General

There is a line in the movie, Working Girl (a classic film by my standards) that reads” “If dumplings can be considered a big idea, I guess…” It’s a sarcastic response to the lead character’s suggestion that dumplings are a popular new appetizer according to W, a magazine she reads “because you never know where a big idea will come from.”  

Years later, dim sum dumplings may be passé, but Tess’s theory remains valid. Big ideas do come from unexpected places, so those of us in the creative field need to have our eyes open at all times. It’s not enough to attend events (or watch the Academy Awards) and think, “Hmm, how could I create something similar at my event?” I believe successful event planners should take every opportunity to seek inspiration even outside of the event world.

For instance, I’m not the least bit interested in sports or electronics, but when I’m waiting in a doctor’s office, I often seek out Sports Illustrated or Popular Mechanics just to get a sense of those fields. At the same time, reality TV is a trend I can definitely live without, but I can’t argue its popularity. So, yes, I have watched my share of Keeping up with the Kardashians. (Remember all those Survivor-themed corporate events we endured a few years back??) Event trends are frequently borne from pop culture.

Another way to expand your horizons is to consider your favorite websites and expand the list. Or, if you get your news online from CNN, FOX or MSNBC, go beyond the sections you “always read.” In most cases, online articles are short and you never know what you might learn.

Finally, for those of us that plan B-to-C events, it’s particularly important to constantly pay attention to how other companies market their goods and services, even if they are not our clients. More than once I’ve noted an ad campaign for something like Smirnoff and been inspired to alter the design of an event I was working on for a completely different industry.

So, keep your eyes open. Dim Sum, cupcakes, and candy tables are SO yesterday. Tomorrow is much more interesting.

~Carol Galle

5/20/10- I attended a meeting today in which the Detroit Regional Convention Facility Authority (DRCFA) provided updates on the Cobo Hall renovation plan.  The future looks bright!  In addition to structural enhancements, it's clear that a cultural change is in the air.  The transition team is taking great care to build a facility that will be customer-friendly, perhaps setting new standards nationwide.  

To stay current on DRCFA's plans and progress visit their new website:  http://www.drcfa.org/  

 UPDATED:

12/9/11- Check here for an update on the renovation progress of Cobo Hall.

UPDATED:

1/30/12- Update on Cobo Center (aka Cobo Hall) Renovations

I visited with Cobo Center staff last week for an update on their renovation plans.  Extensive renovations will be phased in over the next three years, and many of the behind the scenes changes have already taken place.  When all is said and done, there will be some beautiful spaces for meetings, receptions and special events, including a new 38,000 sq. foot ballroom overlooking the river.  For more information on the transformation of Detroit’s convention center, check out this video. 

New Cobo Floorplans and Drawings - PDF

As we turn a corner heading towards Special D Events, Inc.’s 20 year anniversary I can’t help but feel nostalgic about all the changes we have seen in this industry and in our culture over the past two decades. Just thinking about the generations of change with regard to technology is mind boggling.

Earlier this week I had the most ridiculous Skype call known to man with my 60 some year old parents. The first five minutes was crippled with confusion and full of “can YOU see ME?” and “do we have a video camera to hook up?” and “does this cost money?” Once we finally were able to actually see each other we had another obstacle to tackle…sound. After 5 more minutes and the onset of a headache we decided to pursue our video call by putting the landline phone on speaker next to the computer. We had a lovely chat. That’s not true. My kids had a lovely time sticking their tongues up to the webcam while my parents grinned in adoration of their youth and grandma even managed to get her tongue to appear on the screen.

Fast forward two hours later when I come across my 7-year-old son’s Christmas list (which has been in production since early Spring) and I see “ipad” and “ipod” on there! This is it people. The times aren’t a changing…they have changed, both personally and professionally.

