James and Secrets Wild Orchid are adultonly environments with contemporary amenities, situated perfectly on the tip of a peninsula. Gazebos along the beach make for perfect wedding ceremonies and there are backup facilities indoors. They have done ceremonies for up to 90 people. There is a unique wedding office with photos, displays and models of wedding cakes. Their central

two distinct resorts, one of which is an “Au Naturel” facility. Bear in mind that the totally separate side can be rented out and then used for corporate purposes, clothed as you wish. www.breezes.com

Rose Hall Resort & Spa by Hilton Many successful events are held in its 30,000 sq. ft of outdoor space plus 11,000 sq ft of meeting space. The accommodations have been updated at this legendary sugar plantation. One of the few beachfront resorts to offer both all-inclusive and room-only rates. Many aquatic activities and access to 54 holes for golfers. www.rosehallresort.com

The Ritz Carlton Rose Hall Resort & Spa

location and open concept make them easily accessible, a place where mothers or friends of the bride and groom drop in to request something “special”. Corporate groups can make use of “preferred” facilities or the separate Beach Club. Secretsresorts.com

Iberostar Rose Hall Resorts Three properties on one stretch of beach separate families from adults only and offer different levels of luxury. Complete meeting facilities and wedding services against a classic colonial décor backdrop. Iberostar.com

Breezes Riu Bueno Golf & Spa Resort This resort welcomes guests into a friendly replica of an old-fashioned Jamaican village complete with a town square. It encompasses

The Ritz Brand is as recognizable in Montego Bay as it is in Manhattan. The wedding and event professionals inspire confidence and they have the infrastructure to deliver. Of course there are ballrooms and breakout rooms but as Christine Adelhardt of Creative Consulting in Toronto points Montego Hall out, it’s the outdoor facilities that entice. Keep your people happy while registering, with a glass of anything featuring Appleton rum and a view of the beach which awaits them. Gather in 18,286 sq. ft. of meeting and banquet facilities, including the 10,744 sq. ft. ballroom and more than 42, 000 sq. ft. of spectacular outdoor function space. Don’t forget the legendary White Witch Golf Course. www.ritzcarlton.com/rosehall

Gran Bahia Principe Resort & Spa This expansive Victorian style resort is located 45 minutes from the airport in Runaway Bay, so named because this is the area that the last Spanish fled from from the English in 1655. Whether it’s an incentive trip, a conference or a holiday, they aim to please and PAGE 14

www.theplanner.ca December 2010 - January 2011 |

➠

PLANNER 13

The

d e s t i n at i o n CONTINUED FROM PAGE 13

with “beach butlers”. 8 acres of beautifully maintained tropical gardens. Other luxuries include butlers assigned to each room, cigars and cognac in the drawing room, afternoon tea on the terrace, and the Caribbean’s only Champagne and Caviar Bar. Hey, they had me at “complimentary pillow menu”. www. sandals.com ***

Half Moon Resort entrance have the facilities and the staff to succeed. www.bahia-principe.com

The Half Moon Beach, Golf Resort & Spa These sprawling grounds have satisfied celebrities from the Kennedys to Will Smith, so they’ll know how to handle your most demanding clients, too. The hotel is spread along 2 miles of tranquil beach and is named for its perfect crescent shape. The water’s tranquility is ensured by man-made breakers and the property’s expanse spells tranquility, too: members of your group don’t have to mingle with anyone else if they don’t want to. In fact, they can be housed in private villas of 4 – 7 bedrooms, which include 2 golf carts or bicycles to traverse the grounds, maid service, a butler and a chef that sleeps in so as to

be available 24/7. Multiple intimate areas and amenities for small meetings and private spa treatments also cater to executives in need of a quiet setting, whether for planning or pampering. Their motto: Half Moon Makes It Happen. This resort is not all-inclusive. www. halfmoon.com

Sandals & Spa

Royal

Plantation

Resort

This resort exudes serenity and old-world charm and is stand-alone from others in the chain. Situated in Ocho Rios along the scenic Northern Coast, 90 minutes by car from Sangster Airport, made more accessible with a recently improved expansion of the road system. Its unique setting, nestled into a bluff above the shimmering ocean, affords every room a spectacular view and creates two private white sand beaches complete

En route back to the airport, I relish my last glimpses of the lush local foliage, the grazing goats and the savvy dogs that actually look both ways before crossing. I see many partially-built hillside homes, unique to the Jamaican climate and economy. Owners build while they can and take a break when the money runs out, often living on the ground floor while construction awaits overhead. And yet, notwithstanding the lack of luxury, the children smile and wave from roadside, toting backpacks and wearing school uniforms, washed and starched the old-fashioned way. Why Jamaica? Because the warmth of the climate has permeated the souls of the people. Bring an event to Jamaica? Yeah Mon!

Marilyn Lazar is a freelance writer and a regular contributor to The Planner. She graduated from Concordia University in Montreal with a degree in Communication Studies and has taken freelance and travel writing courses from Ryerson University in Toronto and through Mediabistro in New York. Email her at: marilyn@marilynlazar.com. Read her work: http://marilynlazar.com

DECEMBER 2010 - JANUARY 2011 ANSWERS

PLANNER | December 2010 - January 2011 | www.theplanner.ca

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ANSWER - EASY

ANSWER - MEDIUM

SUDOKU PAGE 7

management

.i.

Canadians not shy about hyping résumé

Who Loves the Boss?

Nearly one in five Canadians say they would exaggerate what they have done in previous work in order to land a new job, according to a phone survey. Of the 1,000 employees contacted by payroll consultancy ADP Canada Co: • 27 per cent said they would exaggerate their pay • 19 per cent would embellish job responsibilities • 17 per cent would lie about their skills • 15 per cent would plump up experience • 12 per cent would falsify credentials • Nearly 60 per cent also said they had obtained a job without the employer ever checking references.

All Work & No Play…

What do twenty-somethings like? Their bosses, it turns out.

n a recent U.S. study, members of the socalled Millennial generation rated their managers more highly than did Generation Xers or Baby Boomers. Sixty-eight percent of surveyed Millennials, born between 1982 and 1996, rated their managers’ overall performance as “good” or “very good.”

weren’t nearly as impressed with their bosses’ skills. Fifty-nine percent of

their company values their contribution, while 60% of Millennials did.

Millennials are more willing to take direction and accept authority

Their older colleagues

Generation Xers rated their bosses’ overall performance favourably, while only 55% of Baby Boomers did. Only 51% of Boomers said

Brenda Kowske, research manager at Kenexa, says younger people may be more open to being managed.

“Millennials are more willing to take direction and accept authority,” she said. “As we grow older, our ideas become more concrete and less flexible.”

There is much more to people than what’s between their ears. Whether at work or play, we are not just brains that come together to interact with other brains. The more you engage the whole person in your meetings, the more they will learn, and the more of that learning they will retain. If you want people to work together optimally, let them play together. One idea is to provide kinetic materials in the meeting room – squeeze balls, Slinkies, and other such toys. Call it mind body connection or multiple intelligences, toys can help relieve stress and enhance creativity. It’s been shown that when people incorporate play, when they get more of their body involved in what they’re doing, they become more creative and retain more.

www.theplanner.ca | December 2010 - January 2011 |

PLANNER 15

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“And now, back by popular demand…” Why Reruns you ask? Two key reasons. Firstly, the Planner is continually growing our readership and we owe our new readers the benefits of “The Best Of”. Secondly, because business is always changing. So information which didn’t seem relevant to you when initially published, might impact you greatly now. These are articles for which planners have requested reprints, extra copies, and permission to use on their websites. Or simply written to say they have enjoyed them. We listen. So keep those cards and letters (and emails) coming. Enjoy, Don Murray, CMP Editor

PLANNER | December 2010 - January 2011 | www.theplanner.ca

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networking

Use the untapped potential of your tradeshow network

rade shows provide some of the best venues when it comes to networking opportunities. This is the one place where everyone in your industry congregates for a few short days and is focused on one thing – business. Over the last few years, we have seen a significant drop in the number of people who attend shows while the quality of attendees has risen. This is important news for an exhibitor or a visitor who wants to meet and greet sometimesinaccessible industry people. These are the same people for whom you have left countless unanswered telephone and e-mail messages but may be the same people who will ultimately decide on the purchase of your product or service. There will be the movers and shakers – people who have their finger on the pulse of your industry. All you need to do is be prepared. Here are a few tips on preparing your networking activities for your next trade show: 1. Define your objective. Be really clear about what you want to accomplish whether it’s meeting decision makers, product experts, industry gurus, forecasters or people who work for your competitors. Ask yourself, “What do I want to accomplish with these people?” If you want to learn more about your industry for example,

take this statement a step further and ask, “What specifically?” 2. List it. Make a list of the people you want to meet and the most likely place to meet them. This will include such places as receptions, on the show floor, at participating hotels, during industry events such as meetings, banquets, sporting events or at a lecture.

3. Scheduling. Attempt to reach these people ahead of time to set up a prearranged meeting. This is a great idea because the people that you want to meet, just like you, are busy and have full schedules. 4. Develop your questions. Rather than leaving the meeting to chance it’s always better to spend a bit of time preparing a list of questions ahead of time. Questions like the one in Step 1 – “What specifically?” 5. Record information. Bring a notebook to record the information you are gathering.

