Gaining Definitive Control of your Strategic Meeting Management ProgramRogue Travelers are Bad, But,Rogue Meeting Planners are Worse

Going Rogue…a true story

Travel / Meeting Ecosystem is Changing – AGAIN!

Travelers are changing, travel suppliers are changing, travel itself is changing, and the world is changing - economically and geopolitically

And, meetings / event management is changing

Therefore, Corporate Meeting Manager skill sets must change too!

Strategic Meetings Management (SMM) is the enterprise-wide management of all meeting-related functions with the goal of achieving business objectives such as savings, risk mitigation and improved service. Source: GBTA

SMM

FREQ

UEN

CY

COMPLEXITY

Road ShowsSeminars

Workshops

Trainings

Forums

Banquets

Conferences

Fundraisers

Galas

Expos

Exhibitions

Conventions

Symposiums

Low

Hig

h

Low High

Role of the Meetings Manager

• Protect the corporate reputation

• Contribute to shareholder / investor value

Priority #1a & 1b

Role of the Meetings Manager

Ensure compliance & governance and manage risk

Priority #2

Compliance

Laws

Rules

Regulations

Directives

Policy

Governance

Code of Business Conduct

Audit

FCPA

Risk

Duty of Care

Risk Oversight

Role of the Meetings Manager

Enhance Employee Capital

Priority #3

• Time

• Productivity

• Duty of Care (Safety & Security)

• Communication

Role of the Meetings Manager

Be the Meeting SME

Priority# 4

• Run your department in a professional manner

• Ensure your departmentstrategy is aligned with the corporate strategy

• Implement effective management and operational controls

Relentlessly Control Expenses

• Closely manage yourdepartment’s P & L

• Know your business andyour numbers

• Utilize effective KPI’s andBusiness Intelligence

• Develop plan-oriented budgeting• Track, measure, quantify and report

Role of the Meetings ManagerPriority# 5

So, what does an out-of-control, $800,000-plus meeting in Las Vegas get you?

Congressional Investigation and the Loss of Your Job

Developing & Managing A Successful

Meetings Policy

Objective Manage the Corporate meetings function through a smart, responsible, and disciplined approach to Strategic Meetings Management

Overall GoalDevelop a clear, concise Strategic Meetings Management policy that serves the internal customer, and protects the corporate reputation and shareholder value

Key Fundamentals

Manage compliance and governance, control and contain all meeting spend elements, and ensure meeting attendee safety and security (Duty of Care)

Process Identify internal meeting demand drivers, involve SME’s and key stakeholders, write the policy, gain executive endorsement, and implement

Strategic Meeting Management Policy Landscape

1. Executive endorsement – and approval2. Mandatory use of the Meetings Department – clearly delineated3. Covers all areas of meeting spend control4. Clear communication of the Meeting Policy5. Strong commitment of meetings management excellence

to internal customers6. Internal processes for meetings management 7. Clearly defined channels of communication for all meetings8. Spend management – budget versus actual, and

approved change orders9. Post-meeting assessment – Reporting, financials, customer

feedback and satisfaction

Best Practices of a Clearly Defined Meeting Policy9

Key Elements of a SMM Program

• Strong Strategic Meeting Policy• Meeting Budget (Pre-Packaged

Pro-Forma)• Sourcing Strategy Plan• Technology (Cvent)• RFP • Duty of Care• Negotiations• Contract (Template)• Meeting Management Process• Reconciliation/Reporting

• Enhanced Meeting Detail• Communications• Notes• SME Assignments• Negotiation Documentation• Budget (Actuals vs Budget)• Contract Management• Meeting Plan• Post Meeting Results Review

Drives ExpandedMeetingPlanning

Documentation

Key Elements Meeting Playbook

Non-Professional vs. Professional

Internal Rogue Meeting PlannersFiefdoms

SMM TeamThe Great Disrupters

• Diverse Corporate Groups• Success Management (Claim to Fame)

• You don’t know what we do, or need• We can do it cheaper (Right!!!)• We can do it faster (Ouch!!!)• We have existing relationships that we

don’t want to loose (can you say “gifts and gratuities”)

• We have fun doing it (AKA vacation)• We use technology (PP Excel)

• Cohesive Structured SMM Team• Success Management (Professionals)

• Compliance and governance• Risk mitigation• Business Intelligence

• Budgets and spend visibility• Leverage spend to control expenses• Reporting• Post meeting review based on true, pure,

transparency• Strong Contractual Agreements• Cutting Edge Meeting Technology (Cvent)

SMM

Synchronizing People, Venues and

Quality Processes

TechnologyIncrementalization is innovations worst enemy! You don’t want

continuous improvement, you want radical change.Wal-Mart ISD

Use technology to your benefit

TechnologyIncrementalization is innovations worst enemy! You don’t want

continuous improvement, you want radical change.Wal-Mart ISD

Use technology to your benefit

BudgetingDevelop a pro-forma budget template

• Utilize your SME’s – including travel• Account for all meeting expense categories

Develop a budget for each meeting• Use historical business intelligence• Gain budget approval before signing any contracts/agreements• Hold suppliers accountable for budgets• Manage change orders• Closely track all expenses to the approved budget

Perform a post-meeting assessment and budget reconciliation• Stakeholder• Management Leadership• Savings driven

Top Categories for Meeting Expenses

• Accommodations• Food and Beverage• Audio Visual• Bar• Gratuities

If you don’t control your expenses, you’ll go out of business.David Glass – Former CEO, Wal-Mart Stores, Inc.

Negotiations• Everything is negotiable

• Be a tough – but fair – negotiator

• Clearly delineate your meeting requirements and objectives to the venue

• Maintain an arms length relationship with suppliers / properties / venues

• Always consider 3 – 5 venues for each meeting / event

• Never project your emotions when viewing properties – don’t reveal your position

• It’s not embarrassing to walk away from negotiations – you have a fiduciary responsibility to control the corporate dollars

• Use your SME’s - to your advantage

• The lowest bidder is not necessarily the best choice

Know your suppliers better than they know themselves and their business. Preparation is the key to success.Duane C. Futch

Duty of Care• Embrace Duty of Care

The moral and legal obligations of employers to their employees, contractors, volunteers and related family members in maintaining their well-being, security and safety when working, posted on international assignments or working in remote areas of their home country.

Definition provided by International SOS.

• Americans with Disabilities Act

• Required licenses and permits are governed by State, and local laws

• Business Licenses• Certificate of Occupancy• Health Department – Retail Food• Liquor Licenses – Retail Sales

• Employee Identification Number (EIN)

• Sign Permits• Pyrotechnics• Cannabis Use Permit

Some Serious SuggestionsDon’t fall for the site visit – take your time and don’t be rushed

Don’t believe anything the sales team says – verify and validate

Take copious notes of all conversations with suppliers

Ask the tough questions, Remember, you represent the Company

Get everything in writing – and into the contract

Welcome to Sierra InnMinot, North Dakota

Meeting Leadership RealitiesManage your business in a disciplined, innovative, and compliant manner – it’s about attention to detail

Have a great mentor and knowledgeable SME’s expertise and guidance

Broaden your skill sets – get educated, continuously

Differentiate yourself – especially fromany predecessor

Trust your team – they are your most valuable asset

Questions?

Duane C. FutchExecutive Vice PresidentPartnership Travel Consulting, LLCduane@partnershiptc.com479-531-6642

Thank You