In the corporate world, planners are expected to be able to react on the spot in every way possible, especially technologically when at an event. On site staff need to have the ability to deliver every service that can be offered from that of an office, even if you are in the middle of a field full of grazing cows. As for pre event, planners must have comprehensive knowledge of registration and CAD software, web page building capabilities, electronic invitations and real time status reports of registered attendees. When planners think about capturing and maintaining the attention of younger generations at events, interactivity is a must. Millennials aren’t satisfied unless they are texting or communicating in eleven different ways simultaneously. Luckily, I have Facebook, Linked In, Twitter and good old fashioned email to keep me up to date on all the latest technology trends!

Last week, news broke out among major news sources about MuffinGate.

If you haven’t heard, the word on the street is that the Justice Department had purchased $16 muffins at meetings during the last two administrations. Immediately after the information went public, the Hilton (accused of selling the $16 muffins) made a statement that the price was actually for a full continental breakfast plus tax. Apparently, in an effort to make the invoice quick and easy, the Hilton had “muffins” as the line item listed instead of “continental breakfast”, and that is what lit the media flame.

Having said all that, two issues come to mind. The first is the accuracy of invoices and the second is the media storm that continues to surround our industry.

I recently closed a meeting and had a lot of trouble working with the accounting department to get the invoice correct. Obviously the content needs to be correct. But beyond just being accurate, how important is it that it be clear to everyone? I have had instances where a hotel will explain something to me about an invoice so that it makes sense, but once I send that invoice through for payment, the explanation doesn’t always travel with it. The information should all be clear and concise on the invoice so that anyone (especially the person paying it!) can pick it up and know what they are paying for. MuffinGate is an example of the trouble it can cause when things are not obvious.

In the last few years, meetings have not been painted in a very positive light in the media, and MuffinGate is right up there as yet another black cloud hanging above our heads. I was flipping through the Huffington Post last Friday and read this article about the issue. As the headline clearly states, there have been almost 180 various articles published about $16 muffins but only 37 articles published that detail what the Hilton’s response was. I haven’t checked their statistics, but as a meeting planner, I’ll be honest, that bummed me out a little. Beyond being my personal living, meetings offer great value and have a lot of importance in business. It is frustrating to me to read yet another scandal about how meeting funds are being spent inappropriately, whether it’s the case or not. I don’t think this is a case of “any press is good press” either. This industry needs some recognition and acknowledgement as a vital part of business.

And if someone really is paying $16 per muffin at a meeting, they should give me a call. I can try and negotiate a better deal than that!

1. Never leave your home or office without your business cards. Keep cards in your jacket, wallet and your car.
   

2. F&B and AV are the first place attendees notice cutbacks. Look at ways to increase your income, decrease other expenses and make cuts to F&B and AV a last resort.
   

3. Consider creating an online social community for your next event.
   

4. Serve high protein, low carbohydrate meals and limit salt to increase attendee attentiveness during meetings.
   

5. Learn how to listen. Listen 70% of the time and talk 30% of the time.
   

6. Engage the senses of attendees at meetings by opening the window shades, using scents and providing mints.

7. Social media is a great way to network, but will never replace face to face networking.

8. AV tear down costs should always be less than setup costs. Set up should be about double the cost of tear down.

9. Handwritten changes in contracts are often a cause of contract disputes. Take the time to have changes typed into the contract.

10. Take advantage of any training opportunity that you have. There is a lot of valuable information out there.

1) Gather and bring “after hours” contact information for all your suppliers.

2) Have a contingency budget. You never know when you may need last minute labor/supplies or need to replace items that were damaged in shipment.

3) Bring a tool kit. Even when booth assets are labeled “no tools necessary”, you may need them anyway.

4) Pack extra: if you think you need two, bring three (or four)

5) Arrive early. Build in extra time for flights and ground transportation.

6) Bring cell phone numbers for everyone: booth staff, show management, carriers, office assistants. They are invaluable.

7) Always have a plan B for each aspect of the show.

8) Hold pre-event meetings with booth staff to review expectations and confirm the overall schedule.

9) Never leave your freight unattended at the end of the show. Stand by until the forklift drives it away to the carrier’s truck.

10) Be kind and courteous to EVERYONE: you never know who will go above and beyond to help you, or who you will work with again.

