Location! Location! Location!
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Where in the World Should I Hold My (conference, wedding, family reunion, etc)?
You know you can plan the ultimate event. You have the skills, the contacts, the resources. There is only one detail left. Where to hold it? The wrong location can ruin even the best planned party or meeting. Read on to learn all you need to know about the business of site selection.
A Quick Look at What's Here
- HB - A Valuable Resource for Your Organization
- Corporate Standards for Meetings, Events, Incentive/Recognition Travel - Talking Points
- Meeting Planner's Checklist
- Stars & Diamonds
- Diamond/Star Rating Comparisons
- Have Your Next Meeting on a Cruise Ship!
- Exclusively for HB Clients!
- HB in the News!
- HelmsBriscoe Associate Melodieann Whiteley
- Great Resources for Meeting Planners
- I Recommend....
- Some of my clients' favorite properties
- Event Planning Must-Have!
- Great Stuff on Amazon
- Reader Feedback
HB - A Valuable Resource for Your Organization
HelmsBriscoe is the largest meetings management solutions and conference resource firm in the world.
As the finest site selection firm in the industry, we provide solutions in the planning process for large, medium and small meetings.
As the finest site selection firm in the industry, we provide solutions in the planning process for large, medium and small meetings.
Corporate Standards for Meetings, Events, Incentive/Recognition Travel - Talking Points
U.S. Travel Association
The business practices of our customers impact the welfare of our industry, our
employee base, and the economic base of the communities where we do
business.
* Meetings, events and incentive travel are smart, cost effective ways to retain
and develop employee talent, build engagement, generate ideas and share
knowledge that drives business growth.
* Critics have labeled many meetings and events as unnecessary and forced
businesses - those that have received federal government support and many
that have not - to cancel planned and future activities.
* When businesses cancel productive meetings and events, the American worker
and local communities from coast-to-coast are the unintended victims.
The meetings, events and incentive travel industries are addressing an urgent public need by developing clear, workable guidelines designed to ensure responsible business travel practices within companies that have received emergency government lending.
* Many prudent companies already have in place guidelines that ensure travel
expenditures are reasonable, justifiable and verifiable. The standards we have
issued are an aggregation of best practices that we are recommending our
business clients follow.
* Our standards support the Treasury Department's recent call for the board of
directors of companies that have received emergency government lending to
develop guidelines on conferences, events and employee recognition programs.
* Our guidelines demand accountablilty and transparency, including:
1. Events exceeding $75,000 must be supported by a written business case
identifying a specific business purpose and positive return on objective and
investment metrics;
2. At least 90% of incentive program attendees shall be other than senior
executives (as defined by Treasury Department guidelines) from the host
organization; and
3. Total annual expenses for meetings, events and incentive/recognition travel
shall not exceed 15% of the company's total sales and marketing spend.
Clear standards requiring transparency and accountability protect taxpayers, our industry, more than one million employees and the communities where we do business.
* Meetings and events are responsible for 15% of all travel spending and
generate more than one million jobs and nearly $40 billion in tax revenue.
* Bellmen, maids, wait staff and other hourly wage employees are the first to lose
their jobs as meetings, events and travel incentives decline.
* The Labor Department reported a loss of 200,000 travel related jobs in 2008
and Commerce Department data predicts a loss of an additional 247,000 travel
related jobs in 2009.
* Undue restrictions on companies receiving government assistance to conduct
productive meetings and events stifle their ability to recover and place them at a
competitive disadvantage.
employee base, and the economic base of the communities where we do
business.
* Meetings, events and incentive travel are smart, cost effective ways to retain
and develop employee talent, build engagement, generate ideas and share
knowledge that drives business growth.
* Critics have labeled many meetings and events as unnecessary and forced
businesses - those that have received federal government support and many
that have not - to cancel planned and future activities.
* When businesses cancel productive meetings and events, the American worker
and local communities from coast-to-coast are the unintended victims.
The meetings, events and incentive travel industries are addressing an urgent public need by developing clear, workable guidelines designed to ensure responsible business travel practices within companies that have received emergency government lending.
* Many prudent companies already have in place guidelines that ensure travel
expenditures are reasonable, justifiable and verifiable. The standards we have
issued are an aggregation of best practices that we are recommending our
business clients follow.
* Our standards support the Treasury Department's recent call for the board of
directors of companies that have received emergency government lending to
develop guidelines on conferences, events and employee recognition programs.
* Our guidelines demand accountablilty and transparency, including:
1. Events exceeding $75,000 must be supported by a written business case
identifying a specific business purpose and positive return on objective and
investment metrics;
2. At least 90% of incentive program attendees shall be other than senior
executives (as defined by Treasury Department guidelines) from the host
organization; and
3. Total annual expenses for meetings, events and incentive/recognition travel
shall not exceed 15% of the company's total sales and marketing spend.