By Barry Siskind

6. Bring your business cards. Its simply good business etiquette to exchange business cards during a business meeting. Having a contact’s card also gives you their vital statistics so you can get in touch with them after the show in case you have additional questions or need some clarification on the information they gave you. 7. Thank you notes. Send them not only after the meeting is over but immediately after the show. It’s good business practice to send an e-mail or letter thanking them for the time they spent with you and the value of their information. 8. Look for opportunities to add information. During your face-to-face meetings, you may stumble across bits of information the person you are meeting with may be looking for. Here is a great chance to give something back to the conversation. But be careful and avoid gossip. Keep the information you are sharing factual and positive. Sometimes we get so focused on setting up an exhibit or planning a trip we neglect the power we can cultivate with a strong network. Put these eight simple steps to work at your next show and reap the rewards that come from adding networking to your show schedule. Barry Siskind is North America’ foremost trade and consumer show expert. Visit his Web site: www.siskindtraining.com or e-mail him at: barry@siskindtraining.com.

www.theplanner.ca | December 2010 - January 2011 |

PLANNER 17

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planning

Making a wise destination selection

By Jyl Ashton Cunningham, CMP

The criteria, choices and sales pitch involved in making the correct choice expensive, as most of the desired initiatives have already been covered by the property. Planners who select hotels that use the Green Key Eco-Rating Program are well on their way to making a smart choice and to having the foundation on which to build a solid green mandate for their event. On the Web: www.hacgreenhotels.com. Event history

Meeting planners across the globe are regrouping, rebudgeting and reinventing strategies in order to meet the growing demand for a decreasing bottom line.

hile budget is important, decisions aren’t all just about money, especially when considering destination or venue selection, where choices are only limited by imagination and creativity. So what determines the criteria for where the next company incentive, AGM, sales meeting or holiday celebration will take place? Why are some destinations always popular and some a hard sell? What makes a venue stand out from the crowd? Why choose one hotspot over another? The following 10 points offer some explanation as to how decisions are made, perhaps some more consciously than others. Marketing The objective of a good marketing campaign is to capture the audience by making the product stand out from the crowd. Successful destination marketing has to define why one region or country 18

should be selected over another. “It’s Better in The Bahamas” for instance, really says it all, although the campaign continues by defining the many different islands and their unique qualities. “Homecoming Scotland” is the country’s 2009 marketing campaign, destined for great success as Scots worldwide are encouraged to revisit the auld country and revel in the traditions that are exclusive to Scotland whether for business or pleasure. As enticing as any marketing campaign may sound, it always pays to visit the destination first-hand before recommending anywhere to a client. Check out tourism bureaus for familiarization (fam) trips, but be prepared to answer some fairly detailed questions about the proposed event. Green initiatives While the consensus is green events cost more, selecting a venue that follows green practices should not be anymore

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Knowledge of past events is definitely a useful tool, however it is not necessarily a good idea to try something different if the group has used the same venue or destination year after year, for whatever reason. Quite often, better rates can be negotiated with a venue if an event is locked in for three years or more, or it may simply be that the client has grown comfortable with the venue location, the free parking or simply the cost. When using hotel or resort properties over a few consecutive years, pay close attention to accommodation standards, quantity of food, etc., to ensure the event is just as good as the first year. Weather Weather is probably the first factor considered when selecting a destination. Canadians who don’t ski love to get away from the cold winter weather, while active folks find April and November to be arguably the least desirable months to meet in Canada with little snow, no golf and unpredictable temperatures, especially in the east. The beauty of Canada is that there is nearly always temperate weather somewhere on the continent at any time of year. Suggest to clients that they get feedback from the delegates on whether they prefer seaside, countryside or city destinations and remember that free time is just as important as meeting time. It’s no use tak-

planning

ing a group to a fabulous destination without giving time to enjoy the experience, whatever the weather. For international destinations, if unsure about the weather at the time the event is planned, contact the local tourism board or check out the Internet. Safety Ensuring client safety is paramount to any planner, whether from a social unrest, weather or petty crime perspective. Tourism bureaus offer advice on personal safety and the World Health Organization (www.who.int) offers information on health issues in many different countries. Students and professionals can also check out www.destineducation.ca. Designed primarily for students, the site offers lots of useful information to any traveller. Facilities When selecting a destination or venue, find out what is offered in terms of inhouse facilities. On-site health and fitness clubs, spas, stores and a selection of restaurants either on property or close by are usually at the top of the list of mustor-nice-to-haves. A resort or property that caters equally as well to partners and/or family, as to the corporate client, will be a popular choice. For destinations where business is the main purpose, free Internet access, inexpensive telephone calls, a business centre and in-house fitness centre are among the most popular requests from delegates.

Ease of access Direct flights and/or easy public transit access, underground access in frigid weather, free parking, wheelchair accessibility are all determinants for a successful choice of venue from the traveller perspective. Destinations that require more than one airport transfer should be avoided if possible, however attractive they seem. Encourage guests to pack at least two changes of clothing in their hand luggage in case checked bags are misplaced. Reputation and level of service Word of mouth continues to be one of the most popular ways of finding the perfect venue. CanSPEP’s Online Assistance program, one of their many member benefits, is used on a regular basis to get recommendations from colleagues. MPI’s monthly member meetings are a great way for anyone looking for advice on venue selection and experience really is the best recommendation. On the Web: www.canspep.ca On the Web: www.mpiweb.org Brand preference and favouritism Many corporate clients have brand preferences, especially with airlines and hotels. Find out whether this is the case in the initial client meeting, to avoid potentially unnecessary research. Less scrupulous planners may select venues that offer them a kickback or commission that they don’t pass onto the client. This is a risky practice for anyone taking a management

fee from the client as well. Commission on accommodation for example, nearly always has to be written into a contract that the client may have access to at any time. If points are offered as an incentive to stay in a particular property, always offer them to the client first, and get a response in writing before claiming any awarded points. One-stop shopping The all-inclusive resort has become very popular with planners, as most of the budgeting is taken care of by the venue. Negotiations become a little trickier if off-site events are taking place, although it often still pays to go with the all-inclusive option and pay extra for off-site functions. Many resorts also handle recreational activities, and that generally works in the planner’s favour as there is less paperwork and liaison required. Also, local suppliers tend to work best with local clients and are loathe to damage their reputation with someone who will give them repeat business. Whatever the reasons for selecting a particular venue or destination, the above guidelines and information should assist in the process. Whether travelling in Canada or abroad, take the time to do some research and ask around for advice and recommendations. Happy travels! Jyl Ashton Cunningham is a meeting and incentive planner and freelance writer based in Oakville, Ontario. Jyl can be reached at info@ jaacevents.com

Corporate – Social - Event Management & Production Barb Sauder - 647-678-2272 | info@anomalyevents.ca | www.anomalyevents.ca www.theplanner.ca | December 2010 - January 2011 |

PLANNER 19

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management

What? Another meeting!

By Sharon Worsley

How many times in your career have you had that thought, or worse still, you are leading a meeting and hear this from one of your colleagues? Meetings are a part of our life, in business and often in our social interactions, but does that mean that they have to be long, boring, unproductive and unwelcome? No! On the contrary, meetings can be rewarding, interesting and highly productive. However, some planning and consideration must be done in advance to ensure those things.

Deciding if you need one

he first step is to determine if a meeting is really even necessary. Can a task or project be accomplished without drawing a group of people together at one time, or is there some other way of doing so? Can technology be utilized so that you can get key members together for a meeting such as conference calling, video conferencing or webinars. In todayâ&#x20AC;&#x2122;s economy, companies are seeking more streamlined and cost-effective ways to gather their teams. Meetings seem to get off track for a number of reasons so the following keys may assist you in leading successful meetings in the future.

Key

Have an agenda So many times we go to meetings because they have been scheduled but we donâ&#x20AC;&#x2122;t know what the agenda is. Therefore we can not prepare for the meeting, and contribute in a more meaningful way. By putting together an agenda you can also see if there 20

are enough items to necessitate having the meeting.

as possible after the meeting.

The agenda might include a list of required attendees, time and location, a breakdown of what will be discussed with time allotted for each section.

Key

Make sure that the discussion does not stray or get off track. Also spending too much time on a particular topic can have a negative effect on the meeting. If you find that the topic cannot be thoroughly discussed in the time allotted, then table it for a further meeting or discussion with the relevant people after the meeting.

Key

Record what is discussed (Take minutes) This will aid in avoiding missed agreements and who is responsible for what after the meeting. This will also allow people to refer to what has been covered in the past so that the same items are not repeated. It will also assist those who were not able to attend the meeting get up to date quickly on what transpired. Make sure someone is assigned to take minutes (a record) of the meeting, have them keep it brief and distribute the document as soon

PLANNER | December 2010 - January 2011 | www.theplanner.ca

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Make sure the right people attend There is no point inviting everyone and their dog to a meeting if they are not the right people required to accomplish the items on your agenda. Is it really productive to have everyone in your department attend a meeting if they cannot contribute to accomplishing the goals of the meeting? Probably not.

