Meeting News - August 11, 2008 - (Page 54)

chapter 3 2008 meeting planners handbook The Bam Factor: Food & Beverage Ideas That Wow Attendees “Make wine and food your marketing partner,” said Michael Green, CEO and creative director of Liquid Assets Consulting Group, and Gourmet magazine’s wine consultant, during a recent MeetingNews Webcast called “The Bam Factor.” Green encouraged planners to get inspired by three elements: 1) reason (e.g., an event celebrating expanding markets using food and wines from those areas, or a women-in-business event featuring the food of female chefs), 2) season (e.g., a rose inspired menu for a February event or a “Made in America”menu for a July program), and 3) region (e.g., a tour of the great hot dog stands of Chicago). Other ideas Green loves include creating and branding a specialty drink for the evening and looking to restaurants for ideas that translate to larger groups, such as foam as a garnish, edible menus, or studies of a particular ingredient (e.g., apple prepared three ways). Finish the evening on a high note by giving guests a small thank you gift, such as truffles or a muffin for the following morning, and include the evening’s menu, as well as any appropriate literature or promotional materials. Arlene Sheff ’s rapid-fire presentation is well received for its rich variety of photographs highlighting everything from watermelon carved into cups filled with flavored sour cream and topped with berries, to candelabras displaying fresh whole fruits, to ice cream cones filled with chocolate mousse in lieu of candles. And, for a real treat, Sheff, senior meeting and event planner for the Boeing Co., showed an intermezzo of sorbet served in individual ice sculptures. Sheff is an advocate of simple, creative strategies, as well. For short breaks, trail mix in takeout-style containers allow attendees to bring snacks back to the meeting room. And, try do-ityourself bagged lunches, where attendees receive a paper sack, then choose from wrapped half-sandwiches, assorted whole fruits, sodas, and other items to create their own meals. Panelist Rayna Katz,MN’s executive editor, noted that chefs are usually more than willing to help craft a unique and special menu because they know that “a satisfied customer is a potential repeat customer.” She added that most chefs love to run with themes and work best when they know as much as possible about the group. “After you provide the information, it’s a good idea to listen to what your chef has to say,” said Katz. And, because budget is always a concern, be up front with the host property. Jordan Clark, vice president of Las Vegas sales for Harrah’s Entertainment, recommended laying out your budget first, then explaining what the meeting or event is designed to accomplish. The menu is a place to start, he said, and going offmenu does not have to be more expensive—as long as everyone involved is on the same page regarding goals and expectations. —Kinley Levack Planner’s Checklist Bill Kubiak, director of national accounts for Swank Audio Visuals, offered several tech tips that no planner should be without: u If you weren’t happy with the audiovisual supplier you had at the last meeting, don’t use its specs for your next program. Put together your team and build the program around your new goals. u Watch out for penalty clauses in hotel contracts regarding AV. Some hotels will charge fees if you bring in an outside vendor. Also, make sure you know if there are fees for security, electricity, sound system patches, dock access, rigging, etc. Know what you are committing to, and do some negotiating before you sign. u Talk to your technical consultant before signing a contract with big-name entertainment or celebrities.The fee for the talent is only one piece of the equation. The rider (technical specifications, hospitality requirements, travel arrangements, etc.) is the other half and can cost as much or more than the entertainment. u Don’t skip the rehearsal! The ultimate goal of the technical crew is to produce an error-free program.To accomplish this, the crew needs to know what to expect along with the presenter(s) and/or talent. Make sure the rehearsal is included in the production schedule. More and more people are getting tech-savvy; they have surroundsound systems, large-screen TVs, DVRs, etc, in their homes. Concerts, live theater, and television programs all use sophisticated video systems, intelligent lighting, and special effects.The use of this technology sets the bar higher.To keep your audience engaged, you may need to utilize more than just a simple screen, projector, and PowerPoint presentation. Bill Kubiak Taking Audiovisual Preparation To Heart I’m certainly no tech guru—I occasionally fail to scrutinize the technical elements of my programs during the planning process. So when I am on site and experience audiovisual hiccups, I’m left wishing I had a better tech education. Minutes before the opening presentation at a Successful Meetings University event last year, the audiovisual tech hadn’t arrived. I checked with the conference services manager for additional backup but was told there was no one else in the building that could assist. Although the equipment was set up from the night before, I had no idea what buttons to push to get everything up and running. I was frantic. At that moment, I realized I needed a solid AV primer—so that if I were ever caught in this situation again, I would be prepared. www.meetingnews.com 54 MeetingNews August 11, 2008 http://www.meetingnews.com

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Meeting News - August 11, 2008

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