Clear standards requiring transparency and accountability protect taxpayers, our industry, more than one million employees and the communities where we do business.
* Meetings and events are responsible for 15% of all travel spending and
generate more than one million jobs and nearly $40 billion in tax revenue.
* Bellmen, maids, wait staff and other hourly wage employees are the first to lose
their jobs as meetings, events and travel incentives decline.
* The Labor Department reported a loss of 200,000 travel related jobs in 2008
and Commerce Department data predicts a loss of an additional 247,000 travel
related jobs in 2009.
* Undue restrictions on companies receiving government assistance to conduct
productive meetings and events stifle their ability to recover and place them at a
competitive disadvantage.
Meeting Planner's Checklist
So you've decided to plan a conference. Now what?
- Six Months - One Year Out:
1. Establish meeting objectives, theme, basic agenda, budget, attendee list.
2. Determine meeting dates (and alternatives) and destinations.
3. Contact Melodieann Whiteley at HelmsBriscoe to begin site search
4. Make site visits to top choices, if necessary
5. Negotiate and sign contract.
Three - Six Months Out:
1. Notify attendees to "hold the date."
2. Refine program and agenda
3. Select topics and speakers, including A/V needs.
4. Contract with DMC, photographer, airlines, etc as needed (I can help you find these)
5. Work with hotel on on-site office and communication needs.
6. Finalize off-site venues and activities (I can help you find these too!)
7. Establish schedule for material production and make shipping arrangements.
Two - Three Months Out:
1. Select menus and decor
2. Finalize meeting room setups.
3. Order signage.
4. Communicate meeting and travel details to attendees, speakers and guests.
Two Weeks - Two Months Out:
1. Finalize and submit rooming list in accordance with cut-off date.
2. Ship materials.
3. Prepare name badges.
4. Schedule VIP pickups and amenities.
Three Days Out to Meeting:
1. Brief your staff; hold pre-con to familiarize hotel staff, review program and make changes.
2. Check shipments.
3. Confirm reader board information; provide list of VIPs to telephone operators.
4. Review rooming list with hotel; inspect VIP accommodations.
5. Coordinate airport meet-and-greet.
6. Establish procedures to have daily review of charges to master account
7. Check weather reports to make last minute adjustments to activities or arrivals.
Stars & Diamonds
Hotel Ratings - What do they mean?
Have you ever wondered what the difference is between a 5 star and a 5 diamond property? Here is a brief description of the star and diamond ratings.
Hotel Ratings are done by independent companies. The two most worldwide known rating agencies are Mobil and AAA. They give out diamonds or stars. There are very few hotels that actually have 5 stars or diamonds. I just read this year's summaries and Mobil listed only 44 hotels with a rating of 5 vs. AAA with 144 hotels with a rating of 5. You must check with each individual property to see what their ratings are. In general, you can count on the majority of Marriott & Hilton properties to be high 3 or 4 star/diamond. Crowns are average - about 50% 3 & 4 star/diamond but I know they are trying to achieve 4 star for all their Crowne labels as their InterContinental Brand. Read the qualifications for the rating guidelines that both Mobil and AAA use at their web sites: www.mobiltravelguide.com and www.aaa.com.
Hotel Ratings are done by independent companies. The two most worldwide known rating agencies are Mobil and AAA. They give out diamonds or stars. There are very few hotels that actually have 5 stars or diamonds. I just read this year's summaries and Mobil listed only 44 hotels with a rating of 5 vs. AAA with 144 hotels with a rating of 5. You must check with each individual property to see what their ratings are. In general, you can count on the majority of Marriott & Hilton properties to be high 3 or 4 star/diamond. Crowns are average - about 50% 3 & 4 star/diamond but I know they are trying to achieve 4 star for all their Crowne labels as their InterContinental Brand. Read the qualifications for the rating guidelines that both Mobil and AAA use at their web sites: www.mobiltravelguide.com and www.aaa.com.
Diamond/Star Rating Comparisons
What's the difference between 3 Stars and 3 Diamonds?
The two most worldwide known rating agencies are Mobil and AAA. AAA uses diamonds to rate properties while Mobil gives out stars. There is some similarity between the two. Read on!
One Diamond properties typically appeal to the budget minded traveler. They provide essential, no frills accomodations and basic comfort and hospitality. These properties typically do not have meeting space, public restrooms, or full service restaurants. One Star hotels are usually clean and comfortable with limited services and amenities. They may or may not have a full service restaurant.