~Bridgette Anderson

Being an event planner takes someone who is able to face any challenge and succeed.  You need to be organized and ready to tackle any obstacle in order to plan and execute a successful event.  Sometimes no matter how prepared or organized you may be, if your client is not or vice versa, your event can easily start to unravel quickly.

We have all experienced a client who might be making multiple changes on a daily basis but you are still trying to catch up on all of the changes they sent you in the last couple of days!  Or maybe you are working on multiple events and the continuous flow of e-mail changes from one client is beginning to mesh together with your other client.  Or you may be a client who has had a difficult time with an event planner due to lack of communication.  This can lead to nothing but pure frustration.

Below are a few simple steps that both clients and planners can utilize to help stay organized and on task to produce a flawless event.

• Establish with your client in your launch meeting their preferred form of communication.  Whether it is a weekly one on one meeting or a conference call every two weeks.  It is important to  update them on any changes or challenges you are facing and review the budget 
• Condensed communication is most effective and can help both the client and the planner stay organized and on task.  By “packaging” items or making a list of changes on a weekly basis or every three days it will help to alleviate any confusion and frustration
• Make sure to communicate any concerns you may have about a client’s ideas. If you don’t think it will work, be prepared to explain why AND offer alternatives. 
• Review the status of the event with your client as often as possible.  Often times we create an event countdown which lists exactly what tasks need to be accomplished and when.  This makes it very easy for the client to know exactly what is getting accomplished and what still needs to be completed
• Gain your clients trust by always being open and honest with them and proving that you can produce a successful event no matter what.  By gaining client trust they will fully embrace your expert advice and will hopefully continue to be your client in the future.

I’d be interested in hearing from both event planners and managers who hire event planners about what might be added to my list of actions to take to improve client/customer relations. Are client’s ideas different from those of event planners? I’d like to find out.

~Alix Chapie

Recently, I worked on-site at three different hotel properties in different parts of the country.  Overall, the clients I was working for experienced great service at each property, however, there were a couple of instances where the service level at one of the hotels was not consistent from staff member to staff member.  As meeting planners, we are able to experience service from all departments of a hotel property and can quickly notice when the service delivered by one or more staff members isn’t consistent with service delivered by their colleagues. 

As meeting planners when we experience mediocre service from any of the staff, it is important for us to immediately give feedback to the supervisor of that particular staff member.  I prefer to offer feedback as quickly as possible because the experience can be used as a “teachable moment” to help the staff member understand how their service can be improved, not only while I am on-site, but also for future clients.  I believe that each hotel property is working toward a level of consistency in their service and therefore, they appreciate the opportunity to use actual customer experiences to help inform staff about the impact of their poor service.

To assist staff, it may be helpful to use a simple mechanism to instill a positive service attitude in them.  If each staff member helps to hold their colleagues accountable to remember to work within these guidelines, their hotel will quickly become known for their excellent service.  This will help to retain customers and to gain new ones as well.

S = smile.  Always greet customers with a smile on your face.

E = Everyone is a customer.   Each meeting participant is a customer.  Be aware of the needs of the meeting participant as well as the meeting planner.

R = Ready.  Be ready for the unexpected to happen.  Welcome variety in your job.  It will allow you to be creative. 

V = Value.  Value each person you come in contact with.  Show each person a positive attitude and value everyone equally.

I = Important.  No matter where you work in the facility, your role and the work you do is important to the success of the event and ultimately to the success  of the hotel.

C = C’mon.  Don’t be the staff person with a negative attitude and demeanor.  You’re no fun to be around and you’re not helping your team be number one.

E = Energy.  Bring energy to everything you do.  Customers and meeting participants will notice it.

By using these simple guidelines, service providers at all levels in the hotel will be more aware of the important role they play in the success of the events at their facility and will help the hotel retain and gain new customers.

~Jerry Schmidt

What you have to realize is that professional event planning is not a part time job.  It is not like planning a birthday party or a wedding reception.  It is not something you do in your spare time.

To do it right, there is much to learn; and to do it well, you need to work at it all day, everyday – and sometimes, day and night.