Key

Keep it short Remember that while you are in a meeting, you and your colleagues are not actively working on other income-generating activities, so be mindful that long meetings are expensive, especially if they are not productive.

Key

Maintain a safe, positive environment Nothing shuts down people faster than feeling that anything they say is going to be judged or ridiculed by the person running the meeting or other attendees. PAGE 25

â&#x17E;

management CONTINUED FROM PAGE 20

If you don’t insist on respect and creating a culture of openness you will inhibit both creative thinking and trust. Consequently, the results of your meeting won’t be as rich and useful.

Key

Make decisions If the information to make a decision is available in the meeting then make that decision. There is never a better time to do so. However, if further action is required to make a decision or accomplish a needed task, then the action should be identified within the existing meeting. Then the appropriate person and needed deadlines should be set at that time.

Key

Insist on starting and finishing on time How many meetings have you been to that don’t start on time? Invariably people sit around waiting for some stragglers to arrive, meanwhile thinking what a waste of time this is. I have heard of companies that have a culture of everyone arriving to

a meeting five minutes early to ensure that they start on time. At the appointed time of the start of the meeting, the door is locked and anyone that hasn’t arrived by then does not get into the meeting. Now that may sound harsh, but it does send a message to those latecomers that starting on time is expected. Additionally, unless something comes up that needs to be dealt with before the end of the meeting, the finish time should be adhered to. And finally….. When you are leading a meeting, make sure that you model the behaviour that you expect to see from the other attendees. They will be looking to you to set the tone, and will likely follow your lead. Sharon Worsley, CEO of Live With Intent, is a personal leadership coach and motivational speaker. Her signature keynote ‘Live By Choice, Not By Chance’ assists individuals and organizations to become clear on how they can ensure the quality of their life or organization. Sharon can be reached at sharon@livewithintent.com

.i.

Avoiding jet lag Step 1: drink water Keeping hydrated is THE most important part of avoiding jetlag. In-flight air is drier than any of the world’s deserts. Relative humidity is 20-25% in the Sahara or Arabian deserts, while optimum comfort is around 50% humidity. In-flight cabin humidity’s gradually fall on long-distance high-altitude flights in many cases approaching 1%. So we need to drink water en route, and also remember to drink plenty of pure water for several days after landing.

Step 2: Reset your internal clock The moment the flight attendants announce the time in your new destination, set your watch. This makes it easier to force yourself to stay awake if you’re arriving in the evening or to catch a nap if you’re arriving in the morning.

www.theplanner.ca | December 2010 - January 2011 |

PLANNER 25

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teambuilding

By Brian Burns

Teambuilding can be edu-tainment

You might be asking yourself what kind of word is edu-tainment? It is an interesting word that combines two concepts – education and entertainment and reflects the next evolution of teambuilding. Our definition is “to intensify learning through entertainment, adventure and play.”

eambuilding or edu-tainment requires an innovative, educational experience that achieves sustainable results and these results can be transferred to the workplace. Given today’s challenging economy, teambuilding can be overlooked by many organizations but it is more important than ever as employees try to adjust to changes in the workplace and deal with the stress of what many organizations are experiencing. The power of play or need for educational entertainment in the workplace is more important than ever and whether organizations develop something on their own, or work with a company focused on this type of experience, it is important for organizations to consider the value of such an 26

experience for their employees. This quote from Plato is a definite teambuilding motto: “You learn more about a person in an hour of play than in a year of conversation!” Your teambuilding activity should encourage everyone to play and have fun, even when you need to tackle serious team issues. A high performing corporate team needs common goals, defined roles with excellent communications and problem solving processes. These high performing teams depend upon team building to achieve greater levels of effectiveness. This increased effectiveness leads to greater success and develops leadership qualities within the team. You want to achieve

PLANNER | December 2010 - January 2011 | www.theplanner.ca

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sustainable results by customizing your teambuilding to impact your workplace by: • Enhancing the learning experience for lasting impact • Helping build confidence in individuals by unleashing each person’s potential • Increase individual communication • Helping break down barriers which in turn helps to build relationships • Encouraging a progressive, caring corporate culture • Promoting effective teamwork • Encouraging participative leadership • Serving as an unequalled opportunity to spend quality time with colleagues The best IDEAS come from playful minds. For example, a “Play Break” (short, sporadic activities) to lighten office moral and relieve stress may be just the thing your team needs. On the other hand, your team

teambuilding

may need a structured event that will get them out of the office such as a two-hour, half-day or full day experiential activity that addresses your learning/fun requirements. Play can be an effective tool to drive innovation and produce results. Engaging your group is paramount Teambuilding can come in many different forms but the event needs to engage a group. Your team will remember the fun, playful times more often than the boring classroom session with a sterile, structured environment. Teambuilding activities generate fun and laughter, they increase communication and cooperation, while never failing to entertain. Laugh, have fun, smile! What you may have thought was simply, “Fun… is incredibly effective at connecting people!” Engage them, get them involved, smile, have fun and create memorable moments! Engage your team! Based on a variety of research articles, employees are not even close to being fully “engaged” in their jobs. You need to find ways to get them involved, create memorable moments on a regular basis. We know that companies with strong teambuilding components have a much more engaged work force resulting in high employee retention and a company culture that is extremely positive and leads to more productivity. The simple benefits of teambuilding allows workplaces, organizations, conferences to connect people, to break down bar-

riers when people meet for the first time, and level the playing field with management and employees creating a highly productive team. Intense learning programs that develop technical skills are definitely important but something purely fun, like a day or moment of play such as a round on the golf course, an interactive lunch or an organized event with an experienced teambuilding company are crucial to your bottom line. Don’t miss the opportunity to move your company from good to great!! As there are many different solutions that organizations should review to determine the best alternative, find those unique options that fit your company culture. The goal of teambuilding is to make work and play seamless, to create a more playful, creative and innovative corporate culture and to create a culture where people are comfortable in their environment, where motivation soars and team members strive to do their very best. By unleashing your team’s creativity, it builds relationships, and has a tremendous impact on personal & interpersonal skill development. This unleashing of creativity, improves the ability for teams to problem solve, provides stress relief, bridges communication barriers and empowers individuals. When you turn work into a place that encourages people to be themselves, having fun, and taking risks, you fuel this incredible energy. Powerful! Whether it is taking part in a Quest Challenge, a Scavenger Hunt or being a

contestant in a customized Game Show such as Space Cadet Challenge/Family Feud, Bike Build Adventure, Glacier Games or just participating in a series of Play Solutions, the perfect outcome is just that break from the office your team needs to move to the next level. We know adults don’t play much differently than children. Adults just swear and cheat a lot more!!! Seek out activities that: • Provide a fresh, stimulating outlook • Engages a team’s inner passion and excitement • Provides a feeling of positive empowerment • Provides a sense of accomplishment These edu-taining activities brings people together and encourages individuals to play, to expand their fun, with the end result of enhancing relations and improving communication thus increasing overall performance. The learning from having your team or group of people engage in edu-taining “play” is an essential consideration as you build your team. Bryan Burns is the CEO (Chief Edu-tainmentTM Officer) of The Corporate Play People Inc, a BC based Event Planner specializing in Teambuilding and Interactive Play activities for a variety of organization across Canada. He can be reached at bryan@corporateplaypeople.com or at 1-866-351-PLAY (7529). Check out their website at: www.corporateplaypeople.com.

A quick To Do or ( Not to Do) list Make one and follow it By Mike Auctor

1. Remember you will always find the time to do the things you really want to do, so always start with the least interesting tasks. 2. Don’t forget, everything can’t be a number one priority and your to-do lists can be changed as circumstances warrant. So figure out what really needs to be done. 3. A to do list means it needs to be done, so do it, delegate it or ditch it.

.y.i.

4. Saying no up front is better than a broken promise later, so learn to say no. 5. Plan and keep time for emergencies. If you find you waste time, examine your habits. Time is usually wasted in minutes and like Benjamin Franklin’s old adage states, “A penny saved is a penny earned.” This can also be applied to saving time because time IS money. 6. Never leave to tomorrow what must be done today because, as you know tomorrow, will be the busiest day of the week.

www.theplanner.ca | December 2010 - January 2011 |

PLANNER 27

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c o m m u n i c at i o n s

Follow these steps to create e-mails that influence others to take action When face-to-face is not an option

ou began your day scanning your email messages identifying what messages were priorities for you to respond and take action. What grabbed your attention to open these messages? Was it the generic subject line stamped URGENT? Was it the poor grammar, long sentences and paragraphs? These e-mails are sitting in your inbox unread and will never be opened.

appealing and easy to read. • Immediately communicate your purpose. • Get to the point! E-mail isn’t for writing articles. • Use bullet points to add emphasis to your words.

When face-to-face communication isn’t an option your words and the structure of your email need to be effective and powerful. The challenge is getting your reader to open your message, read it and take action.