Two Diamond facilities are geared toward family travelers seeking more than just the basics but at a family-friendly price. The facilities, decor and amenities at these properties are modestly enhanced beyond the one diamond. They must have at least one public restroom. Some may have a small meeting room. Two Star properties are comfortable, clean and reliable with expanded services including a full-service restaurant.
Three Diamond hotels offer style. There are marked upgrades in amenities and services. There will be separate public restrooms for men and women and expanded meeting space. The restrooms should be adequate for the amount of meeting space. Rooms will contain very good quality beds and linens and comfortable armchairs. Three Star facilities will contain a full service restaurant and expanded services such as room service, fitness center and optional turndown service.
Four Diamond properties are refined and upscale. They will provide an extensive array of amenities combined with a high degree of service. Rooms will have excellent beds with obvious enhancements such as triple sheeting and choice of pillow fills. There will be a variety of well-appointed meeting rooms and state-of-the-art a/v equipment is almost always available. Four Star hotels create a luxury experience. Services may include automatic turndown service, valet parking and 24 hour room service.
Five Diamond facilities provide the ultimate experience. They offer extensive personalized service and amenities and should exceed your expectations. Rooms will contain outstanding quality bed linens and towels and amenities such as a seven piece bathroom amenity package. Meeting rooms are elegant, first class spaces offering a unique variety of services. Valet parking is expected at all five diamond properties. Five star hotels offer a exceptionally luxurious environment with expanded amenities and superlative service. These are the best hotels in the country.
One Diamond properties typically appeal to the budget minded traveler. They provide essential, no frills accomodations and basic comfort and hospitality. These properties typically do not have meeting space, public restrooms, or full service restaurants. One Star hotels are usually clean and comfortable with limited services and amenities. They may or may not have a full service restaurant.
Two Diamond facilities are geared toward family travelers seeking more than just the basics but at a family-friendly price. The facilities, decor and amenities at these properties are modestly enhanced beyond the one diamond. They must have at least one public restroom. Some may have a small meeting room. Two Star properties are comfortable, clean and reliable with expanded services including a full-service restaurant.
Three Diamond hotels offer style. There are marked upgrades in amenities and services. There will be separate public restrooms for men and women and expanded meeting space. The restrooms should be adequate for the amount of meeting space. Rooms will contain very good quality beds and linens and comfortable armchairs. Three Star facilities will contain a full service restaurant and expanded services such as room service, fitness center and optional turndown service.
Four Diamond properties are refined and upscale. They will provide an extensive array of amenities combined with a high degree of service. Rooms will have excellent beds with obvious enhancements such as triple sheeting and choice of pillow fills. There will be a variety of well-appointed meeting rooms and state-of-the-art a/v equipment is almost always available. Four Star hotels create a luxury experience. Services may include automatic turndown service, valet parking and 24 hour room service.
Five Diamond facilities provide the ultimate experience. They offer extensive personalized service and amenities and should exceed your expectations. Rooms will contain outstanding quality bed linens and towels and amenities such as a seven piece bathroom amenity package. Meeting rooms are elegant, first class spaces offering a unique variety of services. Valet parking is expected at all five diamond properties. Five star hotels offer a exceptionally luxurious environment with expanded amenities and superlative service. These are the best hotels in the country.
Have Your Next Meeting on a Cruise Ship!
Cruise ship meetings are hotter than ever! Why? They are very cost effective! Everything is included in one price. And from a logistics standpoint, meetings at sea are very easy to manage.
Nothing could be easier. There are planned venues, onboard coordinators, meeting planners, audiovisual technicians, a variety of meals planned,and excellent entertainment. Most cruise ships now offer wireless Internet access in meeting rooms and many other areas of the ship.
Meetings on cruise ships are ideal for smaller companies because most cruise ships have meeting facilities that are best suited for up to 300 people. They also make sense for large companies who can charter the entire ship for full access to all the different venues offered. Also, you have a captive audience on a ship so you have a much higher level of participation. Attendees can't just walk out the door and go golfing.
Some other advantages of cruise ship meetings include meal planning - attendees can choose from an array of menu items because a cruise ship is preparing a variety of meals for a large group. AV equipment is already in place and for companies who want to hold special events or provide special effect presentations. Technicians do all of the setup and maintenance and are right there if needed.
So the next time you are looking for the perfect location for your meeting, consider a cruise. And let HB help you book just the right one!
Nothing could be easier. There are planned venues, onboard coordinators, meeting planners, audiovisual technicians, a variety of meals planned,and excellent entertainment. Most cruise ships now offer wireless Internet access in meeting rooms and many other areas of the ship.
