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MEETING PLANNER GUIDELINES
For the Holistic and Natural Products Industry

GETTING STARTED
SELECTING YOUR DESTINATION

Important General Information

Audience data - Gender, age, and interest breakdowns and special needs.
Meeting History - Guest room, pickup, food and beverage use.
Number and size of meeting rooms and exhibition space.
Travel distance from major airports and freeways.
Travel costs for guests and your company.
Budget- Figure total cost of meeting including all of the above.

Transportation Access

Convention and visitors' bureaus and your travel company provide information on the feasibility of a destination.
Check airfare restrictions or advantages of different cities through your travel agency.
Check possible alternate transportation (such as rail.).
Travel time and method of travel make a big impression on the meeting participants.

Recreation

Many destinations can help lure more participants due to recreation for guests and families.
Make sure that the recreation would not infringe upon the workload.

Reputation

The reputation of a city can have a good deal to do with the attendance at a conference.
Take into effect the weather and traffic factors, which might hinder your attendance.

Simultaneous Local Activities

Using a city during a festival is great because it can provide low to no-cost evening activities.
Additional difficulties such as traffic, high hotel and air costs will be more of a problem during periods of large activities.

Weather

The best bargains can be found during off season periods of extreme weather.
Consider what impact the weather will have on transportation and other activities.
Get information on how a city handles the weather and meetings during these times.

Taxes

Hotel Taxes and local taxes can impact a meeting's budget.
Check out current taxes before your meeting date.

Labor Conditions

A poor labor conditions in sanitation, transportation, city services and utilities could impact your meeting.
Consider all the aspects of the infrastructure on your meeting

PREPARING YOUR PROGRAM'S BUDGET

Main Benefits of a Budget

Provides a meeting outline, history and evaluation.
Encourages responsibility and accountability.
Establishes financial objectives and priorities.
Justifies meeting expenditures.
Provides a blueprint for your meeting.

First Things First

Determine the meeting's goals and objectives.
Collect the meeting's history.
Scout location.
Consider time and arrival/departure pattern.
Establish program agenda and schedule of activities.

Income Items

Registration fees.
Exhibit-booth sales.
Sponsorships and grants.
Special event tickets or spouse, guest tours.
Advertising revenue from program book ads.
Sales of publications and logoed merchandise.
Royalties from audio and videotape sales.

Expense Items

Administration costs; clerical and office support.
Audiovisual rentals and labor costs.
Décor: theme design, sets, plants, lighting etc.
Exhibit costs: general contractor expenses, including the drapes.
Food and beverages - including taxes and surcharges.
Gifts and awards.
Gratuities for those other than food servers.
Insurance - Liability and cancellation insurance.
Labor - possible extra setup fees.
Space rental.
Entertainment - DJ or Band.
Office Supplies.
Postal fees.
Promotional Fees - Invitations and mailing lists.
Recreation for your guests - Golf fees, etc.
Registration materials - pens, pads, totes.
Security personnel.
Signage.
Hotel rooms.
Speaker's fees & travel arrangements.
Staff expenses.
Telephone.
Transportation - ground and air

Fact Finding and Preparation

Select and appoint your travel agency.
Thoroughly research all options.

Budget Administration

Prepare monthly income and expenses.
Make one person responsible for financial records and signing for all charges.

Budgeting Hints and Tips

ASK QUESTIONS - Information is your friend, especially in early stages.
Finalize an objective and prepare a budget.
Site selection should take place after the budgeting.
Use conservative income estimates and "worst case" expenses.
Don't forget the hidden charges - Taxes, gratuities, and service charges.

IDENTIFYING SERVICES REQUIRED

CHOOSING YOUR HOTEL/CONFERENCE FACILITY

What you should consider

Hotels (airport, downtown, suburban); resorts, conference centers, convention centers and universities during summer.
Know before booking, the number of rooms needed to accommodate your guests. Audience profile will help with this.

Meeting Space Requirements

Know the requirements of your program or a past history of similar meetings to determine your room needs.
Check for the following: Soundproofing, individual heating and air conditioning, lighting controls, flexibility of use, sound systems, access to and quantity of phones and restrooms.

Meeting Equipment Available

Ask for an inventory list of the equipment that will be available for your meeting.
Prepare for the unexpected

Other Group Compatibility
It is important that your meeting is not disturbed by another group at your venue.

Discuss with your potential site what your firm does.
Inquire about groups booked concurrently.
Find out if the site tries to prevent booking incompatible groups together.

Costs

Sleeping-room rates, taxes, food and beverage prices will be negotiated by your travel company.
Phone access fees, outside vendor fees, meeting room setup and rental fees.

Life Safety

CPR trained personnel on site.
Full time experienced security.
Locations of hospitals, police and fire stations.
Site previous incident report. Reconsider if they will not release the information.

Transportation Services

Costs and availability of spaces and services may become a factor if meeting participants are local, day guests, or car renters.

Renovation or Expansion

Ask for details of latest renovation and any future plans.
Find out if the site will protect your meeting if any work will be conducted during the meeting.

