The Wilds - A Great Family Adventure

As a HelmsBriscoe Associate, I am always looking for unique group and family activities. I found one -The Wilds. The Wilds is one of the largest and most innovative wildlife conservation centers in the world. Encompassing more than 10,000 acres, the Wilds is located in SouthEast Ohio (an hour and a half from Columbus, Ohio). Where else can you see Black Rhinos and White Rhinos - do you even know the difference?

The Wilds is a unique venue for group outings, family camp weekends and safari camps. Enjoy a sunset cruise, safari style, in a open aired vehicle. A group can now stay at the new Nomad Ridge - luxury camping. Another thought, the Wild's would make a great teambuilding destination.

Affordable destination, green alternative, and educational. A great value for your next group activity!

More information on The Wilds can be obtained be logging on to their website.

If you have any questions on the Wilds or other unique group destinations in Ohio don't hesitate to contact me, lcleary@helmsbriscoe.com.

Swine Flu Outbreak Affects Meetings

In reaction to the fast-moving information around the spread of the swine flue, the Business Travel Coalition has launched a "Swine Influenza Dashboard" where visitors can access alerts from the World Health Organization, CDC Tweets, customized news feeds on the story, and more. For more updates, visit the U.S. Department of Health & Human Services .

Remember in your contracts to include a clause on illness as it relates to an outbreak of epidemic or pandemic proportions...this is not often covered under force majeure clauses. Contract clause assistance that can help cover you, in almost any circumstance, is yet another benefit of using a HelmsBriscoe Associate.

Affordable Meetings in San Francisco

Think San Francisco is out of your reach budget wise? How do group rates starting at $139 per person sound? The Parc 55 San Francisco is offering group rates for HelmsBriscoe clients in 2009 and 2010. In addition, to the outstanding group rates the Parc 55 is offering even more value with a rebate back to your master account, complimentary meeting space, complimentary one hour welcome reception and complimentary high speed internet access.

Learn more about this location and the many other exclusive promotions for HelmsBriscoe clients. Now is the time to save money!

Meeting Contracts Made Easy in Today's Economy

HelmsBriscoe can save you time and money. By using HelmsBriscoe we have over 1,000 associates worldwide at our fingertips to get almost instantaneous information about a destination, hotel, safety of an area and most importantly advice on contract practices.

I have more than 32 pages of standard contract clauses used in the hospitality industry at my disposal. I have clients that I have helped, who were not my clients when they signed the contract, by reviewing and negotiating standard clauses. Such standard clauses relate to attrition, cancellation, strikes, change of management, anniversary attrition review, food and beverage sliding scales, etc...

Let me make sure you get the most out of your contract. Yes, we can save you time by doing your site research, by using our buying power worldwide (every major brands largest client), by using our exclusive hotel partner agreements for promotions and concessions, but most importantly by advising on contract language.

Review the current issue of Meetings and Conventions Magazine for more detail on dealing with hotel and meeting contracts in today's economy.

Affordable Meetings in Second Tier Cities

Perception, affordability and customer service....three of the major reasons behind a spike in second tier city selections for meetings and conventions. USA Today posted an article on just that, the affordability of second tier cities.

Times are tough, we all know that. In addition, we know that it is a buyer's market in the hotel industry. How can your company or association go from a first tier to a second tier city and maintain attendance? It's all in perception. One of my previous blogs, below, was on the incredible venues and cost of Indianapolis. Many larger corporate clients are looking at the Midwest and other areas of the country for deals...

Your clients expect the best! The economic conditions allow that. Branch out. Consider destinations based on what they have to offer, you may be pleasantly surprised. Now is a time for relationship buidling, as this market will not last forever. The concessions and rates will not always be as great as they are now for planners! What matters most is the relationship with that destination, hotel brand or sales person.

Can you afford to have meetings? Yes! Not only are second tier cities rolling out the red carpet, but as a HelmsBriscoe client you can further your budget. Let me show you how. As a HelmsBriscoe associate I have saved my clients anywhere from $6,000 to over $20,000. Let me save you some money too.

Need a vacation - Use your Hotel Award Points

In this time of economic uncertainty hotels are working with meeting planners to step up their concession and award systems. Take a look at this article on hotel award programs put out by Travel Weekly. Make sure, when planning your meeting to ask about planner points and double planner point options, many hotel brands are now offering upgrades. If you are not a member, join all of the programs - they are free! A few are mentioned below -

www.spg.com - Join Now! (Starwood Properties)
www.hilton.com -HHonors Join Now!
www.marriott.com -Marriott Rewards
www.hyatt.com - Hyatt Gold Passport - Join
www.omnihotels.com - Omni Loyalty Program

As a HelmsBriscoe partner we can make sure you are getting all the incentives offered. We know the brands, know the programs and know how to help our clients get the most bang for their buck. Let me show you how we can help save you time and money on your next meeting or site selection. As a HelmsBriscoe associate I work with Corporate, Association, and Foundation markets. As well as, military reunions and sporting events to help make their bottom line work for them.

