Meeting News - January 7, 2008 - (Page 47)

MN Webcast Report Connecting the dots on the links for golf meetings G olf events can be fun, but how does a planner translate the good times into ROI? This was the question at the MeetingNews Webcast “Maximize Your Business Golf Meetings and Increase ROI Immediately,” held Dec. 6. Vincent Alonzo, editor-in-chief of MN sister publication Successful Meetings, kicked off the discussion by framing what tasks should be accomplished at what stage prior to the tournament in order for the event to have maximum impact. Six months out, planners ought to consult with the CVB for help in locating food and beverage suppliers, tracking down potential sponsors, purchasing gifts and awards, and evaluating entertainment options. Alonzo also noted the value of constructing a tournament website at this stage, which helps with attendee registration, generating interest, extending the life of the event and—perhaps most importantly—adding value for sponsors. When pitching potential sponsors, planners often overstate the exposure the spon- sor will receive, so providing an additional opportunity is a valuable supplement. Four months prior to the event, planners should contact the pro shop to confirm that the course is still available, choose a playing and scoring format, and finalize contracts with major suppliers, such as those for ground transportation and F&B. Alonzo added that when evaluating F&B options, planners should consider heavy hors d’oeuvres in lieu of a long sit-down dinner, which can deflate the energy of the day and prevent attendees from mingling with people they did not have an opportunity to play with during the tournament. A consultation with the pro shop is also in order two months before the event, at which time planners should share all pertinent attendee information. This is also the time to order apparel, merchandise, and trophies and to settle on entertainment for both on the course and at the awards banquet. One month out, planners should follow up on small but important details, such an ensuring that all participants are in an appropriate foursome and that the ancillary activities of the day—especially those involving sponsorships—are set. When the big day arrives, Alonzo reminded that planners must ensure that sponsors live up to their commitments, but also that their organizations fulfill their obligations to sponsors. It’s also vital to troubleshoot the course for problems; planners should enlist a staff member to walk the course periodically and check that the tournament is running smoothly. Later in the webcast, a similar workflow was offered by panelist Eddie Smith, president and founder of Infinity Sports Marketing Inc., in Jupiter, FL. Smith presented a grid with details of what should be accomplished well in advance of the tournament, the day before the event, and tournament day; this grid can be downloaded at www.mimegasite.com/golfworkflow. H —Kinley Levack O g Ja nin pe n y2 uar 008 A World-Class Golf Experience, The Bahamas’ Finest! The “Shark’s T eeth” Play Mysterious Blue Holes See Historic Colonial Plantation Visit A Serene T ropical Setting Enjoy Experience World-Class Hospitality Enjoy your time in the Bahamas while our event planners and golf professionals plan, coordinate and execute your golf event. Leave everything to us. We know when an event calls for prompt expedience or laid back observance of “island time.” Call 866-913-1872 or e-mail: cjones@bluesharkgolf.com Nassau, Bahamas www.meetingnews.com January 7, 2008 MeetingNews 47 http://www.mimegasite.com/mimegasite/events/webcasts.jsp http://www.mimegasite.com/mimegasite/events/webcasts.jsp http://www.mimegasite.com/mimegasite/events/webcasts.jsp http://www.mimegasite.com/golfworkflow http://www.meetingnews.com

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Meeting News - January 7, 2008

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