You are in charge of orchestrating a meeting and need to hire speakers. Ask the following questions to keep on task:

1. What are the burning issues? Zoom in on the topics that need to be covered and the primary learning objectives.
2. What style of speaker do you need? Is the purpose to inspire, educate, entertain or technical. You may chose an industry expert, a professional speaker or professional entertainer.  My favorite is an “edu-tainer” who is theatrical, motivational, speaks on the latest trends and leaves you with an action step checklist.
3. How much time does the speaker have to cover their topic? Speakers need to customize their presentation to fit into the allotted timeframe and leave time for Q&A.
4. Where do you find speakers? They are everywhere! You may connect with them on Linked In, at a conference, in a networking group, your industry associations, speakers bureaus (local, regional, state, national and international Speakers Association), convention and visitors bureau, chamber of commerce or ask industry professionals for referrals.
5. Once you find a speaker that sounds good, what is next? Check out their website. Ask for a demo. Get a list of references and be sure to contact them personally for greater insight. I once read speaker reviews and brought in a “rock star speaker” who turned out to be from the stone age.
6. Does the speaker have a contract? No matter what, get it ALL in writing. If your speaker has their own contract, review it carefully. If you need to write the speaking terms of agreement be sure you include everything you have agreed in terms that are complete with no instruction left out. Will they be permitted to self promote? If so, will a book signing table be needed for back of the room sales?
7. Who is paying for what? Be sure to outline what the speaking fee is and if that includes ground transportation to and from the hotel, airport and/or home. Are meals and accommodations included? Are you making their arrangements or will they make them and be reimbursed? Be sure to do the check requests to insure prompt payments at the appropriate intervals.
8. Will they have hand outs? It is important to have a memorable take away of some sort. If there is going to be something available, announce that in the beginning of the presentation so attendees are not scribbling every word and missing keys points. Who is printing and paying for these or will they be available on line? If materials are being shipped, where will they be sent and by what date? Nothing could be worse than having boxes shipped to the wrong place or arrive after the presentation.
9. What are the speaker’s audio visual requirements? Much will depend on the size of your audience but few meetings take place that do not require a computer, LCD projector, screen, microphone, sound system, lectern and stage. We’ve all sat through the “death by power point” presentations and the emotional “here is how I did it” inspirations so be sure your speaker is engaging and requires audience participation throughout their performance.
10. What should you ask for to promote their message? Get a CURRENT photo (I am thinking of the “rock star”), bio, engaging topic title, topic description and learning objectives. These items can be shared in your pre-marketing material and/or program headlines.

Be sure to send out surveys requiring feedback from attendees following the program. Communicate the results to the speaker and the venue since this is a helpful tool to keep all partners on the path of improvement and praise. Scorecards help shine the light on what we are doing well and what we can work on to sharpen our skills. Keep track of each speaker’s scorecard and write referrals for the highest achievers. Bring them back to let your audience know you their voice matters.

It has been my pleasure to work with so many wonderful speakers, authors and entertainers. There are many gifted experts that may be in your backyard and not require long hauls, overnight stays and additional fees. Talent does not have geographic boundaries. Consider degrees of the goal you can accomplish within your budget and negotiate a fair deal where all parties win. A2Z Meetings & Events is always happy to help!

TRUST

• Planners are most valuable when they help clients identify specific meeting goals and then recommend strategies and tactics to achieve them. Clients appreciate meeting planners that have the ability to think and act strategically.

• Meeting planners must handle the pressure with a smile and manage contingency plans seamlessly.

• Great meeting planners must have the ability to create and manage the budget. This relates to both revenue and expense lines.

• Organization is a critical trait for meeting planners. As the liaison between the venue and the client it makes all the difference in the success when the planner can make swift decisions and keep it all together.

• Cost driven creativity is invaluable and can more than pay for the relationship! Knowing where to go to for the best values in all components of your meeting and utilizing their long-term relationships saves time, money and stress while adding a lot of extra sizzle. 

• Excellent meeting planners understand the client’s vision and deliver with an extra “wow” factor.

•  Look for an upbeat person who does not “lose it” under pressure. When it is show time you need to be watching all angles.

