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Developing Content and Planning an Effective Meeting
Matt Riley, NCRA Senior Director, Professional Development
Matt Riley
• Senior Director, Professional Development– Meetings– School Support– Continuing Ed.– Testing and Certification
Learning Objectives
• After this seminar, you will be able to:– Understand the basics of hotel
negotiations and the current state of the hospitality industry.
– Effectively focus your content planning efforts.
– Successfully handle the administrative aspects of hosting a convention or seminar.
Hotel Negotiations
“In business as in life, you don't get what you deserve, you get what you
negotiate.”-Dr. Chester L. Karass, Author
Hotel Negotiation Basics
• Who is handling your site selection and contract negotiation?• What are your challenges? • What do you want to learn?
Hotel Terminology: A Crash Course
• RevPAR: Revenue per Available Room
• ADR: Average Daily Rate• Occupancy• Transient/Leisure Travel• Business Travel
What Does This Mean?
• Book your contracts as soon as possible.
• As the financial picture brightens for hotels, negotiating will become more challenging.
• Business that hotels found attractive in the past may be reevaluated.
• Relationships and history still matter.
Tips for Negotiating in a Tough Market
• Understand your negotiating position.
• Prioritize and know your goals coming in.
• Cultivate an air of transparency and ask questions to get to win-win.
• Consider carefully before spending your negotiating capital on “flexibility.”
Common Negotiation PointsItem Description Negotiation TipsRoom Block The number of rooms
that the group is obligated to fill.
The history of the event is key here. Also, generally 15-20% slippage may be allowed before attrition.
Dates The dates over which the event will be held. May be flexible in negotiation.
Groups tend to underestimate how important flexibility here can be to the hotel.
Rates The nightly room rate. Negotiated rates may very for attendees vs. staff, key volunteers, etc.
Common Negotiation PointsItem Description Negotiation TipsSpace The meeting space
the hotel is obligated to hold for the group.
Hotels value an even ratio between meeting space and sleeping room block.
Room Rental Any fees paid by the group in exchange for meeting space.
This should normally be waived unless the meeting space needs vastly outweigh the room block.
F&B Minimum
A minimum obligation the group agrees to spend on food and beverage.
This is a balancing act. Too low and hotels don’t want the business. Too high can be disastrous.
Other Concessions
• 1 comp per 40 room nights• Room upgrades and amenities• Comps/discounts: A/V, F&B, spa,
parking, wifi, etc.• Group rate available pre/post• Anything (within reason) that will
make your event more successful and better-attended
Content Planning
“Tell me and I forget. Teach me and I remember. Involve me and I learn.”
-Benjamin Franklin
Instructional Design
Analyze Design Develop Implement
Evaluate
Source: Core Competencies in Association Professional Development, ASAE, 2005
Instructional Design
• Analyze– Identify the need, the target audience,
and the delivery model• Design– Determine learning objectives,
sequence/structure, pre-requisites, etc.
– Create course description.
Learning Objectives
• After this seminar, you will be able to:– Understand the basics of hotel
negotiations and the current state of the hospitality industry.
– Effectively focus your content planning efforts.
– Successfully negotiate the administrative aspects of hosting a convention or seminar.
Key Design Principles
• The motivated learner incorporates information and concepts more effectively.
• Active participation by the learner tends to result in higher quality learning.
• Problem solving fosters both motivation and involvement.
• Repetition and reinforcement aid retention.
• Rewards and positive feedback help to promote learning.
Source: Association Educator’s Toolkit, ASAE
Instructional Design
• Develop– Flesh out presenters, written
materials, exercises, etc.• Implement– Execute the plan.
• Evaluate– Test the learning objectives.– Collect feedback for the future.
Instructional Design
Analyze Design Develop Implement
Evaluate
Source: Core Competencies in Association Professional Development, 2005
Emerging Trends in Adult Education
• Learner-centric education• The “flipped classroom”• Gamification and game-based
learning• Peer-to-peer
learning
PollEverywhere• Mobile polling software – make
those mobile devices your friend!• www.polleverywhere.com –
25/50/100 responses for free/$19/$79 per month.
Crowd Mics
• Turn attendees’ phones into mics.• Bandwidth-intensive, make sure to test this
one.• www.crowdmics.com – free to try,
negotiable up to $400 per event.
Catchbox• Throw-able microphone.• Especially good for breakouts; Avoid
meal/drink functions…• Models for both wireless lavalieres and
standalone.• www.getcatchbox.com - $500-600
Types of CreditCredit Type Defined By Measures Formula
Continuing Education Units (CEUs)
ACCET (Universal)
Formal learning based on hours.
0.1 CEU = 1hr
Professional Development Credits (PDCs)
CAPR (NCRA) Activities that contribute to prof. dev. but don’t count as CEUs
0.25 PDC per activity (varies)
Technology CEUs
CAPR (NCRA) CEUs within the area of technology
Same as CEU
Certification RequirementsNCRA Credential(s) Credit(s) Required per
CycleRPR, RMR, RDR, CRR, CBC, CCP, CRI, MCRI, CMRS
3.0 total credits, at least 2.0 of which must be CEUs
CLVS 1.0 CEU
Trial Presentation Professional Certificate, Realtime Systems Administrator Certificate
1.0 CEU within the category of technology CEUs
Approval TypesType Program
TypePre Post Cost
Pre-Approval Fixed Date and Time
Application (at least 60 days prior), may list CEUs
Attendance Report (within 30 days after)
$150/200 application fee, no fee for timely attendance report
Pre-Qualification
On-Demand
Application (at least 60 days prior), may list CEUs
Individual CEU Credit Request
$150/200 application fee, $40/50 credit request fee
No Approval Any Nothing, may NOT list CEUs
Individual CEU Credit Request
$40/50 credit request fee
DEADLINES!
• Pre-Approvals/Pre-Auth.: due at least 60 days prior to the first day of the event.
• Cancellations: due at least 30 days prior to the event, 50% refund of fee.
• Attendance Reports: due within 30 days after the last day of the event.
• Late Fee: $15 per day
For Each Session
• Title• Date, Start/End Time, and Number of
Hours• Presenter• Presenter’s Bio/Resume/CV• Course Description including learning
objectives• More Information Means Faster
Approval