January - March, 2010

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Corporate Travel - Discounts still available, especially in hospitality by Donna C. Gregory

What can business travelers expect in 2010? According to national travel groups, companies will be able to take advantage of travel discounts as the economic recovery slowly gains steam.  The best deals will be found in hospitality, especially in the luxury sector where five-star rooms are now going for our-star prices. "There are just no five-star travelers," says Goran Gligorovic, executive vice president of Omega World Travel in Fairfax, the country's third largest travel management company.

Click here to read the full article.

November Monthly Meeting - Doubletree Richmond Hotel Downtown

"It's About Time - Tackling the Time Challenge" Presented by: Stefanie Coleman, Stefanie Coleman International, Inc.

By: Linné M. DiIorio, CMP, Greater Richmond Convention Center

November’s Monthly Meeting description read like a page out of my would-be autobiography. The Education Committee knew that bringing Stefanie in would be a saving grace for most of our members due to the fact that meeting professionals typically wear multiple hats and cater to more than one boss, client, board or family member. Stefanie was excited to tackle our stress induced industry and help the attendees get the most out of what she could provide in ninety minutes. She truly was the answer to our prayers with her insight and tactics for creating new habits and assessing why old ones just aren’t working anymore. Attendees left with a renewed appreciation of the value of time, a better understanding of the need for planning, and the motivation to make the necessary changes to see real improvement in work and home life.

The following teasers are what really sold me on her program: Do you feel like you’re always crawling out from under things rather than being on top of them? Are you overwhelmed by your to-do list? Do you have trouble locating things in your paper piles and computer files? Are you always putting out fires? Do you struggle to stay focused through constant interruptions? Are you multi-tasking your day away, jumping from one thing to the next? Are you reluctant to delegate and spending way too much time at work? Then this program is for you! 

After meeting Stefanie and spending quality time with her the night before the program, I explained that her session description rang so true that I could probably use some personal coaching from her. She offers those services, too, in case anyone read that last paragraph and felt like throwing in the towel! She taught our group how to better manage to-do lists, deal with those difficult people that interrupt you all day and how to firmly delegate a task so that you get results.

Stefanie Coleman is a speaking and training professional with more than a decade’s worth of experience. She got her start in group tours for international visitors. She was raised in Germany and is still fluent in the language, which has landed her facilitator roles with seminar and training companies, teambuilding programs and corporate consulting work on a global level.  Her speaking engagements are customized for each audience and focus on different variations of time management and communication skills topics. 

December Monthly Meeting - Williamsburg Lodge

"Slowing Economy - State of the Meetings Industry" Presented by: Dennis Castleman, Vice President, Industry Relations, U.S. Travel Association

By: Linné M. DiIorio, CMP, Greater Richmond Convention Center

Dennis Castleman joined us in December for our annual “State of the Meetings Industry” update. Hailing from his perch in Northern Virginia, he was perfectly suited to comment on what had taken place in the past year and where we could go from there. 

The U.S. Travel Association is one of our industry’s best resources for facts, figures and noteworthy actions that are taking place at the top levels. Along with his President, Roger Dow, he tours the country speaking to audiences like ours, media outlets and international forums looking for ways to best promote our nation and speak out against the nay-sayers that seem to have rallied against our industry. 

Per our request, he included timely videos that highlight the effort that was made by the travel industry in response to the backlash from media and Congress once the AIG effect hit us. Combating the President’s comments against hosting meetings in Las Vegas and Orlando was just one day in the life of what Dennis and his team had to battle. Counteracting those comments and the bad-mouthing from Congress with actual facts and figures took courage, but really opened the eyes of many worldwide. They strove to bring to light what our industry means to the global economy in the way of jobs, tax revenue and economic impact to the tune of millions of dollars. It really struck a nerve and started making waves with those that had been spoon fed the rhetoric coming out of D.C. 

Once the word got out that “Meetings Mean Business,” it didn’t take long for CVB’s, Departments of Tourism and local jurisdictions to jump on board with truly promoting what the hospitality industry means to their region. MPI worked hand in hand with US Travel to lobby Congress and fight back with a powerful counter-media campaign. 

Dennis’ hotel background allowed him to field some tough questions from concerned meeting professionals in the audience. Compromising on hotel rates, negotiating attrition, constant contract negotiations and other topics were touched on by the Q & A session. He referenced many reports and resources that could be used to promote our industry, combat difficult boards or educate constituents when making travel decisions in the coming year. Visit http://www.tia.org/researchpubs/index.html for important industry research that could come in handy when faced with the tough economic questions that have plagued us this past year. There is a light at the end of the tunnel, just make sure you’re on the train, not on the tracks!

VAMPI and ISES Joint Meeting, January 2010 - The Sanderling Resort and Spa

"Breakthrough Concepts Changing the World of Meetings and Events for 2010" Presented by: Richard Aaron, CMP, CSEP, President of BiZBash Media, New York, NY


By:  Allison Hannah, Richmond Metropolitan Convention & Visitors Bureau

We hosted our joint meeting with the Hampton Roads Chapter of ISES at the Sanderling Resort and Spa in Duck, North Carolina on January 7th. The venue was an unlikely choice for chilly January, but our gracious hostess, Belinda Anderson, gave both chapters a warm welcome and treated us to impeccable southern hospitality. Our board got to take advantage of the resort’s cozy accommodations the day prior during their mid-year board retreat. Give the Sanderling Resort and Spa a try if you’re looking for a quiet getaway with all of the luxury of a high-end beach resort.

Our esteemed guest speaker flew all the way from New York to inspire us to make our 2010 events fabulous. Richard Aaron, CMP, CSEP, President of BizBash Media presented his MPI Platinum Program “Breakthrough Concepts Changing the World of Meetings and Events for 2010.” After serenading the room with a Broadway song and requesting that we refer to him as “Professor Aaron,” Richard got off to an energetic start by inspiring the audience to be “memorologists” by creating events to remember!  By incorporating an experiential element in your events, you can establish a WOW factor that will trigger a lasting impression with your audience. 

