The Complete Idiot's Guide to Meeting & Event Planning, 2E

by Johnson Golabowski, Lynn; Craven, Robin E.

• ISBN13: 9781592574629
• ISBN10: 1592574629
• Edition: 2nd
• Format: Paperback
• Copyright: 2006-03-07
• Publisher: DK Publishing, Inc.

Summary

First published in April 2001, The Complete Idiot's Guide to Meeting and Event Planningwas the first major series book published on this topic. Since then, although additional titles have come along, this book remains the best-selling book in the category. Written by meeting and event professionals, this title not only gives meeting planners practical tips, tactics, and advice for putting together successful events, but also the professional terminology, reporting forms, and event strategies. Now, fully updated and expanded, The Complete Idiot's Guide to Meeting and Event Planning, Second Edition, takes meeting planning to the next level. People new to this topic often learn the hard way about budget planning, negotiations for meeting space and food, room setup, and planning programs.

Table of Contents

Part 1: Bird's-Eye View	1	(82)
What Is a Meeting or Event, Anyway?	3	(12)
Meetings Are Big Business	4	(1)
Who Are These Planning Professionals?	4	(3)
Determining the Purpose of a Meeting or Event	7	(1)
What Are Meetings, and What Are Events?	7	(1)
For-Profit and Not-for-Profit Perspectives	8	(1)
The Sarbanes-Oxley Act (SOX)	9	(1)
Least Common Denominators	10	(5)
The Right Timing: Date and Time	10	(1)
The Right Place: Venue	10	(1)
The Right People: Attendees	11	(1)
The Right Message: Speakers	11	(1)
The Right Scoop: Agenda	12	(3)
Goals and Objectives: Critical from the Start	15	(12)
Why Bother with Goals and Objectives?	16	(2)
The Big Picture: Goals	17	(1)
The Smaller Picture: Objectives	18	(1)
Getting Down to Work	18	(5)
Scenario #1: Happy Camper Company	19	(2)
Scenario #2: Big Association of Rare Cat Owners (BARCO)	21	(2)
Roll Up Your Sleeves	23	(2)
What? More Objectives?	23	(1)
The Preliminary Agenda	23	(1)
Continued Support from the Planning Committee	24	(1)
Who's the Boss?	25	(2)
Time to Evaluate: Was It Worth It?	27	(10)
Who Cares?	28	(2)
The Attendee: I've Gotta Attend Another Meeting?	28	(1)
The Planner: I've Gotta Plan Another Meeting?	29	(1)
The Sponsor: I've Gotta Fund Another Meeting?	30	(1)
Measuring Return on Investment (ROI)	30	(2)
Hard Dollars and Sense	31	(1)
When Losing Money Makes Cents	32	(1)
Measure the Success of Your Meeting	32	(3)
Evaluation Forms	33	(1)
Audience Response System	34	(1)
Keeping Up with History	34	(1)
Exhibitor Perspective	34	(1)
Use the Information!	35	(2)
Meeting Industry Resources: Who Ya Gonna Call?	37	(10)
Websites	38	(1)
Associations	38	(2)
Trade and Other Publications	40	(1)
Convention and Visitor Bureaus (CVBs)	41	(1)
Destination Management Companies (DMCs)	42	(1)
To CVB or DMC?	42	(1)
National or Global Sales Offices (NSOs/GSOs)	43	(1)
Industry Experts	44	(1)
MeetingsCoach	44	(1)
MIMlist Meeting Matters	44	(1)
Weblogs (``Blogs'')	45	(1)
Meeting Management Companies (MMCs)	45	(2)
Planning and Technology: Soft-Where? World-Wide-What?	47	(12)