The four steps

How do you grab your boss’s attention when they work miles away? It’s critical your subject line grabs attention. Avoid the generic subject lines that read; urgent, follow-up, looking for your response. A subject line needs provide the takeaway of your message. Second, how do you keep your readers attention? Design a message that’s visually 28

Take at least five minutes to identify what’s important to your reader by applying the acronym K.N.O.W. K – what does your reader know about your topic? N – what do they need to know to take action? O – what is their opinion on your topic? When identifying who, consider the following. • What do they know about your topic? • What do you want them to know about the topic? • What are their expectations? • How will the action you want them to take benefit them? • What preconceived ideas do they have about your topic? • What’s their past experience with this topic?

• Write in short sentences and paragraphs. • Highlight, bold and italicize your key points and ideas. • When scheduling a meeting provide up to three dates and times for your reader to choose. The third step to influencing action; design your message for THEM and not the entire organization. Although this might seem obvious, most of us tend to bypass this step. How many times have you receive emails and your name is in the “CC” column along with hundreds? When you tap into what is important to your reader you begin to influence them to

PLANNER | December 2010 - January 2011 | www.theplanner.ca

The

take action.

W – who are they?

The risks increase when you’re trying to communicate a message via e-mail that impacts, motivates and influences action. Think and prepare before you send an e-mail. We get caught up in the day-to-day grind of getting through our email quickly only to find a longer list in our inbox the next day. The tone communicated through your choice of words, grammar and sentence structure will determine if you build or jeopardize a relationship and succeed or fail to influence others to take action.

By Stacey Hanke

• What’s important to your reader? • Why is this message being delivered now? • Will your message have more information than your reader needs or wants to hear? How will you prioritize your key points and ideas? Fourth, create your message with a clear and concise objective. Structure your message in a way that immediately communicates your purpose, action and benefits. As a result, you minimize miscommunication. • Opinion - To influence and build trust, first share your opinion about your topic. Without this step, your reader will be confused about where you stand on the topic and what you’re asking them to do.

c o m m u n i c at i o n s

“To stay ahead of the competition and build your business, it’s important you apply the proper closing to a sale.” The word important emphasizes your opinion.

Specific Action Step

When you specifically communicate the action you want the reader to take, they’ll be able to make a decision immediately. Example: “Sign up for the one hour Effective Closings to a Sale workshop today.” • Benefits - Your reader wants to know “What’s in it for me?” Benefits are the most persuasive element of your message. “When you sign up today, you’ll begin to receive immediate sales tools for increasing profits, building relationships and expanding your clientele.” We’ve taken advantage of the real purpose behind sending email messages and

have lost touch with best practices. Most of us are oblivious to how our readers interpret our messages. Before sending your message ask yourself, “Is what I meant to say understood?” and “Did I communicate enough or too much information?”

indicate you’ll include this information in an email message.

The success of your message will depend on the effort and planning you put forth.

• Negotiating fees, services, etc.

• What action you want your reader to take and the level of influence your message will have.

Here are some examples of when the stakes are high and a voicemail message may be needed to add explanation.

• Building a relationship with a potential client for the first time. • Resolving a challenging situation.

• What possible interpretations your reader may have based on your writing style.

• Asking for clarification.

• What results your message will have based on who will receive it.

• Don’t use e-mail to discuss confidential information. If you don’t want it posted on a bulletin board, don’t send it.

When the stakes are high and you’re hesitant of how your reader will respond, send a voicemail message first with the key takeaways. In your voicemail message

Stacey Hanke is an executive consultant, author, coach and speaker with 1st Impression Consulting, Inc. in Chicago, Ill. Contact her at: stacey.hanke@1stimpressionconsulting.com or (773) 209-5970.

www.theplanner.ca | December 2010 - January 2011 |

PLANNER 29

The

networking

Social networking and face-to-face marketing are essential tools for planners

By Barry Siskind

which coincidentally includes everyone on the planet. Learning how to tap into these sub-networks opens you to unlimited potential. If you look carefully you can find anyone you want to contact through your six degrees of separation.

In a recent issue of Trade Show Executive, I read an interesting article about Magic Stick, the winner of the TSE 2009 Innovation Award. Magic Stick is a small gadget, about the size of a computer memory stick that you carry with you. When you see someone also carrying a Magic Stick you can electronically exchange contact information. You each aim, push a button and voila you are networked.

elcome to the age of hi-tech social networking whose first victims may very well be the handshake and a business card. Twitter, Facebook, Web 2.0, SecondLife, LinkedIn, Flickr, LibraryThing, Ning, Jaiku, and EventPeeps are here to stay. There is nothing we can do about it nor should we for fear of being labeled Luddites. We should embrace social networking as a positive technology to help us build our personal networks. This discussion is reminiscent of a time – a decade ago – when the world was a twitter (oops) about something called a virtual trade show and how this heralded the death of face-to-face marketing as we knew it. What happened to virtual exhibitions was that they became an integral part of larger face-to-face events providing year round exposure to products, services and education. What was feared to be an enemy became a powerful ally. The same, I am guessing, will happen to social networking sites. Face-to-face marketing needs all the help it can get to maximize its potential 30

and if technology can help, then all the better. But technology cannot replace the power of meeting a vendor or customer and talking about issues eyeball to eyeball. Meeting face to face is how we form opinions of people and the institutions that employ them. When we can integrate the technology to enhance our interpersonal contacts then we become winners in this brand new, very old game of networking.

Building a network Here are a few thoughts as you go about building a productive and profitable network. • Networks are not mailing lists – Social scientists tell us that each of us has approximately 200 people in our network. When you misuse the technology and build lists that include thousands of contacts you are clearly misusing the tool. • Find your six degrees of separation – Each of your 200 people also has a network of 200, each of their 200 has 200 as well. If you take 200 to the sixth power the number is slightly more than six billion

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• Don’t abuse your network – this is so easy when you simply use your network for commercial purposes. The people in your network are folks with whom you have made a personal contact. They have families, worries and dreams. When you can treat your network as an extension of yourself and treat these people as individuals you cannot lose. • Stay in touch – there’s not much point meeting someone at a trade fair, exchanging information and not staying in touch. Treat your network as a living breathing thing that needs attention or it will simply wilt and die. • Make it a 24/7 habit – don’t just build your network in times of need. You should be constantly looking for opportunities to expand your sphere of influence. • Give something back – If your network is a living entity then it needs food to survive. The food you provide is in your willingness to give back. This means being constantly on the lookout to offer advice, contacts or a friendly word to your 200 people. Social networking is quickly finding its place in the face-to-face marketing world. When you combine the power of your interpersonal skills to build your network and then integrate technology to record the experience and maintain contact you have a winning combination. Barry Siskind is North America’ foremost trade and consumer show expert. Visit his Web site: www.siskindtraining.com or e-mail him at: barry@ siskindtraining.com.

Effective teambuilding is a power incubator Getting out of the box By Trae Robinson

Why do you want team-building? Is it for laughs, to build relationships, or to rebuild the team after right-sizing?

ach of these responses requires a different degree of experience. If team-building is for entertainment, most venues offer selfdirected activities that can entertain and help the group unwind. If the team-building is a larger part of the retreat experience, it is much better to turn to experts early on in the planning process. Professional teambuilders can work with you to co-create an unforgettable retreat experience with value that lasts well beyond the event. What is the nature of leadership in the organization? Listen for clues about the structure and leadership of the organization. If your boss or client is prescriptive with you and discloses few details about the team or its needs, chances are they are not very open to having their team experience growth during their retreat. In these cases, a la carte adventure options are the answer. You can simply present a menu to pick from according to budget. On the other hand, if the leader is innovative and looking for sector advantages, effective team-building is a power incubator for new ideas. What is the team culture? Skilled facilitators are not glorified camp counselors and the best programs are not always the most extreme adventures. When you are recommending an experience for the team, you are looking for the right fit and this will vary between organizations. Some team

building venues offer needs assessment as a part of their service and can create custom itineraries based on information gathered in advance. This may include online surveys, short interviews with a key staff person and post event followup. Professional team-builders are trained to help the team reflect and process each team building experience and bring awareness back to daily operations. Once you discover what it is you need, sourcing will be determined by budget and available time. The best team-building experiences usually take place off-site. Since team-building experiences are a significant investment, it is valuable to get the team unwired from daily operations and have their focused attention. This is much easier to accomplish away from the daily grind. Facilitators sometimes call this the humanizing effect. The further they take a team out of the norm, the more human and creative they become. Experiences in nature and adventure are the most highly sought out and being in nature itself can be the greatest refresher from work-a-day life. Take care that the activity you choose isn’t too extreme or you will be adding stress rather than relieving it. In fact, many employees are now asking for team-building experiences that are balanced with relaxation and wellness. Themed team-building activities are also popular, taking inspiration from reality television shows such as: the amazing race, survivor, CSI and the apprentice. Novel experiences are based on a venue’s strength such as horseback riding, whitewater rafting, dog-sledding, or cooking classes. When selecting a supplier, look to the years in business, the degree of specialization,

and the qualifications of staff facilitators. If your time is limited, there are several good options now available on-site. Skilled facilitators will come to the organization and set-up an experience for staff members. The scope of these activities is constrained by transportability but interesting options include drumming, African dance, yoga workshops, and wellness days.