CHOOSING YOUR TECHNICAL SUPPORT

Support Services - Obtain a list of service providers from the visitor's bureau. Service you might need include:

Audiovisual equipment/services.
Business and office supplies.
Translation services for deaf people or those who speak another language.
Exhibit Decorators.
Meeting specific services.

Video Conferencing - Key points to remember when considering video conferencing:

Applications - These meetings can be enhanced through the use of videoconferencing:
- New product announcements.
- Continuing professional education and training programs.
- Stockholders meetings.
- Media and investor relations.
- Corporate updates and annual meetings.
- Numerous other possibilities
Technology Options - Videoconferencing quality is affected by the technology used.
- Satellite videoconferencing: Delivers broadcast quality, crisp and clear, one-way video and two-way audio.
- Dial-up videoconferencing (ISDN): Allows for two way video and audio over digital phone lines. Unfortunately, even the fasted modem is not broadcast quality.
- Combined technologies: Satellite and Dial up can be combined when high satellite costs or local available phone lines are an issue. Another possibility is that the satellite equipment at a hotel is combined with dial-up at a company office.
Program Development - Most successful videoconferences combine live video with graphics and pre-recorded content to keep audience members alert. These tips should be considered during program development:
- When dealing with time zones make sure to consider you colleagues needs with regard to catering.
- Encryption technology should be ordered if you are broadcasting classified or competitive information.
- Guest speakers names and titles should be displayed on screen in the beginning and during various times of the presentation.
- Graphics and video clips need to be colorful and legible.
- Question and answer periods should provide the name of the person answering the questions on screen.
- Take home printed materials should be delivered to each remote site.
Interaction - Another way to encourage interaction and increase attention levels is to use interactive technologies.
- Question and answer session between sites, live or by fax.
- Keypad voting devices to tabulate group opinion.
- Language translation services.
- Broadcast intermissions for breakout sessions.
Pricing Components
- The duration and location of the event and the number of sites and participants are the major cost factors.
- Site costs - Venue selection, room rental and catering.
- Production - Content development, transmission and delivery.
- Technical - Videoconferencing equipment for the origination and receiving sites as well as viewing equipment.
- Event Management - Overall coordination and technical support during conference.
Post Event Follow-up
- Good videoconferences incorporate a follow-up to continue the information flow.
- Videotapes of session delivered to each participant.
- Internet storage of program content allowing on-demand access to info.
- A program web site posing questions and answers to topics related to the conference.
- Toll-free system access to electronic surveys to measure opinions and retention levels associated with the program.

Audio Visual - Ascertaining the Needs of Your Presenters

One of the main problems with presentations is that the presenter does not communicate their needs soon enough. This could cause problems for the presenter and you, the planner which affects the entire meeting. An AV request form could solve many problems before they get started.

Audio Visual - in General
- Explain the consequences of failing to return the form.
- Do not give multiple choices. A data projector gets the job done even if it is not the one they are used to working with. Provide an space for the presenter to explain their need for specific equipment.
- Avoid listing specifics. Most manufacturers provide comparable products. Let your supplier pick the equipment, it will save you money.
A/V FORM - Content
- Session info: title, day /time, name and title of presenter.
- Room setup - lectern, head table, other specifics such as table setup style (Theater, Classroom).
- AV equipment needed. Equipment will be supplied based on room size, setup and attendance. The presenter should specify if the following is needed: Microphones, flip charts, overheads, 35mm slides, video or computers.
- If using a computer you need to know specifics: Platform-Mac, PC, Sun. Output resolution - 640x480, 800x600, 1024x768, 1280x1024. Bit depth - 8, 16 or 24. Software - PowerPoint, Netscape, etc. It is crucial to get a version number. Laptop send key. Audio output required.

THE SITE INSPECTION
A Necessary Step

The site inspection is one of the most important steps in choosing a location. Virtual tours online can be very deceptive. Remember that the hotel is only showing you what they want you to see in a virtual tour. A personal visit to the site is most important prior to booking.
To find a proper site for your group, set a meeting objective and budget and ask yourself how each site meets these criteria. For example, if there is much work to be done, Las Vegas would be a poor choice. (considering the multitude of distractions.) Your selected travel company can get you an invitation to be a guest.

A thorough site inspection should consider the following:

