| |
| |
| Introduction | |
| |
| |
| About This Book | |
| |
| |
| Who Needs to Read This Book? | |
| |
| |
| How This Book Is Organized | |
| |
| |
| Icons Used in This Book | |
| |
| |
| |
| Been to Any Good Meetings or Events Lately? | |
| |
| |
| |
| Gearing Up for Meetings and Events | |
| |
| |
| Being Wise About Holding Meetings | |
| |
| |
| Focusing on Your Purpose | |
| |
| |
| Differentiating Between Meetings and Events | |
| |
| |
| Figuring Out Who Should Be Involved | |
| |
| |
| Knowing How Long a Meeting or Event Should Last | |
| |
| |
| Finding the Right Setting | |
| |
| |
| Getting Help When You Can | |
| |
| |
| |
| Strictly Business: Knowing Your Meeting Type | |
| |
| |
| Holding Shareholders Meetings | |
| |
| |
| Gathering the Board of Directors | |
| |
| |
| Getting Away: Corporate Retreats | |
| |
| |
| Setting Up Successful Sales Meetings | |
| |
| |
| Prepping Quickly: Impromptu Meetings | |
| |
| |
| |
| The ABCs of Meeting Preparation | |
| |
| |
| Identifying the Purpose | |
| |
| |
| Planning the Agenda | |
| |
| |
| Inviting Attendees | |
| |
| |
| Assessing Your Needs | |
| |
| |
| Setting the Scene | |
| |
| |
| |
| Mixing Business with Pleasure: Events | |
| |
| |
| Heading to a Destination Event | |
| |
| |
| Inviting the Media to Visit | |
| |
| |
| Honoring Employees with Tributes and Roasts | |
| |
| |
| Holding a Product Launch | |
| |
| |
| |
| Bringing an Event to Life | |
| |
| |
| Deciding When to Stage Your Event | |
| |
| |
| Considering Your Venue | |
| |
| |
| Setting the Stage | |
| |
| |
| Analyzing Your Audience | |
| |
| |
| Creating the Atmosphere | |
| |
| |
| Creating a Memorable Theme | |
| |
| |
| Entertaining the Troops | |
| |
| |
| |
| It's All Show Business | |
| |
| |
| |
| Get Me to the Meeting on Time | |
| |
| |
| Up, Up, and Away: Air Travel Made Easy | |
| |
| |
| Organizing Ground Transportation | |
| |
| |
| Working with a Travel Agent | |
| |
| |
| Timing It Right | |
| |
| |
| |
| Food for Thought | |
| |
| |
| Considering Food and Beverage Concerns | |
| |
| |
| Exploring Eating Options | |
| |
| |
| Serving Drinks at Your Event | |
| |
| |
| Working with the Catering Manager | |
| |
| |
| Getting It All in Writing | |
| |
| |
| |
| Great Speakers, Great Impressions | |
| |
| |
| Understanding the Types of Presentations | |
| |
| |
| Selecting Good Speakers: Ten Guidelines | |
| |
| |
| Using Help to Find a Speaker | |
| |
| |
| Understanding Fees | |
| |
| |
| Confirming Arrangements in Writing | |
| |
| |
| |
| It's the Extras That Count | |
| |
| |
| Helping Guests Get a Good Meal | |
| |
| |
| Showing Off the Location to Your Guests | |
| |
| |
| Putting Sports and Exercise on the Menu | |
| |
| |
| Welcoming Spouses and Companions | |
| |
| |
| Assisting Guests with Special Needs | |
| |
| |
| |
| Is the Grass Greener Overseas? | |
| |
| |
| Why Meet Overseas? | |
| |
| |
| Working with a Destination Management Company | |
| |
| |
| Timing Your Overseas Event | |
| |
| |
| Selecting the Right Site | |
| |
| |
| Traveling the World | |
| |
| |
| Recognizing Health and Safety Issues | |
| |
| |
| Preparing Multicultural Programming | |
| |
| |
| |
| Lights, Camera, Action! | |
| |
| |
| Taking Control of Your Environment | |
| |
| |
| Handling Your Audiovisual Needs | |
| |
| |
| Exploring Special Presentation Situations | |
| |
| |
| |
| No Guts, No Story | |
| |
| |
| |
| Nuts and Bolts: Negotiating, Contracting, and Ensuring Safety | |
| |
| |
| Finding the Best Supplier with RFPs | |
| |
| |
| Negotiating the Deal | |
| |
| |
| Signing on the Dotted Line | |
| |
| |
| Creating a Safe and Secure Event | |
| |
| |
| Liability and Insurance Issues | |
| |
| |
| |
| Working with Vendors | |
| |
| |
| Teaming Up | |
| |
| |
| Working with Specific Types of Vendors | |
| |
| |
| |
| Drinking Champagne on a Beer Budget | |
| |
| |
| Preparing a Budget | |
| |
| |
| Making Money | |
| |
| |
| Cost-Cutting Tips for the Savvy Planner | |
| |
| |
| |
| Mission Possible: Building Bridges with Technology | |
| |
| |
| |