Follow-up activities are a must

One of the biggest complaints about team building experiences is that it was great while it lasted. A few suppliers offer follow-up as part of their service, but this is still quite rare and depends on whether team-building is a specialty. If your experience doesn’t include follow-up, encourage the team to do it themselves. This is called imbedding, and it can dramatically extend the return on investment for the teambuilding experience. Encourage the team to pick a theme, image or metaphor from the experience and extend it into their every day culture as part of their debriefing. Examples have included team names, mascots, team cheers, framed photos and more. Whatever team-building experience you select, it should aim to offer a unique perspective on the team’s work that they can bring back with them. This is what getting out-of-the-box is all about. Adventure and Wilderness Retreats www.adventures.ca Corporate Retreats www.Corporatequest.ca On-site Team Building http://www.drumcafe.com/ Trae Robinson is a facilitator with Corporate Quest, located near Algonquin Park, Ontario. He can be reached at: (800) 953-3343 or corporatequest@gmail.com.

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venue selection

By Cynthia Fell

Choosing a restaurant venue made easy experience an entirely different eating experience every time. Many of us have our favourite hotspots we frequent and it seems like a natural tendency to hold our special occasions there. However, not all eateries are created equal, and some are better suited then others to host a special event. This article will share some trade secrets, which will come in handy when determining if an establishment is event appropriate.

Diverse cultures, colourful neighbourhoods, and a myriad of mother tongues have made Toronto one of the most multicultural cities in the world.

eople from all over the world find a home here, and bring their native culinary talents with them. The city boasts approximately 7,000 restaurants, uniting the ingredients, seasonings, and tastes that span the globe. The almost countless gastronomic options in the city means you and your guests can 32

When you’re searching for the perfect venue for a special celebration, there are many factors to consider. Quality of food and professional service are obvious event elements to think about. A thorough examination of the restaurant’s reputation is also necessary to ensure the venue is equipped and prepared to handle all aspects of your special event. A good reputation is hard to earn, and even harder to keep. Highly-recommended restaurants have successfully withstood the test of time, and wise planners rely on them to ensure their event’s success. Investigating a restaurant’s history is also a good indicator of whether the establishment can properly accommodate your event. Try to determine how long the restaurant has been operating for, and if they’ve had experience holding similar events in the past. A good rule to abide by is that past performance is a good predictor of future potential. It is also important to do some leg work and refer to testimonials from colleagues, clients, and other contacts. Word of mouth can do wonders for a business, and references from trusted sources often speak volumes. 10 reasons why we can help At first glance, the above “shopping

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list” of issues to consider when choosing a restaurant to hold your special event may seem overwhelming. Luckily a team of restaurant professionals is at your service to do the dirty work for you. Smart planners avoid time and headaches by contacting Restaurant Events to do their venue searching for them. Seem too good to be true? Here are 10 reasons how Restaurant Events works for you when planning your special occasion;

Cost Savings: Our company is compensated by the many venues they represent, both in Toronto and Vancouver. Our fee is covered by the venue and is paid out when we find you the perfect venue to host your next event. Also, thanks to years of experience working with restaurants, we can share valuable costsaving tips with planners to help to keep your event within budget.

Time Savings: Rather then researching the internet for hours, we save you time searching for the perfect event venue. A quick call and planners receive available event options matching their objectives. Alternatives are presented in a comprehensive proposal with pictures, descriptions, and possible menus. Everything you need to make an expert decision for your dining event is supplied.

Familiarity: During the past dozen years, we have found found a recognizable home in the industry. We are familiar with the many restaurant options, and present only the best to you. We pride ourselves on staying on top of client opinions and venue changes, ensuring no last-minute surprises.

venue selection

Professionalism: The restaurants receive our professional sales service specializing in the meetings industry. The venues are assured that the event they are hosting comes from a reliable source, thus creating a mutually beneficial relationship that is extended to clients.

Customization: We considers the client’s objectives from the beginning and never lose sight of them during the planning process. We facilitate the planning process so that the event ends up exactly the way you pictured it in your mind. Your personal touch is added to the experience, and felt by your guests.

Experience: Our business is events, and we have seen many event successes and some failures over the years. A collection of event knowledge and experience ensure even

the novice planner can successfully hold a memorable event. We also draw on the experiences of others by staying connected through various associations and industry groups.

meetings, luncheons, board dinners, cocktail receptions, holiday parties, and corporate meetings. Event planners have found us to be the practical “one stop shop” for all their event needs.

Convenience: With a plethora of restaurant information on file, Restaurant Events is an easy and convenient source of venue wisdom. Quickly and almost-effortlessly we can access the database and provide you with the information you need to execute your next event. Consider the time it takes to research and check availability for your functions. Now consider what you’ll do with that extra time after contacting us.

Efficiency: In addition to speeding up your planning process, we can assist you with your onsite event needs if necessary. An extra set of hands during the event can prove invaluable when unexpected occurrences arise.

Practicality: Equipped to handle group dinners, dinearounds, restaurant buyouts, custom menus, and much more, we are confident we can coordinate any type of event you may have. We know the ideal venues for product launches, fundraisers, breakfast

Event Excellence: Years of experience, trusted venue partners and a team of event professionals guarantees your event will exceed your expectations. On the Web: www.restaurantevents.ca Cynthia Fell is President of Restaurant Events. With more than a decade of experience, Restaurant Events has coordinated events ranging from 10 to 10,000 guests. Experience the ease, professionalism and savings for yourself, and call Restaurant Events at 416-516-2994.

UPCOMING

EVENTS

January 17, 2011 - Toronto International Special Events Society (ISES). Toronto Chapter. Building a High Performance Team, featuring Scott Kress. La Maquette restaurant, Toronto. January 19, 2011 - Toronto The Planner’s Speed Dating for Business. CN Tower, Toronto. January 21, 2011 - Halifax Meeting Professionals International (MPI). Atlantic Canada Chapter. Cultural Competence. Pier 21 Immigration Museum, Halifax. January 27, 2011 - Ottawa Canadian Society of Association Executives (CSAE). Ottawa Chapter. Tete-a-Tete. Westin Ottawa. February 8, 2011 - Manitoba Meeting Professionals International (MPI). Manitoba Chapter. Education Session: Collaborative Meeting Facilitation. Bill Rutherford, Sable Martlet Consulting. Holiday Inn Winnipeg South. February 8, 2011- Edmonton Canadian Society of Association Executives (CSAE). Edmonton Chapter. Breakfast Session: High Quality PR on a Budget. www.theplanner.ca | December 2010 - January 2011 |

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Here are 101 ways we have found to help you save during these tougher, more challenging times. Many planners (and a few suppliers) sent us ideas and input for this article which would not have been possible without their support. On behalf of The Planner, we thank you and believe it will be both useful and profitable.

Budgeting

1. Reduced staff in 2009 may result in billing errors. Review all invoices carefully and the master account daily. This will allow you to spot any errors on-site when the event is still fresh in everyone’s minds. 2. Budget 10% of your expenses as “contingency.” There will be unforeseen expenses in 2009 as nickel & diming will be the norm. 3. Use a calling card for telephone calls when travelling and always check the telephone rates for your hotel before using it. 4. Ask for cash discounts for up-front payments or negotiate no deposit. 5. Limit the number of authorized signatures; don’t accept charges signed by unauthorized people. 6. Seek sponsorship in all areas, make sure that they see their return on investment and feel part of the program and that they are appreciated. Also consider bartering. 7. Utilize video conferencing to hook up remote locations, saving travel costs and personal time requirements. Betty Renner, Frito Lay Canada 8. Go Green. Introducing a green strategy early on in your project planning will minimize your expenses. Relying more on e-marketing reduces postage. Delivering more information through your website, on CDs or on memory sticks reduces print costs and shipping. And while you save money you are helping to save the planet. 34

Michele Bourgeois-Doyle, National Research Council of Canada 9. Pick lesser known hotels. Rajni Bhal, BMO Capital Markets 10. Before setting a date for your meeting or conference, speak with venues! There are cost savings when you work with them on dates or days of the week that are not the high-demand time periods. If you ask them first, they can offer you choices of dates that when they are willing to work with you in regards to your budget! Flexibility of hosting activities on a day the venue is less likely to be busy does save you dollars! Angela Johnston, Westmont Hospitality Group 11. Print presentations double sided, only use color when necessary. Hold conference calls instead of travelling for meetings and buy travel passes to reduce travel spending. Mona Travale, Pepsico 12. In recent conferences, we have required delegates to pay for their own fax and long distance calls, and while we provide copiers and paper, they have to make their own copies. The demand goes down when the services aren’t provided for free! Fiona M. Bladon, International and Interparliamentary Affairs Directorate, Parliament of Canada

Site Selection

13. Arrange for the local Convention and Visitors Bureau to do the legwork in setting up your site visits. 14. Use local destinations, smaller cities

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often offer more bang for your buck! 15. Use a video camera to record what the property looks like. You can then send a copy to your organizing committee, thereby saving time and travel costs. This will also help you to remember the property for future reference. 16. Never visit a venue you won’t do business with – it is a waste of both your time and the vendor’s.