Is the physical condition of the property (inside and out) and the surrounding area suitable for your participants?
Is the property well lit and safe for your participants to walk around?
Observe the employees; do they take pleasure in accommodating the guests?
Is there adequate transportation to and from the airport and the city?
Check the hotel's references, were the comments positive?
Are there adequate recreational facilities for the business travel nearby? What are the prices and hours?
What local attractions or special events are available for your guests?
Do they provide complimentary shuttle service?
Is there a business center? What are the hours and is there a price list available?
What is the number of public restrooms and the how many can they accommodate?
Does the venue have a union contract and when is it up for renewal?
Are there an adequate number of pay and house phones?
How many restaurants are there, what are their hours and average prices?
Are off-site restaurants within walking distance?
Is there a health club with adequate equipment? What are their hours?
Is there valet parking, what is the number of secure self parking spaces?
Does the Visitors Bureau provide any services?
Is the staff trained in CPR? What is the emergency procedure?
Are there any large groups or special events booked at the same time in the city?
What large groups are booked along with your meeting?
Is there insulation to control sound leakage in the meeting room?
Are the meeting rooms free from obstacles such as pillars?
Are there any low hanging chandeliers?
Does the room give off a professional feeling; are the chairs and tablecloths fresh and new?
Will the sleeping rooms accommodate roommates? Are there two sinks, desks and chairs?
Can charges be split between two credit cards?
Is there in room entertainment and at what price?
Is there a safety sprinkler system?
Is the facility accessible for the disabled?
How often are the corridors patrolled by security? How often are the rooms re-keyed?
Are the elevators sufficient to accommodate your number of participants?
What is the distance from the meeting space to the kitchen?
What is the noise level in the work areas?
How does this facility compare to the other facilities with regard to price?
What is the room tax?
Is there a charge for banquet space?
Are their suites to accommodate cocktail parties and small meetings?
Can the pre-function area accommodate breakfast and breaks for more than one group?
Is there free airport transportation?
Is there and in-house car rental company?
Are registration areas convenient to the meeting place and can they be locked?
Is there a copy and office supply store nearby?

SAVING MONEY & HAVING FUN!

HOW TO SAVE ON THE BAR TAB
Stretching the dollar

Make sure the bartenders use jiggers or Posi-Pour tops instead of free pouring. Specify 1oz. Instead of 1.5oz drinks to make your budget last longer.
Avoid salty foods if it is a hosted bar.
Avoid paying per person per hour unless your group is made up of heavy drinkers.
If you mix waiter-passed drink service with bar service you will increase your liquor consumption.
Instruct banquet captain to uncork the wine as needed.
If there is a limited wine budget, host a set number of bottles for each table and then charge for the rest.
Use drink tickets and then sell more for those thirsty attendees.
Do not announce last call for drinks.
Establish the amount of liquor to be used in mixed drinks.
When paying by the bottle, inventory the bar before and after to make sure empties are not mixed in.
For a mixed group, consumption increases from 1.5 drinks for a cash bar to 2.5 drinks for a hosted bar.
To limit your liability, drinks should only be served by hotel employees and bartenders.
Serve only beer and wine, eliminate hard liquor.
If the hotel has happy hour, request a private area for your group with the same prices.
Set the table with only one glass and offer red or white.
Offer champagne and sparkling water as guests enter the banquet room if there is no room in the budget for wine with dinner.
No one will notice if you shorten a cocktail reception by 15 minutes.
Offer non-alcoholic wine, beer and mineral waters in place of hard liquor.
Send open bottles from hosted bar to hospitality suite or ask the facility to use them at your next reception.
Fifteen to 30 minutes before the end of the cocktail reception close one or more bars and combine open bottles at remaining bars. This eliminates the unnecessary opening of additional bottles.

SAVOIR FAIRE: FOOD AND BEVERAGE QUESTIONS

Why are you planing to serve food? (i.e., networking, awards, nourishment during meeting).
How should the guest leave when they leave?
Has this function been held before? If yes, is there a past history to consider?
What are the group demographics? (i.e., age ratio, level of sophistication, likes and dislikes).
What number is expected and when they will arrive?
When are you planning the event and is the date and time flexible?
Have you prepared a time line to run with the other scheduled events?
Have any budget restrictions be prepared?
Is the goal of the event to generate income? Is the admission included in the conference fees? If not, will tickets be sold and at what price? Who will be responsible for the fee? Can the guests use credit cards? Will they be sent confirmations?
If it is by invitation, will RSVP's be used? Is there a cut off date? Is it early enough to correspond with Hotel due dates? Who will be responsible for the RSVP's?
What type of room setup is preferred?
Has the venue been selected and what are the size limitations?
Will there be a speaker of special presentations taking place or just dancing during food service?
Will the entertainment need to have time to rehearse?
Is a head table needed or possibly a riser and for how many? Will a lectern and microphone be needed?
Will an audio video presentation be needed?
Will tickets be distributed and who will collect them?
Is a plated meal or a buffet (usually costs more) preferred?
Will the function be formal or informal?
Are there any dietary requirements you need to know about?
Has any special theme been established?
Will there need to be wheelchair access?
Is a dance floor needed?
Will wine be served with dinner?
Will there be a cocktail party prior to the meal? Will it be host or no host bar? Do you need a full bar or just wine and beer?
Will transportation be needed?
Will parking be hosted or non-hosted.
Would a conference centers complete meeting package, including meals, breaks, accommodations and A/V work for your needs?
Would a resort featuring Modified American Plan of two meals a day be sufficient?
Are exhibitors, vendors or others interested in sponsoring the cost of the food functions and break?

This Meeting Planner Guideline has been presented to you by MindBodyTravel.com.

If you are an Organizer/ Promoter, or simply need help in coordinating your event, seminar, or convention, our Event Coordinators will be happy to assist you.

Contact info:

Mindbodytravel
1334 Parkview Avenue, Suite 210
Manhattan Beach, California 90266

Phone: 1-800-874-1996
Phone: 310-546-9662
Fax: 310-546-8433

Email: sales@mindbodytravel.com