• Find a planner who is able to make decisions on the fly and is a good negotiator.

• Check to be sure your planner is easily reached by phone and email.

• An excellent meeting planner is able to execute flawlessly details of a plan with very broad direction. Good judgment on when to bother the client with changes to the event, and when to just execute.

•  Planners must be on time, on target and on budget ready to execute Plan A, B and if necessary Plan C.  

• Integrity and the ability to present clients with various options highlighting cost-effective solutions without compromising quality/results.

• Transparency in pricing the contracted services is vital. Planners may be paid commission, some do mark ups, some work on flat fees, some charge by the hour, week or project and any combination of these.

It is not critical that this trusted adviser be an employee of your organization. They tend to thrive on the excitement of variety so you don’t pay them when you don’t need them. Typically cost is offset through savings of time, stress and just knowing when and what is negotiable. They are seasoned in the questions to ask that are not spelled out, which can save grief if surprises get in the way. Can you think of other traits you would need in this relationship?

Each year it gets more difficult to produce a meaningful gift for those who have everything. The ads that speak of the price of various items that represent a sign of caring and then the one that is marked “priceless” is the quest each year  … and this year we accomplished the goal.

   2010 was a year of many great losses with family, friends and loved ones. Encouraging words and silly memories have kept our spirits alive and contagious. We actually discovered our humble beginnings created the foundation for drive, determination and success. Each person sharing their own special memory ignited ideas of new ones that had been lost. The gift was a gift from the hearts of many and everyone shared in the gift meant for two.

Write down YOUR memories and share them with those you truly love. Create a tradition to add to the memory box each year and create a priceless gift of your own. Build a bucket list of memories to attain in 2011. We found this box and printed our memories on business card stock. It made each memory consistant in size, on a good card stock and easy to punch out rather than lots of cutting and flimsy strips of paper. After the gift was prepared with photos to accompany many of the memories, every contributor got a copy of the finished memories from all involved. Some members did not contribute at that time but have time to contribute as they desire … the gift keeps on giving.

I tried the concept out on a few friends from Southwest Florida. The email string became deep and wide and before you knew it, there were hundreds of good times that we had lost touch with that were revived like buried treasures. Keeping relationships alive can be work but work that pays in rich benefits. This is a meaningful gift for friends, family, colleagues and clients. Help expand on this idea so we all continue to enrich one another!

Memorable Meetings & Exceptional Events is a passion at A2Z Meetings & Events. Creative ideas and proven concepts will keep your attendees talking about your meetings and events. Let them know they are special. Tell them why you are taking them away from their friends and family and what they will gain as a result of their investment.

Contact us at http://www.a2zmeetingsandevents.com/ to save time, money and stress in the new year.

The holidays are a time for gift giving but gifts are not always measured in dollars. Before the event you can announce the goal of sharing an inspirational message that may be unique to each attendee or it may be something general. Guests can prepare their message prior to arrival or wait until they arrive to get inspired. This may work differently depending on the size and relationships on the guest list.

Throughout the event you have a table with bags that have each attendee’s names on them. There are index cards and pens so you can write an inspiring message to any or all the guests. You may choose to spice it a little over the holidays and make the cards on gold stars or in the shape of ornaments so they can be  hung on the Christmas tree.

Telling someone what makes them unique and fabulous or a way they have touched your life will create a lasting bond and may give them just enough of a boost to send them flying. Make your message memorable whether you choose to deliver your it anonymously or sign your name. It is inspiring to both the giver and the receiver. As each guest departs, they take their bag and have an opportunity to enjoy the “gift” of inspiration that lasts throughout the season.

Associating with positive people is at the core of success. People who stretch you and ask you to share your expertise force you to dig inside to be sure you reach the roots of what makes you unique, so accept every opportunity to dive into self-discovery. Lisa Kraus with Plan Your Meetings is one of those individuals who turned my sour grapes complaint into sweet wine endorsements.  Because of that experience, I have become a raving fan and speaker whenever she needs me to help out. Be sure to use them and their suppliers as a resource. They are committed to education, extreme customer service, relationship building and collaboration. Check out their Knowledge Series www.planyourmeetings.com/pym-knowledge-series/ and their town hall meetings on You Tube.