Negotiations and Contracts

17. Research your suppliers. Is there competition? How busy is the market? Are you in high, low or mid-season? Find out what they are willing to provide as “extras.” This will add value to you, but may cost little in money, effort or time to the supplier. 18. Give conservative room blocks. 19. Research the rack rates, corporate rates and internet rates. This way you will know the “best/worst case” pricing. 20. Negotiate sliding scale rates. 21. Use leverage. Have several supplier options and don’t let the supplier think that they are the only one. 22. Prepare a very detailed request for proposal. Make the supplier salivate. Make them want your business. Know and communicate the value of your business. 23. Ask for everything you want right up front, such as: Comp rate, airport transfers,

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check-in /check-out times, comp meeting space, comp rehearsal space, comp set-up/ take down, continental breakfast in the room, extended stay rates, free local calls, free office space, free or reduced parking for VIPs and staff, health club access or aerobics instructor for health breaks, late cut-off date, reduced speaker and staff room rates, same rate after cut-off date, upgrades for VIPs and staff, welcome gifts and notes. 24. Work with the hotel to fill their “hot dates” fill in their meeting space “holes”. Be flexible with your arrival and departure patterns. Can your meeting be moved from a Tuesday-Thursday to a SaturdayMonday? Find out what the hotel’s meeting patterns are. Work with them so you are not “competing for meeting space.” This will give you the buyer’s edge. 25. Build in a “protect yourself ” clause. Make sure the cancellation clause is reciprocal. What if the hotel does major disruptive renovations? Unions? Change in management and/or banner? 26. Remember, hotels are more willing to negotiate if you use a proportional amount of rooms and meeting space or if you can build up their F & B totals with on-site meals and functions. 27. Never sign a contract unless you agree with it in its entirety. Cross out or edit clauses that you do not agree with, initial it and get the supplier to initial their agreement. Remember a contract is not binding unless both parties agree.

theirs. The more details there are in writing the better. 30. Understand the contract. Never sign something you don’t fully understand and always read every word. 31. Specify the dates and times in the contract e.g. “ The cut-off date for bedroom reservations is Saturday, June 28, 2009 at 5:00 p.m.” instead of “The cut-off date is 30 days prior to the meeting.” 32. Get legal advice before signing. Don’t be penny wise and pound foolish. 33. Lock in the menu prices. If the hotel will not provide a specific menu several years in advance, at least agree that the menu prices will not increase more than a fixed percent per year.

This works well with pop and packaged foods like chips, granola bars, but can also be done with perishables like whole fruits, yogurts and other items. 41. Use tickets. Delegates exchange their tickets for seating. This will make your guarantees more accurate. 42. Ask the catering people what is labour intensive and what is easy to prepare. This will save them money which can be passed on to you, at least that’s the idea! 43. Lunch/dinner, be creative! 44. Find a local winery or microbrewery to sponsor your liquor costs. 45. Cut the cocktail time.

34. Work with national sales offices to set up on-site visits.

46. Eliminate hard liquor and mixed drinks. Have only pop, mineral water, juices, beer and wine.

Food and Beverage

47. Avoid salty foods.

35. Be very tight with your guarantees. Use your historical data; place conservative estimates; track your delegate’s preferences and patterns closely. 36. Do your homework. Crunch the numbers. Compare all pricing options on a spread sheet. Is it better to buy in bulk, by the dozen, à la carte? 37. Deal with the chef directly. Challenge them to be creative and to work with your meeting’s goals and concept within your budget. Use set menus as a guideline.

28. Get all charges listed in writing up front, then add a ‘no additional charges’ clause. These charges may include: SOCAN, how taxes apply (GST on the PST? GST on tips?), tips and service charges, labour charges (including minimum hours and minimum rates), move-in/move-out charges, set-up charges, microphones, electricity and phone hook-ups, risers, tables, chairs, couches and linen charges, easels, etc.

38. Order reduced portions – super size is out, not just for budget reasons but also for health reasons. For example, cut down on your portions by cutting danishes and donuts in half. Offer mini-muffins, mini-donuts, mini-danishes. Not everyone wants to eat a whole pastry. Offer them the option to “indulge” without the guilt of leaving half on their plate.

29. Get every detail in writing. Even though verbal contracts are legally binding, it will come down to your word against

40. Order as much as possible by consumption. Unconsumed foods and drink can be returned and not charged.

39. Centralize your break service.

48. Use leftover wine in the hospitality suite. 49. Reduce costs of bottled water consumption at tradeshow by eliminating bottled water and installing water coolers throughout the tradeshow floor instead - saves thousands of bottles from hitting landfills and saves thousands of dollars in the process. Wendy Baker, InterTAN Canada Ltd -The Source by Circuit City 50. We’ve had 1.5 day meetings where we save on hotel by having people travel in the morning (where permitted) and then meet for lunch in the hotel restaurant as a kick-off to meeting. This saves a great deal of money on the catering costs if we were to eat in the meeting room and gets the meeting off to a fun start. Jennifer Deschamps, Epicor Software Corporation 51. Cut back on the number of courses you have for your gala dinner. Most people are trying to eat more sensibly, so try a threecourse meal instead of four. It adds up on to the total food bill.

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Sandra Wood, Canadian Medical Association 52. Pick lesser-known wines. Rajni Bhal, BMO Capital Markets 53. Ask to have the dessert from the lunch menu served at the afternoon break to save costs on extra sweets. Kristina Bruce, The Canadian Payroll Association 54. If lunch is served on the last day of the meeting/conference, I usually order just a sandwich and soup buffet style. It is less expensive and a lot of travellers leave at lunch time to catch their planes home. Rachelle Fauteux, Canadian Council on Animal Care 55. Replacing bottles of juice with pitchers reduces your hospitality costs. Michele Bourgeois-Doyle, National Research Council of Canada

Registration

56. Offer early-bird discounts and an early-bird draw for attendance to the next meeting or for a physical prize that would appeal to your typical delegate. 57. Have your registration materials sponsored. 58. Before printing your registration form, try filling it out yourself. Are you missing something? Is it user-friendly? Did you have enough space to write your e-mail address? Is it clear what is included and what is not for each event? Avoid timeconsuming registration problems with this simple step. 59. Recycle name tags ... Have a small container at your conference and encourage participants to return their name tags at the end of your conference. You can reuse them again the following year. Carolyn Kitzanuk, Quebec community Newspaper Association 60. Use e-mail invitations instead of paper ones to save on both the environment and costs. Kristina Bruce, The Canadian Payroll Association 36

Room Set-ups

61. Always ask to have your room on a 24 hour basis if for more than one day and save on reset fees 62. Save money by having a buffet-style luncheon rolled into your meeting room, rather than renting a separate room for lunch. 63. Reduce the number of break-out rooms needed, saving AV and set-up costs. 64. Make sure pads and pens are complimentary, otherwise eliminate them. 65. Hold a pre-convention meeting. Run through all details, sometimes there will be a misunderstanding. It is better to clear it up now than on-site – a stitch in time saves nine.

Speakers, Entertainers and Programming

66. Use industry experts or members as speakers. Book local speakers, when possible, to save on travel expenses and avoid travel delays. 67. Use your speakers for multiple events – as a moderator, a speaker, poster session judge or as a chairman of a session. Use your entertainers for multiple events too. 68. During a national conference in 2005, I needed some mood music to create ambiance while guests arrived for a reception/dinner. I found a string quartet of students studying with an orchestra so for 90 minutes, the cost was $300. Explore up-and-coming music options for entertainment that will be a cheaper alternative than more seasoned musicians. Ruta Klicius, Canadian Council for Tobacco Control 69. Rather than print copies of the speaker’s handouts, post them on the conference Website after the event. Limited time, password access for delegates only. Lynn Buckley, Agenda Managers Inc.

Decor

70. Utilize the same decor, including the same floral centerpieces, for more than one

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portion of an event (e.g. more than one dinner or awards banquet), substantially reducing waste and costs (florals can be kept in a climate controlled room on site). Wendy Baker, InterTAN Canada Ltd -The Source by Circuit City 71. Minimize the need for decor by using sites like art galleries, theatres, and historical locations. 72. Be creative. Visit a dollar store – cheap but good for a one-time decor use. Focus decor in one area. 73. Buy simple decor items such as vases and crystal votive candle holders. It’s simple to change the look for different events by placing coloured rocks or sand in the vases or placing the candle holders on different coloured linens. This can also help reduce your flower costs by creating a celebratory look with fewer flowers. Sonia Medeiros, Heenan, Blaikie Management Ltd. 74. To save money on floral decorations, ask the florist what elements you can rent instead of purchase, and make sure to choose flowers that are in season. Melanie Hudson, Canadian Policy Research Network

Signs

75. When producing signs for annual events, buy re-useable ones for the generic signs (e.g. Registration Desk, Exhibitor check-in). The best is a coroplast sign with a plastic border around the edges that helps keep them in good condition for years of use. You can have the conference logo or branding done on these signs as well. Karen Elliott, ProPlanners 76. Use Velcro arrows for directional signs. This way you can reuse them. 77. Get a sponsor to provide the “welcome banner” and signs that are specific to that meeting and cannot be reused. 78. Request complimentary easels to be included in the hotel/venue contract.