Meetings on cruise ships are ideal for smaller companies because most cruise ships have meeting facilities that are best suited for up to 300 people. They also make sense for large companies who can charter the entire ship for full access to all the different venues offered. Also, you have a captive audience on a ship so you have a much higher level of participation. Attendees can't just walk out the door and go golfing.
Some other advantages of cruise ship meetings include meal planning - attendees can choose from an array of menu items because a cruise ship is preparing a variety of meals for a large group. AV equipment is already in place and for companies who want to hold special events or provide special effect presentations. Technicians do all of the setup and maintenance and are right there if needed.
So the next time you are looking for the perfect location for your meeting, consider a cruise. And let HB help you book just the right one!
Exclusively for HB Clients!
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Two nights for the price of one!
Sun-Fri, 3/22 - 4/16, 2009
Plus receive $10 free slot play!
Atlantis Casino Resort Spa - Reno, NV
To book now call me at 479-790-9953
Or email me at mwhitely@helmsbriscoe.com
Sun-Fri, 3/22 - 4/16, 2009
Plus receive $10 free slot play!
Atlantis Casino Resort Spa - Reno, NV
To book now call me at 479-790-9953
Or email me at mwhitely@helmsbriscoe.com
HB in the News!
- Resorts spending millions to upgrade spaces
- "The rooms are the Number 1 profit center for a hotel," said Mike Satterfield, regional vice president of HelmsBriscoe, a Scottsdale-based company that books meetings for corporate and association clients around the world. "In order to sell your rooms, you need to have meeting space."
- Tourism needs more bright spots
- Meanwhile Howard Cohen, who is director for Central and Eastern Europe at HelmsBriscoe, global leader in terms of volume for conference planning, said: "The Budapest market is holding up quite well, considering that Europe and the US are having a generally poor year.
Here's my favorite link:
Great Resources for Meeting Planners
http://www.professionaltravelguide.com/
The world's most comprehensive online travel plann more...0 points
USA All Inclusive Resorts
Easy to search resort directory featuring USA all more...0 points
MPI - Meeting Professionals International
Professional membership organization for corporate more...0 points
ASAE & The Center for Association Leadership
Professional membership association for associatio more...0 points
I Recommend....
There's more to a successful meeting than just the location.
- Soar With Eagles
- Need an expert in their field to deliver a great motivational message for your next company meeting, conference, or convention?
We help you find the right speakers for your organization's event, board retreat, or corporate meeting.
We can help you book emerging speakers who speak for a modest fee all the way up to a celebrity like Oprah. Because the speaker pays our commission, there is no charge to the hiring organization.
Some of my clients' favorite properties
Event Planning Must-Have!
The Business of Event Planning: Behind-the-Scenes Secrets of Successful Special Events
Amazon Price: $23.07 (as of 07/06/2009)
Whether you're planning a corporate party or just a small event, don't do a thing until you read this book. Judy Allen covers the entire planning process in exhaustive detail. When you let HB handle the site selection, and then use Judy's guidelines to plan the rest of the program, you are guaranteed to host an event to remember!
Great Stuff on Amazon
The Complete Guide to Successful Event Planning : With Companion CD-ROM
Amazon Price: $26.37 (as of 07/06/2009)
Meeting & Event Planning for Dummies
Amazon Price: $14.95 (as of 07/06/2009)
Essential Tips for Organizing Conferences & Events
Amazon Price: $36.62 (as of 07/06/2009)
How to Put on a Great Conference: A Straightforward, Friendly and Practical Guide
Amazon Price: $9.31 (as of 07/06/2009)
Reader Feedback
Lensmaster
Joyce Mason wrote
Fabulous resources, Melodieann! Thanks for making them available.
Posted October 07, 2008
happynutritionist wrote...
Great information, thanks for stopping by and visiting my fun Squidoos, yours provides a lot of helpful info. 5 stars :-)
Have a wonderful day!
Posted September 16, 2008
Lensmaster
PopArtDiva wrote
Wow, I live in Arizona and didn't know that Casino Arizona was planning a complex like that!
You certainly have a wealth of information here for anyone who travels!
Got the goods on cruises???
Posted July 26, 2008
Lensmaster
Pam Archer wrote
I've never seen an explaination of the diamond and star ratings. I knew the more, the better, but not who rated them. Great info!
Posted June 21, 2008
Lensmaster
Karen O'Bannon wrote
Like the site.
Posted March 15, 2008
by melodieannw
Welcome! I am a retired Navy Cryptologic Technician. After retiring from the Navy, I moved to Northwest Arkansas with my husband and family. Aft... (more)