Do It Yourself	48	(2)
Meeting and Event Management Packages	50	(4)
Registration and a Whole Lot More	50	(2)
Room Diagramming	52	(1)
Name Badges	53	(1)
Site Selection Online	54	(1)
Other Online Resources	55	(1)
Current Trends of the Trade	55	(4)
The Registration Process	55	(1)
Site Inspections	56	(1)
Templates and Toolsets	56	(1)
Meetings That Are Not Face to Face	56	(3)
Focus on the Special Event	59	(14)
A Smorgasbord of Events	60	(1)
Making the Event Memorable	60	(1)
More Than Little Drink Umbrellas: The Theme	61	(5)
Think Outside the Box	62	(1)
Checklist for Events at Alternative Venues	62	(4)
A Marriage Made in Sponsorship Heaven	66	(2)
``Fun''--Raising	68	(1)
Four Key Considerations	69	(4)
Master Schedule	69	(1)
Contingency Plans: Risk Management and Safety	69	(1)
Entertainment	70	(1)
Volunteers	70	(3)
Supplier Secrets No More: Where Communication Is Key	73	(10)
Initial Contact	74	(4)
Your Business Under a Microscope	78	(2)
Hotel Tag Teams	80	(1)
The Details, Please	81	(1)
Sales Managers Just Wine and Dine---Not!	81	(2)
Part 2: First Things First	83	(90)
Creating and Following a Timeline	85	(12)
Timeline Types	86	(1)
Key Elements, Key Dates	87	(5)
Begin at the End	92	(2)
Stay on Track	94	(3)
Budgeting: Dollars and Common Sense	97	(12)
Everything Has a Price	98	(2)
Big Ticket Items: Up for Bid	100	(1)
Building a Budget	101	(6)
Expenses	102	(1)
Fixed vs. Variable Costs	103	(3)
Revenue	106	(1)
Cost-Saving Ideas	107	(2)
Site Selection and RFPs	109	(12)
It's All About Location	109	(2)
Write the Right RFP	111	(5)
Meeting/Event Scoop	112	(2)
RFP by Fax, Snail Mail, E-Mail, or Online?	114	(1)
Ask and You May Receive	114	(2)
Special Accommodations	116	(1)
The Americans with Disabilities Act (ADA)	116	(1)
See It Up Close and Personal	116	(2)
Guided Tours	117	(1)
Front of the House	117	(1)
Back of the House	118	(1)
Site Checklist	118	(1)
Virtual Inspections and Colleague Recommendations	118	(1)
Decisions, Decisions, Decisions	118	(3)
Inform the Suppliers	119	(1)
Announce Your Decision	119	(2)
Negotiating the Best Deal	121	(12)
Vendors You Need	122	(1)
Needs, Wants, and Everything in Between	123	(1)
Everything's Negotiable (Almost)	123	(5)
Attrition	124	(1)
Meeting Room Rental	125	(1)
Unexpected Charges	126	(2)
Written Documents	128	(1)
Non-Negotiables	128	(5)
Music Licensing	128	(1)
Service Charges, Gratuities, and Uncle Sam	129	(1)
Insurance	130	(3)
Hotel Contracts: Signing on the Dotted Line	133	(18)
It's More Than Dates, Rates, and Space	134	(1)
General Provisions and Guestroom Issues	135	(4)
Meeting/Event Space Provisions	139	(1)
Food and Beverage	140	(3)
Understanding Contract Damages	141	(1)
General Contract Damage Rules	142	(1)
Exhibit Space Provisions	143	(1)
Cancellation or Termination?	143	(3)
Beyond Your Control	146	(1)
People Provisions	147	(1)
More Legal Terminology	147	(4)
Marketing--Early and Often	151	(10)
The Marketing Message	152	(1)
Marketing Philosophy	152	(2)
Scenario #1: You Have to Attend the Sales Meeting	153	(1)
Scenario #2: Please Come to This Meeting	153	(1)
