Challenges / Problems Facing Corporate & Association Planners Deb Lang, CME, Corporate Convention & Meeting Mgr Wells’ Dairy, Inc. Le Mars, IA Nancy Herselius, CMP, Independent Planner Creative Meetings & Events, LLC Bondurant, IA

Association Challenges / Problems We will cover four different topics – 1.Membership and the impact on meetings 2.Increasing costs and the impact on budgets 3.Equitable contracts 4.Space needs – guest rooms versus meeting space ratios

What does your membership look like for the past five years? Membership down? Conference attendance down? How do you negotiate contracts four or more years out?

Increasing Costs and the Impact on Meetings Budgets are down. You are asked to provide more with less money. There is a need to be creative with budget items. Members and other attendees are less willing to pay high registration rates but still expect the same type of experience at meetings and events. What do you do?

What are the biggest cost factors affecting meetings and events in the 21 st century?  Facilities

What are the biggest cost factors affecting meetings and events in the 21 st century?  Facilities  Transportation

What are the biggest cost factors affecting meetings and events in the 21 st century?  Facilities  Transportation  Food and Beverage

What are the biggest cost factors affecting meetings and events in the 21 st century?  Facilities  Transportation  Food and Beverage  Audiovisual Equipment

What are the biggest cost factors affecting meetings and events in the 21 st century?  Facilities  Transportation  Food and Beverage  Audiovisual Equipment  Attrition

Paper Explosion!!! Paperless Society???

Facility Contracts  Equitable to ALL Parties?

Facility Contracts  Equitable to ALL Parties?  All costs up front or are some hidden?

Important Contract Clauses Walk Clause Attrition Cancellation Force Majeure Arbitration Change of Ownership Construction or Remodeling Others?

Do you ever feel like you are “out of this world” when searching for the right city and facility for a meeting or event?

More meeting facilities are being built or renovated every year. Planners have many options. Hotels in Las Vegas, for example, require so many rooms nights blocked for so many square feet of space. You have a meeting that is very space intensive but doesn’t meet the required number of nights. How do you handle this?

Corporate Challenges/Problems Communication Knowing and understanding your group Site selections Location Attendees Increasing costs and budgets Contracts Proving your worth!

Are You a Psychic?

Groups & Site Selection  Who is attending?  Is this a one day or a multiple day meeting?  Is the location important?  Objective of meeting  AV company  Transportation

Do More with Less!  Budget restrictions  Escalating hotel costs  Food & beverage costs/options  Airfare  AV charges  Service charges

Contracts  Working with the legal department  Making sure it is a win/win for both parties  Attrition charges  Addendums

Prove Your Worth

Questions???!!!

Contact Information Deb Lang- Nancy Herselius-