1. Meeting Planning 101: REFRESHED
Shana Killips, CTA, Certified Meeting Professional Director of Sales, Executive Education and Corporate Learning Facilities
The Eli Broad College of Business
Joseph M. DeMille Sr., Strategic Meeting Management Certificate
Vice President of Business Development
EDU Hospitality Consultants  

2. Meeting Planning 101: REFRESHED
Meeting and Event Planning for Beginners
You have just been asked to plan a meeting, now what?
Embrace the opportunity and stay positive – Attitude is key!
Planning meetings and events requires multi-tasking skills and ingenuity
To succeed you need to know the basics and how to plan effectively
You must hone your skills so you can negotiate for venues, vendors and speakers
If you can do all this and keep costs down you will be a hit with your boss!

3. Meeting Planning 101: REFRESHED
How to Plan Effective Meetings and Events
Make sure meeting objectives are clear and concise
Determine if it is necessary to meet at all, or whether you can accomplish your objectives in another way
Choose the right meeting location – with the right number of meeting rooms
Make sure you know and understand all the services provided by the facility
Be sure to understand your contract terms and the penalty for cancelling
Invite only the people that need to attend
Gather exact contact information for everyone involved
Stick to the set meeting agenda and focused on your meeting objectives
Limit the number of distractions to avoid gaps in understanding
Evaluate the meeting or event at it’s conclusion to measure return on investment
Follow-up with vendors and speakers with the appropriate recognition

4. Meeting Planning 101: REFRESHED
Basic Responsibilities of Meeting and Event Planning
Site inspection
Hotel accommodations
Travel arrangements
Registration processes
Food & beverage / menu selection / decor
Speaker & Entertainment
Audiovisual equipment / Presentation services
Recreational activities
Printing / Office supplies / Staffing requirements
Contract negotiation

5. Meeting Planning 101: REFRESHED
Venue Options to Choose When Planning a Meeting or Event
Hotels
Conference Centers
Resorts
Retreat Centers
Cruise Ships
Unique environments such as museums, stately homes, sporting venues or theaters

6. Meeting Planning 101: REFRESHED
How to Control Cost for Your Meeting or Event
Know your budget before you start planning and stick to it
Avoid surprises when renting a facility or hiring a vendor – get it all in writing
Build at least a 10% contingency into your budget to accommodate unexpected expenses
Check all invoices against written quotations; contract verse banquet event orders
Check invoices daily on a multi-day program
Question all expenses that don’t appear to be correct
Don’t sign anything until you are completely satisfied
Limit the number of people that are authorized to sign to the master account
Keep an eye out for hidden expenses such as overnight shipping, taxes, labor fees or overtime charges
Watch out for currency conversion when planning abroad

7. Meeting Planning 101: REFRESHED
How to Negotiate when Planning Your Meeting or Event
Start with a plan. Know exactly what you want / deserve
Know the value of your meeting
Be specific of your needs and wants with a comprehensive request for proposal
Only work with venues that want your business
Be methodical and meticulous – make careful notes through out the process
Use bargaining power – have another vendor to help influence negotiations
Avoid vague and confusing contract language – read the fine print
Insist on shared responsibility – mutual indemnification
Assume nothing – ask questions, more questions and still more questions
Exercise silence – Be a champion listener
Be sure you are an authorized signer of the contract
Follow all the pre-determined contract language required by the University

8. Meeting Planning 101: REFRESHED
Negotiable Items / Common Concessions
1. 1:40 complementary guest rooms
2. Suite upgrades for VIPs
3. Discounted staff guest rooms
4. Complementary meeting space
5. Complimentary WiFi
6. Complimentary hospitality suite
7. Waived or reduced attrition
8. Complimentary or reduced parking
9. Complimentary amenities for VIP guests
10. No walk clause
11. Reduced cut off date for guest rooms
12. Guest room rebates
13. Group rate 3 days pre and post event
14. Reduced resort fee
15. Discounted/upgraded food and beverage
16. Discounted/upgraded audio visual
17. Complimentary airport transportation
18. Full day and half day meeting package

9. Meeting Planning 101: REFRESHED
Contract Clauses that are Non-Negotiable
Indemnification / Hold Harmless Clause
Insurance Requirements
Cancellation Clause
Attrition Clause
Authorized Signer

10. Meeting Planning 101: REFRESHED
MSU Contract Standards
Going out to Bid
Total expense
Authorized signatory
MSU Purchasing Department reviews and signs ALL contracts
(MBP Section 270:
Liability/insurance
MSU can provide a certificate of insurance (rmi.msu.edu)
MSU is self-insured and cannot name another entity as an additional insured

11. Meeting Planning 101: REFRESHED
MSU Contract Standards (Cont’d)
Indemnification
Mutual
MSU will not take responsibility for things that are out of our control, within the other party’s control or result from the negligence or wrongful acts of others.
Dispute Resolution
MSU will not agree to binding arbitration as a means of dispute resolution
Governing Law
MSU’s preference is to have it be Michigan
Confidentiality
MSU is subject to FOIA (Freedom of Information Law) so all of our documents are public record and therefore we cannot agree to keep the contract or any portion thereof confidential.

12. Meeting Planning 101: REFRESHED
Resources available for RFP Development, Sourcing and Contracting
When available utilize the staff of the destination’s Convention Visitors Bureau
Third Party Meeting Planning Companies; Helms-Briscoe, ConferenceDirect, HPN Global and Global Cynergies - no-fees for basic services
Tools for sourcing your events - Cvent or Groupize for simple meetings
MSU Preferred Suppliers
Anthony Travel – Athletic Groups
STA Travel for Student Travel
Conlin Travel – Ms. Kyle Minor-Bishop
Controller's Office Group Travel
Helpful planning checklists from Marriott Hotels
Henry Center Event Specification Guide
Phone a friend – call Joe DeMille before you pull your hair out
“Meeting and Event Planning for Dummies” by Susan Friedmann

13. Meeting Planning 101: REFRESHED
MSU Meeting Space Venues
Alumni Memorial Chapel
Broad Art Museum
Cowles House
Destination State; Kellogg Center, residence halls, Breslin Student Events Center, The MSU Union, The Huntington Club
Henry Center
Kellogg Biological Station, Kellogg Manor House
Management Education Center – Troy
Secchia Center – Grand Rapids
University Club of MSU (agency account in EBS)
Wharton Center for Performing Arts
Tollgate Farm - Novi
See CVB Visitor’s Guide for other facilities in the community

14. Meeting Planning 101: REFRESHED
Direct Bill Caterers
Pizza House
Grand Traverse Pie Co.
Qdoba Mexican Eats
Spartan Hall of Fame Café
McAlister’s Deli
Sultan’s Mediterranean
Swagath Indian Cuisine
Buffalo Wild Wings
Woody’s Oasis

15. Meeting Planning 101: REFRESHED
Joseph M. DeMille Sr., Strategic Meeting Management Certificate
Vice President of Business Development
EDU Hospitality Consultants  
Shana Killips, CTA, Certified Meeting Professional Director of Sales, Executive Education and Corporate Learning Facilities
The Eli Broad College of Business