Getting the Word Out	154	(4)
Hard Copy	155	(1)
Promotions in Cyberspace	156	(1)
Ads	157	(1)
Media	158	(1)
Partnering: If You Can't Beat 'Em, Join 'Em	158	(1)
Timing Is Key	158	(3)
Exhibits and Expositions: Should You Do It?	161	(12)
Exposition or Tradeshow?	162	(1)
Weighing the Options	162	(5)
Location, Location, Location (Again)	163	(1)
How Facilities Sell Exhibit Space	164	(1)
How to Sell Space to Exhibitors	165	(1)
Exposition Services Contractor (ESC)	165	(2)
Determining Potential Exhibitors	167	(1)
The Exhibit Prospectus	167	(2)
Rules and Regs	169	(1)
Issues Onsite	169	(4)
Set Up and Move In	169	(1)
The Hook	170	(1)
Tear Down and Move Out	171	(1)
Got the Itch? Want to Learn More?	172	(1)
Part 3: Care and Feeding	173	(90)
The Meeting Setup	175	(12)
Seating Is Important: Understanding Room Configurations	176	(4)
Math for Meetings: Setup Specs	180	(1)
Know and Understand Your Audience	181	(1)
Interactive Sessions	182	(1)
Breakout Seating: The Fine Art of Educated Guessing	183	(1)
Session Monitors	184	(1)
Floor Plans	184	(1)
Setting the Ground Rules or ``Norms'' for the Meeting	184	(3)
The Stuff That Meetings and Events Are Made Of	187	(12)
Vendors Everywhere	188	(1)
Name Badges and Ribbons	188	(3)
Totes and Carryalls	191	(1)
Awards and Special Recognition	191	(2)
Giveaways and Amenities	193	(2)
At the Meeting	193	(1)
Amenities in the Guest Room	193	(1)
The Selection Is Endless	194	(1)
Trinkets at the Tradeshow	195	(1)
``Logo It''	195	(1)
Everything Under the Sun	196	(3)
Yakety-Yak: Working with Speakers	199	(12)
Setting the Stage for Excellence	200	(1)
Where Do You Find Speakers?	201	(1)
Hired Guns	202	(2)
Hiring the Hired Guns	202	(1)
Effective Speaker Contracts	203	(1)
Breakout Speakers and Other One-Shot Deals	204	(1)
Call for Presentations (CFP)	204	(2)
Meeting/Event Scoop Sheet	206	(1)
Books, Tapes, and Other Sale Items	206	(1)
Taping and Publication Release	207	(1)
Book and Tape Sales	207	(1)
Getting Them There and Other VIP Issues	207	(2)
Speaker Ready Room or Green Room	208	(1)
Cancellations, No-Shows, and Your Backup Plan	208	(1)
Monitors	209	(1)
Speaker Support: Handle with Care	209	(1)
Rehearse, Rehearse, Rehearse	209	(2)
Planes, Trains, and Automobiles: Working with Transportation Providers	211	(10)
Getting There	212	(1)
Before They Head Out	213	(1)
Meet and Greet	213	(1)
Ground Transportation	214	(2)
Driving Directions	216	(1)
Moving the Masses	217	(2)
City-Wides	219	(2)
Food and Beverage Management	221	(16)
Pop Quiz	222	(2)
A Few Rules to Get You Started	224	(5)
Breakfast	227	(1)
Breaks	228	(1)
Lunch	228	(1)
Dinner	229	(1)
Receptions	229	(2)
Liquor Liability	231	(1)
Tricks of the Trade	232	(1)
Banquet Event Orders	233	(4)
Guarantees	234	(1)
Service and Presentation	235	(1)
Special Needs	236	(1)
Strategies for Working with Audio-Visuals	237	(12)
What Is A/V Anyway?	238	(2)
Know What You Need	240	(1)
The Visual Basics	241	(2)
The Audio Basics	243	(2)
Audiotaping	245	(1)
Media Options: Satellite, Video, Audio, and Web Conferencing	245	(1)
Professional A/V Production	246	(3)