Transport

79. While negotiating for your convention

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hotel, request complimentary limousine service for VIPs to and from the hotel. Also inquire about reserved and complimentary parking. 80. Send delegates local transit information – travel by bus, commuter train or subway for much less. Many cities have airport connections and also a green initiative. 81. Use restaurants and venues that are within walking distance. 82. In 2008, our company bought travel passes and we were able to use them for a few of our meetings (they had a one year expiry date). We were able to compare the cost of the travel pass vs the cost of a ticket. If the price of a ticket was less than the travel pass, we purchased the ticket and kept the passes for higher fares. These travel passes were also great for budgeting purposes. Isabelle Longtin, Canadian Police Association 83. Select venues that are walkable and save thousands on busing. Ground transportation adds up very quickly and you get to enjoy environmental benefits too. Sandra Wood, Canadian Medical Association 84. Book flights early to get the best rates. Carol Patterson, IBM 85. Have staff share cabs where possible – when a group is travelling, we e-mail out flight plans so people know who is on their flights. Carol Patterson, IBM 86. Avoid peak periods, have flexibility. Susan Witt, Vision 2000

Audio-visual

87. Talk with your audio-visual company and work out the cheapest way to set-up. 88. Ask for one complimentary microphone per room. 89. Just prior to the meeting, re-confirm speakers audiovisual needs as they may have originally requested equipment that is

no longer required. 90. Ask the hotel if there is a group using the same meeting room as you (before or after your meeting), and if you can piggyback the AV, thus saving on the set up costs. Danielle Andre, World Federation of Hemophilia 91. Save on AV requirements by ensuring that there are no obstructions in the meeting room, e.g. pillars that can make a difference between one or two screens. Gabriella Ciampini, Institute of Public administration of Canada 92. Everyone has heard of piggy-backing on an event that was there prior to you or after you, but has anyone spoken to the planner of the event that may be occurring concurrently to see what expenses you can share or how to reduce your expenses? This works great if you can agree on things! Michael Tryon, Canadian Planning Solutions 93. For one of my award dinners we announced trip winners. However, when we know they are not going to be attending we make a “live” call to them and have the audience listen in on the call. I used to order equipment from my AV supplier and also request an analog line (sometimes at additional costs) from the venue. In order to accomplish this, however, I recently learned that Skype (VOIP service) a free on-line phone service could be used for the same results but at no charge! Yvette Hernandez, Bank of Nova Scotia

Time Management and Work Habits

94. Do the hardest most important things first. 95. Work smarter. Delegate as much as possible. Outsource as much as you can. Can someone do it faster, cheaper and with more flare? 96. Use your network to solve problems, get the “inside scoop” about a property or a supplier, learn about unique venues and themes, find sponsorship opportunities,

locate quality suppliers and experts. The more information and guidance that you have, the easier it will be to handle “crisis” situations and to make your event the best one ever. 97. Use commute and travel times to read The Planner and listen to how-to tapes. 98. Work on your personal stress management. Eat right, exercise and get enough sleep. Take time to live and to love. The less stressed you are, the more productive you will be in the long term. Long hours and pressure will only burn you out.

Various

99. Hire a student – they bring a new fresh eye to the corporate image and are most often on the cutting edge of technology and creativity. Cynthia Bennell, DSM Conference Planning Inc 100. Giveaways – thoughts and ideas instead of merchandise, motivational sayings, inspirational ideas, poems, quotes from famous philosophers... environmental if made up on recycled paper and given in reusable bags. Kimberly Crawford, Bancroft & District Chamber of Commerce 101. For a group event, instead of paying for an event such as a tour or sports event, why not do some groundwork and do a sort of walking tour of the area. Have them identify well-known landmarks and not so well-known landmarks. Ask questions such as, what is the house specialty at a certain restaurant, have them take pictures along the way (on the road rally I did in Toronto, I handed out disposable cameras to each group with instructions of various pictures they should take. Part of the rally was to find the camera store we had prearranged to have the pictures developed). The final leg of the rally had the groups end up at the restaurant for a group dinner. This involved some advanced leg-work but our group had the best time at this and still talks about it to this day. It was also one on the cheapest events we ever did. Karen Nolan, Trimac Transportation Services Inc.

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h e a lt h

By Pierre Geoffroy, MD, CM, MSc, FCFP

Use the power of nutrition to gain optimal brain power for planning The next time you are traveling to a meeting or conference, consider what you might do to perform at peak mental capacity. Travel can adversely affect brain function. Sleep deprivation, time zone changes, lack of exercise, poor nutrition and dehydration can sabotage your mental abilities.

hile some of these may be inevitable, they may in part be offset by wisely choosing what you eat. While proper sleep, hydration, nutrition and exercise are the cornerstones of optimizing business travel, evidence indicates that certain foods may modulate mental performance. Nutrition for the brain can be considered with three perspectives in mind. The first is supplying the brain with energy, the second is supplying the brain with nutrients it needs for structural maintenance and repair and third, providing nutrients which, in the short-term, may influence brain function.

The brain needs the basic building blocks Consider this: The brain represents 2.5 percent of total body weight yet accounts for a quarter of resting metabolic energy consumption. It is exquisitely sensitive to blood flow and blood glucose and oxygen content. Witness, when blood pressure drops – as it does upon fainting – the brain shuts off. When our blood sugar levels fall 38

as in hypoglycemia, confusion, lethargy and loss of consciousness can rapidly ensue. So, first and foremost is to drink plenty of non-alcoholic, non-caffeinated, and non-sweetened drinks to avoid dehydration and prevent decreased blood pressure. Secondly, ensure a steady supply of food for the brain. That means eating regularly, or, if you are the grazing type, ensuring you always have plenty of nutritious low glycemic foods available. Nuts, whole wheat products, fruit, vegetables and low fat dairy products fit the bill. The adult brain continues to renew its neural cells. To do this, it needs basic building blocks: protein and fats. Protein needs to come from sources of complete protein. Protein is made up of amino acids and while our bodies can synthesize some, there are eight amino acids we must obtain from the diet. Hence, while bread or rice each provide protein, they are lacking in some essential amino acids and as such must be eaten along with other source of protein in order to provide for our needs. Eating toast or croissant with coffee in the morning does not provide necessary essential amino acids: add dairy products. Meat and fish provide complete protein.

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Fish is excellent brain food One of the healthiest sources of protein is also the best source of fat for the brain: Fish. Fat is essential for proper brain chemistry. In particular, the omega-3 fatty acids, which we hear so much about these days, are crucial for brain structure. For good reason: The brain is approximately 60 percent fat and omega-3s are a large proportion of this and a diet deficient in omega-3 fatty acids has been associated with a number of mental disorders. On a daily basis, brain function is dependent on a steady supply of omega-3s as demonstrated in experiments with children showing increased dietary omega 3s helped students perform better at school. When snacking, keep in mind that nuts are an excellent source of omega-3 fatty acids. Finally, keeping your mind healthy warrants consideration of anti-oxidants, those molecules that help prevent negative cellular changes due to oxidation. Oxidation is a chemical process which ‘burns the cells out’. Important oxidative stresses include meals containing lots of saturated fats (the big steak and desserts). Berries, particularly strawberries, contains lots of antioxidants and are an ideal desert.

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The effects of food on the brain

Having covered the fundamental needs of the brain, now we can consider more specific effects of foods on brain function. Brain function is dependent on communication between cells which in turn is dependent on the availability of neurotransmitters, a variety of small molecules which carry messages from cell to cell. Interestingly, levels of neurotransmitters can be influenced by diet. In particular, the precursors to some of the more important neurotransmitters involved in cognition and mood come from our diet. Perhaps the best studied example is the amino acid tryptophan. It is used in the production of serotonin. When it is abundant in the diet, it can preferentially get beyond the blood brain barrier, which maintains a distinct environment for the brain, and increase production of serotonin. The effect is familiar to us: when we have cookies in milk at night, we cause increased levels of tryptophan to entire the brain, alter serotonin production, and induce a relaxed sleepy feeling. While this may be wanted at night, it may not be in the early afternoon when you sit after a large lunch to listen to a lecture. The lesson here is, while at a meeting, keep lunch light: it is better to nibble and graze until dinner if you don’t wish to dose off. In particular, avoid high sugar foods.

Another vital neurotransmitter is acetylcholine. Low brain levels of this neurotransmitter are characteristic of Alzheimer’s disease. Choline, found in high quantities in eggs, is used for making acetylcholine. While eating eggs may not prevent Alzheimer’s disease, there is some evidence to suggest that increased choline intake may slow age-related memory loss.

Several factors affect our alertness level

Being focused, alert, and at cognitive best at a meeting is related to numerous factors. Exercise, which provides oxygen to the brain; sleep, which allows neurons to repair and replenish; hydration, which encourages a strong blood supply to the brain, all work in concert with proper nutrition to ensure you are at your best. From the nutritional point-of-view, an excellent axiom to live by is: Breakfast like a king, lunch like a queen and dinner like a pauper! This regimen will keep you from getting hungry, eating too much, and at the wrong time: it will keep you at high levels of concentration and alertness. Dr. Geoffroy is a family physician and nutritionist. In addition to research and teaching activities, he also runs a family weight management clinic. He is available to give conferences on nutrition, lifestyle and weight loss issues and can be contacted via e-mail at: pierre.geoffroy@ ontariomd.ca.