 These are just two samples of some great partners that have touched my life and I invite you to experience them as they are worthy of special attention in the world of meetings and events. I promised affirmations that are guaranteed to make you smile when you repeat them, live them and believe them.

Ten Affirmations for Abundance and Prosperity:

• My day is filled with limitless potential in joy, abundance and love.

•  I always have more than enough of everything I need.

•  The more I give away, the more it multiplies and is returned to me.

• As my commitment to help others grows, so does my joy and wealth.

• Thank you for all the blessings in my life!

• I am open to the flow of great abundance in all areas of my life.

•  I allow the universe to bless me in surprising and joyful ways.

• My grateful heart is a magnet that attracts more of everything I desire.

•  I exude passion, purpose and prosperity.

• I am always led to the people who need what I have to offer. 

  Keep coming back for more!       

Six weeks before the annual conference for 600 people is not the best time to begin your search for a meeting manager … four weeks is even less desirable. I had submitted my initial proposal about 75 days prior to major arrivals and followed up regularly without being a stalker. It was a complex program and I was doing my research a couple of times a week to see what new nuggets might appear that would give me some talking points. I knew my references had been checked so I was curious why we weren’t moving forward.

Finally! Twenty eight days prior to major arrivals I get the call and it is all systems go! Some of the things that were completed were:

• Research and secure an exhibit services company. Get the exhibit packets to the exhibitors, do floor plans, work on signage and security.

• Schedule and hire temporary staff for registration and badge checkers. Also find and schedule security guards for the meeting rooms.

• Find and schedule volunteers for technical duties. Find flights and ground transportation and manage reimbursement.

• Work with the hotel on VIPs, staff rooms, speaker needs, menus, staff meals, transportation, amenities, and all special considerations in the contract. Speaker needs included hiring models, arranging piano delivery and researching translators.

• Work with the committee chairs to tie loose ends and work it into the overall theme and timeline.

• Review and print a 28 page program. Research several printers for price, delivery date and quality less than a week before the show.

• Work on stage décor and miscellaneous audio visual pieces.

• Write the survey content for daily feedback and print 3000 sheets.

• Supervise the delivery and inventory of stored equipment.

• Review no-shows and reservations changes daily.

• Attend the pre-convention meeting to be sure we are set up for success. Maintain daily contact with the chairman’s needs and the hotel making changes as needed.

• Research nightlife and plan social events.

There were moments when I felt like a firefighter … little blazes would erupt that required immediate attention and blazes were popping like popcorn all around us. We managed each blaze with a smile to keep everyone around us calm. The excitement was exhilarating AND EXHAUSTING but the show needed to go on. Once the first day was behind us, we knew the majority of the opportunities had surfaced and the program was in motion. The chairman was able to socialize with the attendees and knew that the meeting management was secure.  I made lots of new friends and was able to use my network of supplier friends to create great value for my client. We presented ourselves as a cohesive team so there was trust and warm greetings.

So here are the 10 tips for an Effective Meeting Manager:

1. Ask lots of questions so the goals are clear. Get to know the key players and ask for advice.

2. Prioritize those items that require more lead time and keep a checklist of those things that still need attention.

3. Present at least 3 bids and be sure you are working with people who respond to deadlines

4. Use the convention bureau for local referrals

5. Don’t engage in SWAMP (Speaking Without a Meaningful Purpose) talk regardless of the pressure around you.

6. SMILE even when your eyes are bloody from no sleep.

7. Partner with the convention services manager to be sure they know your needs as they are ultraistic service folks who enjoy solving problems and they are POWERFUL! Respect the time the convention service manager is spending on the group. Insist they go home when there is no longer a need for them to be around. They are easy to reach if there really IS a problem you can’t handle.

8. Watch the bottom line. Don’t say no … suggest alternatives that provide savings and be sure to praise generously.

9. Manage the budget daily and get the final approved bill to the client within 10 days of the final guest’s departure.

10. The final test of an effective meeting manager is when their fee is paid for with the savings the group enjoys.

I am pleased to say that my greatest reward is not the praise and testimonials, although those are exciting. The greatest reward is to earn the status as their trusted meeting planner and I will be planning and managing their meetings in the future.