Let's search together!

Hotels and venues want and need your business, especially now. HelmsBriscoe has wonderful exclusive partner programs that can make your job much more efficient. Let me go to work for you - free of charge.

Effective Meetings

Why go to Florida when you can meet in Indianapolis? No really. I have just spent two days in Indianapolis reviewing the unique venues and walkability of the city. Indianapolis is "Raising the Game," as their new slogan boundfully recites.

With a $1 billion dollar airport opening; the first new airport built since 9-11, access to Indianapolis has never been easier or more affordable. In addition, the venue offerings are incredible: 16th largest convention space in the US at the end of 2010, the NEW Lucas Oil Stadium, Conseco Fieldhouse, NCAA Hall of Champions and Headquarters, and of course the Speedway.

Meeting in Indianapolis is a smart financial decision. You have 7,000 rooms (by 2011) in the downtown core, 5,000 of which are connected via walkways. What a great city! Arts, Culture, Sports, and Affordability.

HelmsBriscoe is a close partner with the Indianapolis CVB and every hotel within the city corridor. If you weren't thinking of Indianapolis, let me show you the opportunities available to you. The concessions, deals and most importantly community support of tourism is what makes Indianapolis a successful, accessible and affordbale destination. Let me show you around!

Meetings Industry Hit Hard

The USA Today has posted an article on the status of the meeting industry. The outlook -more virtual meetings and less travel. The economy has taken a toll on budgets that is for sure, but there are ways to make your meetings work for you.

1. Conduct more regional and local meetings
2. Ask for Food and Beverage Concessions - use pitchers of water, not bottled water
3. Request 0 attrition and cancellation for your meetings booked short term -if the contract is signed and meeting consumed within a 12 month period, hotels will work with you on this.
4. Should your space be requested 2-4 years out there are a number of standard clauses you can use to protect your company - I have more than 32 pages I can share with you.

In a nutshell, I can make your meetings work for you by saving you time and money. Try out HelmsBriscoe for your site selection purposes. There is no better RESOURCE for you and your company, association or foundation.

Meetings Are Worth the Cost!

Meetings are worth the cost. The Travel Industry Association of America compiled a comprehensive and aggressive campaign to change attitudes about meetings, events and incentive travel continues to reap results.

In addition to favorable stories this week on NBC's Today show, CNBC and the New York Times, an exchange yesterday on the floor of the U.S. House of Representatives between Congressmen Barney Frank (D-MA) and Shelley Berkley (D-NV) is a clear sign that the tone has changed in Washington toward the value of business travel. Click here image or to play (may take a minute to buffer).The colloquy with Congressman Frank is a major win for our industry because it clarifies on the record the importance of business travel by the chairman of the Financial Services Committee and a respected House leader.

Remember corporate meetings, association meetings and incentive trips may be decreasing in size and budget, but they are worth the cost. To share industry information, as well as upkeep the morale of employees. This is a hard time for all America's, incentives are important -but must be kept in check.

As a HelmsBriscoe Manager for Global Accounts I can help make the meetings you have more cost productive. The exclusive partnerships we share with hotel brands, and convention and visitors bureaus is a one of a kind partnership. Try my site selection and contract negotiation skills. In this economy, you can't afford not to!

Deciding whether to hold your meeting or not?

Deciding whether to hold your meeting or not? Read on. The Professional Convention Management Association (PCMA) has a great point -counter point article on cutting meeting expenditures.

If you are still comparing costs - remember that HelmsBriscoe can be a valuable resource for you. Our buying power and exclusive partner agreements, along with expert contract negotiations, can make that meeting a no brainer, and good for your bottom line. Contact me for more information on how to help you save money and time - lcleary@helmsbriscoe.com!

Airline Prices restricting business travel - use this tool

Business travel is an ongoing "need" in the United States. Many corporate travel budgets have taken a big hit due to the oil prices and jet fuel cost. Tracking airfare from numerous sites can cost you alot of unneccesary time .

I can help you cut that time in half! Farecast.com has a tool that will track flights from many different online reservation sites. You simply input your information, how often you would like notified on pricing, and the site takes it from there. It really is a time saver.

Also, try connecting Farecast.com with Hotwire.com. Hotwire compares prices from surrounding airports. Another time and money saving tool.

Lastly, if you are booking for a group - 16 or more passengers - try using Airline Consolidator.com for pricing. This is a low cost airline wholesaler. Review the pricing list, and then contact your lowest airline price option (ie/ American Airlines, Korean Air, etc). You will have a point of negotiation, as well as, have located a group sales department to call on.

I use all of these options for my travel groups. These tools save me time and my clients alot of money - by telling me and them "when" to book!

