Successful Meetings - August 2008 - (Page 31)

include: Air, hotel, ground transportation, and miscellaneous. AIR: A threshold must be established for air over which a traveler must consider a connection, alternate airport or time frame, low-cost carrier or non-preferred airline, or different pattern (for example, running the meeting over part or all of a weekend). Determine which airline tickets must be purchased through your travel management company or meeting planning department or firm. For example, can the board go outside of these entities and submit payment for reimbursement or do you want that control and leverage? When should attendees use your organization’s online system or call in to make travel arrangements? What are your preferred airlines and when and why should travelers and planners consider them? Define expectations. the location, is free parking offered or is there a valet or self-parking fee imposed by property? Be sure to communicate pricing, options, and policies to travelers. MISCELLANEOUS: Discuss food and beverage expectations and make costcutting suggestions such as beer and wine versus a full open bar, hearty hors d’oeuvres instead of dinner, box lunch in lieu of a buffet, as well as which tier of food and beverage to select and when. Suggest meeting space alternatives that can save money, such as less expensive room setups or negotiating for free room rental. Audiovisual needs are on the rise and requiring coordination, alternate suppliers, and other items can reduce cost. Define the rules for marketing and communication costs, entertainment, parking, gratuities, and activities like golf to reduce costs and enhance your ability to ensure better service and availability. NKY_4.5 x 4.75_SM_Ad1.ai 6/26/08 Consider the following questions: Have you clearly defined the pricing thresholds for every component of the meeting to ensure the best value for each selection? Are there written procedures in place so that someone managing a meeting for the first time can gain valuable best practices and direction to ensure the best value? Can this piece also be used as a training manual for new planners? Does your meeting management team and travel team work together on these items to ensure leverage and the benefits of great policies and procedures? Next month: Developing policies for procedures and payments. Michael MacNair owns MacNair Travel Management, a travel and leadership consulting firm in Alexandria, VA. A regular industry spokesperson and author of the book Smooth Landings, MacNair conducts travel management seminars, sharing best practices. To contact him, visit www.macnairtravel.com. 1:33:33 PM HOTEL: Define the hotel brand type (deluxe, upscale, mid-priced, value), per diem, or budgets for transient and meeting travel that consider the total scope of the meeting (room, food and beverage costs, meeting room rental, parking, etc.). Suggest or define expectations on changing locales to less expensive cities. According to Runzheimer International, the top five per diem cities are, not surprisingly, New York, Washington, DC, Chicago, Boston, and San Francisco. Discuss when to consider a resort or use more consumer-oriented properties. Both travelers and planners should consider what amenities will be free and which ones may come at a cost (Internet usage, breakfast, resort fees, etc.). GROUND TRANSPORTATION: Talk about when to rent a car or take taxis, and use hotel locations to your advantage. Suggest booking near airports or mass transit. If your organization does not have required suppliers, identify and suggest companies for rental cars, limos, and buses. Can you negotiate a special organization rate as part of the meeting package? For those driving to SUCCESSFUL MEETINGS AUGUST 2008 MUN.. U ICH’S HO RA HOFBRAUHAUS original 400+ year-old Where else would BREWERY RE R nkycvb.com/SM locate its ﬁrst franchise ? 31 http://www.macnairtravel.com http://nkycvb.com/SM

Table of Contents Feed for the Digital Edition of Successful Meetings - August 2008

Successful Meetings - August 2008 Contents Editor's Note Industry Trends Industry Events On the Record Technology Calendar Websites of the Month Personal Success Technology Talk Food & Beverage Pre-Event On Site Tools of the Trade Pre-Event Crude Awakening Oil’s Well Betting on Development The Stuff Dreams Are Made Of No Spa, No Dice New & Improved Bean Counting Places & Spaces Cleveland Palm Springs, Desert Resorts Midwest Meetings San Antonio Yucatan Peninsula Gurus

Successful Meetings - August 2008

For optimal viewing of this digital publication, please enable JavaScript and then refresh the page. If you would like to try to load the digital publication without using Flash Player detection, please click here.