If you know anyone who needs an effective meeting manager, please contact A2Z Meetings & Events at 813-990-0950 or www.a2zmeetingsandevents.com. It would bring me joy to put the pieces together for YOUR next successful event.

I produced a game show recently for the Meeting Professionals International Tampa Bay Area Chapter. We did it based on “Who Wants to Be a Millionaire?” and the questions were mock meeting planner certification questions. I had three full games ready to launch and thought for sure we would only get through two, and both contestants would make it to the “million dollar” question. We had escalating prizes for three levels per game.

Games one and two were well researched with references, levels and categories. Game three was… less polished (although it had the references). The audience was all equipped with keypads and the rules of the game. “Fastest Finger” wins the right to be our first contestant and it was an intermediate level question so you know it will be answered by someone who “knows their stuff”.

Ahh! A seasoned hotelier wins and is brought to the stage while we recognize our sponsors.

We start game one with novice questions and contestant one answers the first question easily. The second question requires a life-line and the audience poll was wrong! He accepted it as his final answer and the game was over!

No need to panic though, there are two more games. It can be frightening to be in front of over 100 people who all have their eyes on you.

The second contestant gets through the first five questions. Great!!! The audience was keeping up with the game hoping they can collect enough points to qualify as the contestant for game three. We take a couple of “commercial” breaks to see how our Certified Meeting Planners in the audience are enjoying the game and what advice they would like to share with others seeking certification. It brings the tension level down for the contestant on stage.

Back to the game: Question seven requires a lifeline and the Certified Meeting Planner answers correctly, and question eight is the end of game two.

So, 10 of 30 questions were answered for two games! Definitely time to recognize the pending need: Game three is ready to play but I need to think fast because we may need to create a game four ON THE FLY.  That is the kind of stress only the meeting planner can know.

Moving into game three as though everything is going as planned, I share plan “B” with the technician. We do a few audience “commercials” as to why certification was important to several key leaders and how has it helped them in their business. Did you know that statistics show that Certified Meeting Professionals earn an average of $12,000 more per year than their uncertified counterparts?

It was interesting to see how involved everyone was in tracking their own success and how excited they were when they got a tough question right. Keeping the audience engaged was a key element in making the meeting last well beyond the moment.

Our game three contestant provided lots of comic relief and really was the kind of game show queen that every producer DREAMS of. She is bright, beautiful and bubbly! She sails through the first 5 questions and we find out how the audience is doing in case we need to go to game four. Another bright, beautiful, bubbly contestant is identified as the lead. As question six requires a lifeline, the lead candidate was selected to help our game three contestant.  She was not yet certified but was confident enough to begin the certification process. Of course, they agree on the final answer and contestant three makes it to the second level of prizes. CELEBRATION! Music is playing and Bubbly is dancing in her seat!

Time for a few audience “commercials” and back to the game… everyone is hooked now as the questions continue to get harder… as I look around the room, I can feel the heightened energy. Back to the game… question 11 requires a lifeline… the crowd begins to moan and cheer in an attempt to steer our beloved player. She chooses an answer and the moans grow louder… so she changes her answer and the confusion of cheers and moans are vibrating the room. She selects that as her final answer and the crowd cheers as the correct answer is revealed. Two questions later it is time to use the last lifeline… there are still two more questions to win the big prize but there is too much at stake to sacrifice now… this time we have a 50/50 so two answers are removed… the two that are left are “uplink” or “downlink”.

Half the crowd is cheering for up and half for down.

OK… so we are breaking all the rules but they are so engaged that it really doesn’t matter. She gives the final answer… a hush goes over the crowd… the game is over.

Looking toward my time keeper I see that we are just about out of time… no need to exercise Plan B and the crowd is buzzing. We do a few closing announcements along with our beloved raffle and the meeting adjourns on time.

All the energy put into the creation of the game and the build up through the detail planning stages, working with so many wonderful professionals that support the same goals added to my own educational experience and I encourage each of you to live your passion!