Meeting Registration and Housing Reservations	249	(14)
Designing Your Meeting Registration Form	250	(3)
Developing Your Registration Database	253	(1)
Registration Made Easy	254	(2)
Registration the Old-Fashioned Way	255	(1)
Online Meeting Registration	255	(1)
Meeting Registration Cancellations	256	(1)
Hotel Reservations: ``Heads in Beds''	256	(7)
Housing Reservation Forms	258	(1)
Housing Bureau	259	(1)
Rooming List	260	(1)
Call-in or Online Hotel Reservations	260	(3)
Part 4: Center Stage and Beyond	263	(70)
The Final Stretch: What to Expect Onsite	265	(12)
You're Here!	266	(6)
Setting Up Your Onsite Conference Office	266	(2)
A Quick Tour	268	(1)
Your Master List	268	(1)
Convention or Meeting Resume	269	(1)
Rooming List---Keep on Top of It!	270	(2)
Your Role	272	(1)
Too Many Chiefs	272	(1)
You're Responsible	273	(1)
Meetings About Your Meeting	273	(2)
Pre-Convention Meeting	274	(1)
Daily Chats	274	(1)
Post-Convention Meeting	274	(1)
The Three R's---Review, Review, Review	275	(1)
The Master Bill: Review Before You Go	275	(2)
Ready, Set, Show Time!	277	(12)
Registration Setup Considerations	278	(2)
Staffing and Training	280	(1)
Signage	281	(1)
Behind the Scenes	282	(2)
Welcome to My (Early!) Morning	283	(1)
Mid-Morning Relay Race	283	(1)
Meals: Come and Get It!	284	(1)
Bumps in the Road	284	(1)
Problem Solving	285	(1)
The Home Stretch	286	(3)
Safety and Security	289	(8)
What Is a Crisis?	290	(1)
Your Motto: Be Prepared	291	(2)
Written Contingency Plans	293	(1)
Professional Security Services	293	(1)
Educating Yourself	294	(1)
Other Minor Frustrations	295	(2)
Last-Minute Requests	295	(1)
Oh, Puleese!	296	(1)
It's Not Over 'Til It's Over	297	(8)
Paying the Bills	297	(1)
Tipping ... Didn't We Do That?	298	(2)
Tabulating the Evaluations	300	(1)
Final Facility Reports	301	(1)
Your Final Report	301	(1)
Ethics	302	(3)
To Fam or Not to Fam	302	(1)
The Debate on the Rebate	303	(1)
Other Ethical Issues	304	(1)
For Suppliers Only (Planners May Take a Peek)	305	(10)
Six Ways to Lose a Customer	306	(1)
Six Steps to a Great Partnership	306	(1)
Know Your Property/Product/Service	307	(1)
Site Visits	307	(1)
Know These Things, Too	308	(1)
Prepare to Solicit	308	(2)
Educate the Customer	310	(2)
Inquiry Calls	310	(1)
Preparing a Proposal	311	(1)
Contracts	312	(1)
Anticipate Needs	312	(1)
Provide Their Meeting History	313	(2)
Statistics	313	(1)
Observations	313	(2)
Meeting Industry Certification	315	(8)
Certification: Is It for You?	316	(2)
Higher Education	318	(1)
Degrees/Certificates	318	(1)
Distance Learning	319	(1)
Professional Associations	319	(1)
Continuing Education Units (CEUs)	320	(1)
Conferences and Seminars	320	(1)
Get a Job! Get a Life!	320	(3)
Keeping Cool Under Pressure	323	(10)
How Much More Can I Take?	324	(1)
Who's Clueless?	325	(1)
What's So Hard About That?	326	(1)
Look Out for #1	327	(2)
Get a Coach	328	(1)
Friends and Family	329	(1)
When the Going Gets Tough	329	(1)
The Office Never-Closes	329	(4)
Juggling Multiple Meetings	330	(1)
Staying Ahead	330	(3)
Sample Forms and Checklists	333	(12)
Meeting-Related Websites	345	(6)
Index	351