Professional event planners work on a large-scale plane, with complex information systems, labyrinths of rules and regulations, and multitudes of clients, suppliers, and attendees.  This means running a treadmill of never ending study, attendance at meeting after meeting after teleconference, and 24/7 calling, texting, and emailing.  You also need to be an accountant, advertising copywriter, web master, human resource director, and executive decision maker, and anything else necessary to produce a particular successful event .  Marriage counselor?  Choreographer?  Painter of murals?  Talk-show host?  Videographer?  Animal trainer?  World traveler?   An event planner will be all of these things and more in the course of a long career and hundreds of events.  As an event planner, you have to see what is necessary for an event’s success, get someone to deliver the goods or service required, or in more cases than you might think – do it yourself.

At the same time, there are roles that professional event planning does not require, and that it offers precious little time to perform:  spouse, parent, friend, citizen, dutiful son or daughter, party animal, athlete, hospital patient and any number of other self or relationship focused roles.  This is because there is always a show date that cannot be changed and cannot be ignored, while all of these other things can wait, and – if you are a true professional – you will put all of them off in the days counting down to a big event.

One other thing you must never forget:  event planning is not an occupation – it is a business.  You must make money at it in order to keep doing it.  You must market and sell your services, pay the rent, invoice the clients, enrich the lawyers, and put some money in the bank to carry you through the down cycles in the economy.  This is all ignored in the drive towards a major show and must be crammed into the narrow space between shows – where it never quite fits.

However, aside from free lunches at leftover buffets, event planning does offer some rewards, and they are significant.

Number one, every event has an ending.  At some point, successful or unsuccessful, each one is over.   The exquisite feeling of triumph or at least relief that comes at the adjournment of an event is something that non-event planners will never experience nor understand.  It is, perhaps, the most satisfying aspect of being a planner.

Number two, if you become very good at event planning, after thirty or forty years, you may have enough money left in the bank to stop and smell the roses.  Of course, they will not be roses that you have grown, but roses nonetheless.  Also, your peers in the association may recognize that you occasionally were effective and created some wonderful experiences for certain groups of people, and will reward you with a custom designed plaque created at the bowling trophy shop.

Number three, if you were lucky enough to have had someone put up with you as you pursued this selfless and exhausting vocation, you may finally have time to learn that person’s name, his or her favorite song, and the dreams that kept him or her alive while waiting for you.  This can be a bitter-sweet experience, but for most it will be more sweet than bitter.  So even though you will not deserve it, you may well receive a golden bough on which to rest your weary event planner’s head for the few minutes left in your existence after you hang up your Blackberry.

Event planning you will observe, when you take a good look, is not a part-time job.  In fact, it is more than a full-time occupation and business; it is an exciting, frustrating, exhausting, woefully irregular, unbalanced, and -- if you are especially good at it and lucky –- triumphant experience.  It is more than a job, you will see; it is a life.

~Mike Galle

An SDE tribute to Oprah, who regularly told viewers “what she knew for sure”, and whose 25-year television empire run ended last month.

“10 Things I Know for Sure Being an Event Planner”

1. Working registration is tending bar without the alcohol.  People loiter at the registration table, they tell you things that are on their mind and they visit you regularly and expect to see a smiling face greeting them.
2. An event planner is compromised of 4 sub professions; interior decorator, circus juggler, fire fighter and actor/actress.
3. No matter how far technology goes nothing beats face to face interaction.
4. There are hundreds of event details handled that go unseen to the everyday eye.
5. Linens are the distant cousin of that sock that disappears in the dryer. No matter how many times you count them, at least one will sneak out.
6. Nothing can prepare you for a job as an event planner. I learn something new from my profession everyday.
7. Sometimes having a breath mint handy goes further with a keynote speaker than having a printed agenda.
8. Newton’s law applies: For every celebrity you meet there is an equally impressive mess waiting for you in their green room.
9. Event planners get to regularly sample delicious cuisine from some of the best chefs in the cooking world.
10. Planners love their jobs.

~Lindsay Krause