What is your primary job function? A. Association Meeting Planner - - PDF document

Young Professional Lunchtime Learning:

Best Practices for the New & Mid-level Meeting Planner

Aaron D. Wolowiec, MSA, CAE, CMP Director, Education & Associate Partnerships Health Care Association of Michigan Michael Smith Vice President of Convention Sales Travel Portland

• Lloyd Doubleday III, CMP

Director of Event Planning JW Marriott Orlando, Grande Lakes

www.asaecenter.org www.asaecenter.org

Best Practices for the New & Mid-Level Meeting Planner

Aaron Wolowiec, Meeting Planner (MP) Lloyd Doubleday, Convention Services Manager (CSM) Mike Smith, Convention and Visitors Bureau representative (CVB)

www.asaecenter.org www.asaecenter.org

What is your primary job function?

• A. Association Meeting Planner
• B. Third-party Meeting Planner
• C. Supplier/Vendor
• D. Other

www.asaecenter.org www.asaecenter.org

How long have you been in the association industry?

• A. Less than one year
• B. 1-2 years
• C. 3-5 years
• D. 6 or more years

www.asaecenter.org www.asaecenter.org

Have you ever used a CVB as part of your meeting planning process?

• A. Yes
• B. No

www.asaecenter.org www.asaecenter.org

Preliminary Planning

The very first steps are crucial to event success

MP drafts a preliminary meeting profile Each association and event is different - seek

• ut locations that fit your specific needs

Conduct research

www.asaecenter.org www.asaecenter.org

Preliminary Planning

MP contacts a CVB rep in desired city, who will provide information on a numbers

• f hotels for site visits.

Following the site visits, MP will decide on a hotel and negotiate contract

www.asaecenter.org www.asaecenter.org

Pre-Conference

Meeting Planner and Convention Services Manager work together

www.asaecenter.org www.asaecenter.org

Pre-Conference

MP and CSM can determine where to further involve the CVB for other needs:

transportation, temporary workers, off-site properties, etc. informative websites for the attendees’ review prior to event

www.asaecenter.org www.asaecenter.org

Conference

Evolution of MP/CSM relationship Honest and straightforward give-and- take of important information Pre-conference staff member attendance? How will problems be handled on site? What kind/how much daily information should be expected during event?

www.asaecenter.org www.asaecenter.org

Conference

CVB helps manage temporary workers/volunteers on site

www.asaecenter.org www.asaecenter.org

• Should the CVB rep be included?

Billing and payment During post-conference meeting, honest constructive criticism/feedback is crucial for any future relationship

www.asaecenter.org www.asaecenter.org

Thank You!

Any questions?