Challenges / Problems Facing Corporate & Association Planners

Challenges / Problems Facing Corporate

& Association PlannersDeb Lang, CME, Corporate Convention & Meeting

MgrWells’ Dairy, Inc.

Le Mars, IA

Nancy Herselius, CMP, Independent PlannerCreative Meetings & Events, LLC

Bondurant, IA

Association Challenges / Problems

We will cover four different topics –1.Membership and the impact on

meetings2.Increasing costs and the impact on

budgets3.Equitable contracts4.Space needs – guest rooms versus

meeting space ratios

What does your membership look like for the past five years?

Membership down?

Conference attendance down?

How do you negotiate contracts four or more years out?

Increasing Costs and the Impact on MeetingsBudgets are down.

You are asked to provide more with less money.

There is a need to be creative with budget items.

Members and other attendees are less willing to pay high registration rates but still expect the same type of experience at meetings and events.

What do you do?

What are the biggest cost factors affecting meetings and events in the 21st century?

Facilities

What are the biggest cost factors affecting meetings and events in the 21st century?

Facilities Transportation

What are the biggest cost factors affecting meetings and events in the 21st century?

Facilities Transportation Food and Beverage

What are the biggest cost factors affecting meetings and events in the 21st century?

Facilities Transportation Food and Beverage Audiovisual Equipment

What are the biggest cost factors affecting meetings and events in the 21st century?

Facilities Transportation Food and Beverage Audiovisual Equipment Attrition

Paper Explosion!!!

Paperless Society???

Facility Contracts

Equitable to ALL Parties?

Facility Contracts

Equitable to ALL Parties?

All costs up front or are some hidden?

Important Contract Clauses

Walk ClauseAttritionCancellationForce MajeureArbitrationChange of OwnershipConstruction or RemodelingOthers?

Do you ever feel like you are “out of this world” when searching for the right city and facility for a meeting or event?

More meeting facilities are being built or renovated every year. Planners have many options.

Hotels in Las Vegas, for example, require so many rooms nights blocked for so many square feet of space.

You have a meeting that is very space intensive but doesn’t meet the required number of nights. How do you handle this?

Corporate Challenges/Problems

Communication Knowing and understanding your group

Site selectionsLocationAttendees

Increasing costs and budgetsContractsProving your worth!

Are You a Psychic?

Groups & Site Selection

Who is attending?Is this a one day or a multiple day meeting?Is the location important?Objective of meetingAV companyTransportation

Do More with Less! Budget restrictions Escalating hotel costs Food & beverage

costs/options Airfare AV charges Service charges

Contracts

Working with the legal departmentMaking sure it is a win/win for both partiesAttrition chargesAddendums

Prove Your Worth

Questions???!!!

Contact Information

Deb Lang- dllang@bluebunny.com

Nancy Herselius- nherselius@msn.com