| Making Meeting Technology Work for You | |
| |
| |
| Why Go Virtual? | |
| |
| |
| Exploring What's Available | |
| |
| |
| Selecting the Right Meeting Alternative | |
| |
| |
| |
| This Phone's for You: Teleconferencing | |
| |
| |
| Exploring Service Options | |
| |
| |
| Tips for a Successful Teleconference | |
| |
| |
| Minding Your Manners: Teleconference Etiquette | |
| |
| |
| |
| Videoconferencing Made Easy | |
| |
| |
| The Pros and Cons of Videoconferencing | |
| |
| |
| Determining Your Needs | |
| |
| |
| Choosing the Right System | |
| |
| |
| Staging a Successful Videoconference | |
| |
| |
| Springing into Action | |
| |
| |
| Planning for Disaster | |
| |
| |
| |
| Holding Meetings Online | |
| |
| |
| Using the Web As a Planning Assistant | |
| |
| |
| Meeting Online: Web Conferencing | |
| |
| |
| |
| Exhibiting at Home and Abroad | |
| |
| |
| |
| Planning for Gold: Exhibiting 101 | |
| |
| |
| Planning a Successful Exhibit | |
| |
| |
| Promoting Your Exhibit | |
| |
| |
| Counting on People for Exhibit Success | |
| |
| |
| Ensuring a Productive Exhibit | |
| |
| |
| |
| Strutting Your Stuff: Exhibiting 201 | |
| |
| |
| Customizing Your Lead Card | |
| |
| |
| Giving Visitors a Touch of Show Biz | |
| |
| |
| Feed Them and They Will Come: Using Hospitality Suites | |
| |
| |
| Getting into Uniform | |
| |
| |
| Dealing with Snoops | |
| |
| |
| Outfoxing the Competition | |
| |
| |
| |
| Strutting Your Best Stuff Overseas: Exhibiting 301 | |
| |
| |
| Doing Your Homework | |
| |
| |
| Designing Your Overseas Exhibit Space | |
| |
| |
| Providing Hospitality | |
| |
| |
| Exhibiting Sensitivity to the Host Culture | |
| |
| |
| |
| The Part of Tens | |
| |
| |
| |
| Ten Alternatives to Meetings | |
| |
| |
| Being a Sport | |
| |
| |
| Doing a Meal | |
| |
| |
| Having a One-on-One | |
| |
| |
| Making It a Game | |
| |
| |
| Recording a Message | |
| |
| |
| Sharing the Knowledge | |
| |
| |
| Addressing E-Mail | |
| |
| |
| Tapping the Intranet | |
| |
| |
| Putting Your Thoughts into Song | |
| |
| |
| Trying Telepathy | |
| |
| |
| |
| Ten Common Meeting Mistakes to Avoid | |
| |
| |
| Forgetting to Check Dates | |
| |
| |
| Booking a Site Before Making a Visit | |
| |
| |
| Failing to Market Your Event | |
| |
| |
| Signing Contracts That Lack Specifics | |
| |
| |
| Failing to Plan | |
| |
| |
| Neglecting to Check References | |
| |
| |
| Leaving Important Details to the Last Minute | |
| |
| |
| Letting Someone Else Do the Planning | |
| |
| |
| Neglecting Contingencies | |
| |
| |
| Trying to Save Money | |
| |
| |
| |
| Ten Top Negotiating Tactics | |
| |
| |
| Knowing What You Want | |
| |
| |
| Doing Your Research | |
| |
| |
| Rehearsing Your Opening | |
| |
| |
| Asking Powerful Questions | |
| |
| |
| Becoming an Information-Monger | |
| |
| |
| Being a Champion Listener | |
| |
| |
| Creating a Positive Mood | |
| |
| |
| Being Prepared to Walk Away | |
| |
| |
| Knowing Negotiating Styles | |
| |
| |
| Exercising Silence | |
| |
| |
| |
| Appendixes | |
| |
| |
| |
| Online Resources for Meeting and Event Planners | |
| |
| |
| Associations and organizations | |
| |
| |
| Meeting industry portals | |
| |
| |
| Meeting planner software and Internet companies | |
| |
| |
| Industry publications | |
| |
| |
| Travel sites | |
| |
| |
| Links for guests with disabilities | |
| |
| |
| Giveaways, souvenirs, and promotional items | |
| |
| |
| Speakers | |
| |
| |
| Technology | |
| |
| |
| Exhibiting resources | |
| |
| |
| |
| Checklist Heaven | |
| |
| |
| Small meeting checklist | |
| |
| |
| Site selection checklist | |
| |
| |
| Food and beverage functions checklist | |
| |
| |
| Considerations for the physically challenged checklist | |
| |
| |
| Audiovisual equipment checklist | |
| |
| |
| Staging checklist | |
| |
| |
| RFP (request for proposal) checklist | |
| |
| |
| Meeting contract checklist | |
| |
| |
| Trade show budgeting checklist | |
| |
| |
| Exhibitor toolkit checklist | |
| |
| |
| Post-event evaluation checklist | |
| |
| |
| Index | |