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Bilingual Canadians gain work opportunities For English Canadians willing to speak the language of Molière, job prospects have never been better, according to panelists at a recent forum hosted by the Quebec government’s Community Economic Development and Employability Committees (CEDECs). About 80 percent of Quebecers aged 18-34 are bilingual, the highest proportion in the country, said Eva Ludvig, the Quebec representative of the federal Office of the Commissioner of Official Languages. But she noted that it’s hard to get young English-speaking graduates to apply for jobs in the federal civil service because they think their French isn’t good enough. She added that massive retirements will put bilingual candidates in high demand. The forum was held in Montréal.

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planning

The pre-con : a necessary part of the all-important 5 Ps* By Don Murray, CMP

scope of your event, might be in attendance for the first stage of the pre-con: Rooms Division Manager, Reservations, Executive Chef, Concierge, Accounting, Engineering, Security and Housekeeping. Any outside contractors should also be present at the pre-con.

pre-convention meeting – or precon as it is commonly referred to – is a meeting between you, the meeting planner and the hotel staff. More often then not it is scheduled a day or two before the commencement of your event. I have also been involved in meetings when the pre-con is held on the same day – I would try to avoid that if at all possible. The purpose of the pre-con is to gather all the stakeholders together on site and focus on both the big picture and identify any possible areas of concern. Both you and the hotel staff should leave this meeting with a clearer vision of what needs to be

accomplished, who is responsible and what needs to be avoided to ensure the success of your event. There are several key players on the side of the hotel that will not only be at the pre-con but also remain for the duration of the event. They are the CSM (Convention Service Manager), who usually chairs the meeting, someone from the F&B department, usually the Maître d’Hôtel (often referred to as the Maître D) as well as your A/V contact. The Sales Manager and the General Manager will likely greet you just prior to the pre-con. The following staff members, depending on the size of venue and the overall

As you see, it is really a gathering of all the possible resources together at one time even though it may seem overwhelming when you first enter the room. It is helpful to keep in mind that everyone present should have the same goal in mind: the ultimate success of your event. As a side note, I would strongly recommend clarifying with everyone there that they will actually be on-site during your event. Simply put, if a pre-con is used as a photo-op and those attending will not be there if and when you need them, then what is the point? If those present now will not be present later then the ultimate success of your event is at risk. They say you can never communicate too much. However, if you are doing so with the wrong people then there could be a breakdown. I know I may be overstating the obvious but it is only because far too often I have lived the consequences.

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advertisements (45 percent). The survey polled people between 14 and 75 years of age. Interestingly, 64 percent of those surveyed found Internet ads to be more intrusive than those in newspapers… Speaking of reading, The Globe and Mail recently reported that national book sales had grown by 4.9 percent, and that coincidentally coincided with their planned expansion of their book section.

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Everything that you review at your pre-con is linked to the success of your event. It is of the utmost importance that everyone understands this crucial point and that they will be there during your event to guarantee a clear transfer of information.

The three parts of a pre-con The pre-con meeting is divided into three parts. The first is a general introduction by all attending members of the hotel team, including their roles and responsibilities in the hotel and specifically with reference to your event. This is followed by a general overview and introduction given by you regarding the purpose of the meeting and your general expectations. Last-minute changes can also be addressed at this point, although a more detailed review will follow later in the meeting. The next step is conducted by the CSM and it is a summary of your group’s resumé.

At this point, everyone concerned is still present as the resumé is read. This is really giving you the big picture of everything that is to take place except your individual banquet and meeting functions. It is at this point when those responsible are still present that you should address any concerns or modifications that need to be dealt with. The final stage of the pre-con is to deal with individual functions that will be occurring during your event. Everyone except the CSM, Maître d’Hôtel and A/V are excused from the meeting. A detailed look follows and each and every function is viewed and any concerns raised and appropriate modifications made.

The pre-con and the event are linked together As the pre-con goes, so goes your event – they are inextricably linked to each other. If you do not leave a pre-con meeting with

a clearer vision and the overall confidence that your event will succeed then the meeting has failed. If you do have a clearer vision and a confident outlook then not only was the pre-con a success but your event should be as well.

* Proper planning prevents poor performance. Remember it is possible to find work that is satisfying and enlightening, where you are fairly rewarded and respected for your contribution. Too many people settle for ‘ok work’ when they really long for ‘great work’. It may take some time and a bit of a stretch, but wouldn’t it be great to say “Thanks goodness it’s Monday” or at the very least, not have to say “Oh no, it’s Monday again!” Don Murray is the Operations Manager for Avtec Professional Audio-Visual Services. He can be reached at: dmurray@avtec.ca or (514) 848-9542 ext. 313.

management

By Dave Jewell, CMP

Going the third party route will save you time and money

will always be the best direction to go for that keynote address.

The path of the planner from “We have to do a meeting,” to “Whew, the final invoice has been paid!” can be a long and arduous one, cluttered with obstacles, distractions and no shortage of conflicting duties and responsibilities.

rom negotiating AV prices, to nailing down the best room rental package, few businesspeople can be pulled in multiple directions with a greater need for ever-expanding areas of expertise than a meeting planning professional. Enter The Specialist. For some meeting aspects, it can be a no-brainer to bring in

a specialist. A team-building experience with very specific goals and objectives will almost always be best led by a professional from a company with this area of expertise. For that gala event, away from the host hotel, with catered food, entertainment, décor and more, your destination management partner can be worth their weight in gold. And your favorite speaker’s bureau

Less obvious, but often of equal, if not greater importance, can be the siteselection specialist. While not new in our industry, site selection has been a component of destination management and complete meeting management services for decades, but the site selection specialty as an industry in and of itself can really be traced back fewer than 20 years. The most prevalent business model offers the planner the valuable contribution of the specialist while not increasing the planner’s budgeted expenditures, as the site-selection services are performed in exchange for the commisPAGE 42

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can be one of the most significant and overlooked byproducts of the site-selection process. While the planner may not have the reach to a substantial volume of hotels as they place programs in various markets, their specialist in site selection may enjoy a much broader contact base through the number of programs they place around the globe, and the value of that contact base can be transferred from specialist to end user in a very seamless fashion. The planner then finds they have the feeling of being welcomed back to a hotel where they are a new client, due to the previous experience of their site-selection professional and the company they represent.

sion or finder’s fee paid by the hotel to the site-selection professional. As a representative of HelmsBriscoe in the Toronto and Canadian markets for nearly six years, I have had opportunity after opportunity to share the value of what we do with the meeting planning professionals in this region and beyond. The service companies such as ours can offer and will take a monumental weight off the shoulders of the meeting planner whose other responsibilities, in conjunction with the meeting they are charged with organizing, can be formidable. From making sure all VIPs have the appropriate room category, to getting the printing of materials done on time, to verifying the arrival of boxes in the right place on the right day, to fitting appropriate room sets into the appropriate spaces, a planner can feel pulled in many directions, and a professionally-managed assist in an area of such gravity as the site-selection component of the meeting can make all the difference in that planner’s successful implementation of their program.

Benefits for plannners The reasons why a planner would use a site-selection professional can be myriad. 42

It can be a challenge for the planner to create an RFP for their program and get it into the hands of the various hotels where the program would be a good fit, only to then appropriately evaluate the responses they receive. As a result, often it is the case that fewer hotels are competing for the business, and the best possible package of rates, value and concessions might be missed. The site-selection professional has as their primary responsibility the complete and exhaustive execution of this process, thus putting the planner in the best case scenario of finding the best hotel for the various aspects of their program. Often a planner will be handling a program in a market where they are not accustomed to doing business, either within their own country or abroad in a foreign land with unfamiliar currencies and customs. In this situation, the specialist’s value can truly be appreciated, as many of the larger, global companies in this business have a network of professionals in many countries, where expertise can be harnessed in a timely and efficient manner, giving the planner a comfort level in an unfamiliar market equal to that of the markets in which they are accustomed to doing business. Additionally, the opportunity to convey to the planner that sense of “coming home” to a hotel that they enjoy with the properties they eagerly return to again and again,

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This can be of exceptional value when the planner has a program that might not immediately get the hotel’s attention (due to space/rooms ratio issues, budgetary constraints, date and timing needs, and various other reasons). Ultimately, the relationships involved in the process can often be the most significant reason a planner uses a site-selection specialist. The specialist often becomes your trusted partner in the planning process, and their knowledge about your programs often allows you to develop a shorthand language in your communications. The ability to utilize your site-selection specialist as a filter for your communications with hotel partners competing for your attention between programs can be reason enough to justify their existence. And the specialists’ ability to keep you abreast of the new and renewed product you should be taking into consideration as you plan your future programs can give you the confidence you are making the best possible for each and every program you place. If you haven’t done so already, please consider a site-selection specialist for your next program. Dave Jewell is the Regional Vice President, Canada East for HelmsBriscoe. He can be reached at djewell@helmsbriscoe.com or (416) 304-0105.