Are you keeping up with a changing world? During the current economic times, be creative and think about how you can utilize your resources.

• Richard challenges both VAMPI and ISES to change their idea landscape by utilizing the features of either Facebook, LinkedIn, or Twitter for business.  He encourages us to check out the Word of Mouth Marketing Association: www.womma.org to learn how to create more buzz for events.

• Good Design = Good Business: Rebranding every 3-4 year plays a key role in the integration of your business design, as you must remain consistent across all mediums (i.e. business cards, logos, website, etc).  

• Green Events: Do develop a company policy towards hosting more sustainable events.

• Tech Innovations: Use plasmas, LED, host virtual events, podcasts or webinars to spice up your next event.  

Richard shared many examples and pictures of over-the-top event ideas to incorporate in your next meeting. His top event themes to love for 2010 are rock n’ roll camp, idol, comedy mash-up, and the perfect chef.  Richard’s top food ideas for 2010 are a spoon bar, colored sugar on glasses, popsicle martini, olive bar and decorating with tons of marshmallows.  

On a final note, Richard inspired us all to dream in buckets.  He concluded the presentation with the quote, “A drop of inspiration creates a river of dreams.”  

Richard’s Suggested Readings:

The Experience  Economy, By Gilmore and Pine

What is Authenticity?, by Gilmore and Pine

Education Update

2010 Education Calendar

February 4, 2010 
"Pick Our Brains"
         11:15 am - 2:00 pm            
Omni Richmond Hotel

Click here for more information and to register

March 4, 2010:  Split Track
9:30 am - 1:00 pm
Holiday Inn Virginia Beach-Norfolk Hotel and Conference Center

Planners will learn about Strategic Meeting Management

Suppliers will learn about tradeshow etiquette, pre-show prep. and post-show follow up

Registration will open in early February

April 8, 2010: VAMPI's Annual Silent Auction, 5:00 - 8:00 pm        
Marriott Chesapeake

Don't miss one of the favorite events of the year, with lots of great items and networking!  Registration will open in early March - look for donation opportunities on the VAMPI website!

Be sure to visit the VAMPI website frequently for updates

 RESERVATIONS & HOUSING

1.             All of these procedures should be followed when setting up housing with Convention Bureaus, except.

a.    Meeting with the housing bureau personnel

b.    Negotiate rates with housing bureau personnel

c.     Ask bureau staff to review housing form 

2.             Housing acknowledgements are used to: 

a.    Inform meeting planner of confirmation numbers

b.    Request deposits from attendees

c.     Confirm requests fro room type

d.    Let the attendees know that their requests have been received.

3.             You have been asked to handle staff housing and complimentary rooms for VIP’s this task should be completed.

a.    Before housing is opened to the attendees

b.    One month before the cut-off dates

c.     As soon as the convention Manager is assigned

d.    Once the contracts are finalized.

4.             You need to save money during the planning stage of the hula hoop convention.  A CMP friend recommends reservations cards.  Who provides them and what is the typical cost?

a.    Hotel provides at no cost up to a certain amount

b.    Convention center provides and cost depends on the number of room nights.

c.     Planner provides, and cost is up to the printer.

5.             A cancellation is made by one of your meeting attendees 60 days prior to your meeting.  What happens to that room in your block?

a.    It is again debited to the room block

b.    It is returned to the hotel’s room inventory for sale to the public

c.     Your meeting is credited with cancellation fee of one room night’s rate.

d.    You don’t know unless the policy is in writing, agreed to by both sides.

6.             Generally, can the Housing Bureau negotiate on your behalf?

a.    Yes

b.    No

c.     Sometimes 

7.             You are planning a 24 member board of directors meeting for your corporation. Which of the following housing systems would be most appropriate for this group?

a.    Board members call up the hotel’s 800 number

b.    You prepare a rooming list and submit it to the hotel prior to the cut-off date.

c.     Each board member is sent a reservation card, to be returned to the hotel.

d.    You contact with a Housing Bureau for the room reservation.

8.             Your attendees are making GIT (Group Inclusive Tour) reservations on cards supplied by the hotel.  Six of them canceled their reservations a week out from the meeting.  Your room block is 600 rooms.  Which of the following statements will apply in this situation?

a.    Your will be held responsible for their first night’s room rate

b.    You will be held responsible for their entire room fees

c.     They will probably get their deposit returned

d.    Their room will count toward your comp rooms.

9.             One of your participants has requested a double-double room.  What does that mean?

a. He has requested a room with a double bed for two people

b. He has requested a suite of rooms with two rooms, parlor and sleeping room.

c. He has requested a room with two double beds.

d. He has requested a room with two queen beds.

10.          Which of the following situations leads to higher profit to the hotel?

a.    Single occupancy rooms

b.    Double occupancy rooms

c.     Double-double occupancy rooms

d.    Triple occupancy rooms

e.    Quad occupancy rooms 

11.          Your convention has the following room block:

Sunday 500 rooms

Monday 600 rooms

Tuesday 500 rooms

Wednesday 500 rooms

Thursday 500 rooms

You negotiated the contract to say that you are allowed 1.5 as the comp policy.  How many comp rooms do you qualified for?

a.             10

b.             12

c.              10 on Sun, Tues, Wed & Thurs, 12 on Monday                                                                                          

d. 52

e. 100

12.          Upon receipt of a housing request, the housing bureau will typically send the attendee an acknowledgement verifying the hotel assignment.  Is it an official confirmation notice from the hotel?

a.    True

b.    False 

Click here for the answers