Happy traveling!

Budget Airlines - Cost Savings Yes; Booking Ease, No!

I have a group going to Dublin Ireland this June. The group will be taking a sidetrip via Ryanair from Dublin to Brussels. The group fare has varied from an outstanding 2.99Euro - 4.99 Euro per person, one way. However the booking taxes (30Euro), handling fees (1 bag and airport check-in - 10Euro), and booking fee (10Euro) take this outstanding fare to around 90 Euros or $122 USD per person. Not quite the bargain, one had first thought. Oh, did I mention travel insurance, priority boarding and credit card fees? If you add these items, pack on another 24Euros ($33USD).

Ryan Air has a wonderful record for on time arrival, departure and has a reputation as one of the best European carriers. BUT, if you have a group of more than 16 people (limit number for online reservations) - trying to make a group reservation can be very discouraging.

Tips and resources for dealing with Ryanair are included below -

Blog Sites - Dealing with Ryanair

Don't book discount airlines through third party websites - read the results in the UK

Finally, don't overlook the Ryanair Campaign website

Final word, buyer beware. Too much of a good deal usually is suspect...and read the fine print - especially with discount carriers.

Happy traveling!

Congress to Ban Meetings and Events

Take a look at the National Business Travel Association article on what Senator Kerry is up to in Congress. Sen. Kerry has introduced legislation that would ban all 421 firms including the nation's largest banks that received money from the Troubled Assets Relief Program (TARP) from hosting, sponsoring or paying for conferences, holiday parties and entertainment events.

Does Senator Kerry, or any member of Congrees for that matter, attend conferences, accept money from lobbyist included under the TARP package? I am sure they don't. Hmm.. But they are sending a message to all those employers that offer a "morale" boost to employees for a job well done. Why can't hard working employees be treated to a nice conference, event or Holiday party?

I do agree that spending on events has been excessive, or so that is what the media is telling us, but to put a total ban on any type of tourism related activity (meeting, events, conference, trade show, etc..) is putting even more of a strap hold on the economy.

Please read the response below from the National Business Travel Association- providing statistical basis for what the meeting industry is and why it is essential to the economy:

"I was dismayed to hear that Sen. Kerry has introduced legislation that bans Troubled Assets Relief Program (TARP) recipients from hosting, sponsoring or paying for conferences, holiday parties and entertainment events. I understand and share the concern that taxpayer funds are being used for questionable items, but Sen. Kerry's comments amd actions are part of a disturbing trend that paints company travel and events as a picture of lavish, unnecessary parties. When in truth, the vast majority of meetings, conventions and conferences are cost efficient, well planned tools used by companies to drive business and are an economic boon to cities that host the meetings.

The industry recognizes there are concerns with how companies are spending money. My association, the National Business Travel Association has been at the forefront of managed travel for forty years. A well managed travel program ensures companies are following guidelines that include competitive bidding, expense reporting, cost containment, and policy compliance. Exactly the type of transparency and accountability President Obama has called for. The travel industry believes so strongly in the benefits of effectively managed travel that it has published a set of standards that are being recommended to TARP companies. The industry is also working with the Treasury Department to ensure that these real world practices are a part of the solution.
The introduction of legislation and media driven stories are having a chilling effect on the entire travel community, not just TARP recipients. Companies that have never taken a cent of TARP money are canceling meetings and other events because they are afraid of being attacked as wasteful. This hurts the business travel industry, but it also affects the bellman, the maid, the waitress and other hourly employees that will be laid off as these meetings and conventions decline.

As a member of a community that creates $244 billion in spending, 2.4 million America jobs and $39 billion in tax revenue at the federal, state and local level, I hope you will listen to our ideas and suggestions. Let the Treasury Department work with the business travel industry to set guidelines for managed travel. The worst possible step Congress can do now is to ban meetings and conferences. This knee-jerk reaction would not only hurt the targeted companies, it would hurt the entire American economy."

Why put even more Americans out of work?

Corporate Meetings make sense of Stimulus Bill

Over the past few weeks our industry has been faced with the real possibility that government regulations would hinder corporations from using meetings as a legitimate business tool. As you know, several events have come under intense media scrutiny because they were being held by companies that were in so much financial trouble that they were reaching out to the US Treasury for support.

There is much debate on whether the coverage of these events was fair but regardless, they have created an environment of outrage and potential regulation that we fear will have unintended consequences. Last week, congress approved the following language within the stimulus bill:

20 ''(d) LIMITATION ON LUXURY EXPENDITURES.-The board of directors of
any TARP recipient shall have in place a company-wide policy regarding
excessive or luxury expenditures, as identified by the Secretary, which
may include excessive expenditures on (1) entertainment or events; (2)
office and facility renovations; (3) aviation or other transportation
services; or(4) other activities or events that are not reasonable
expenditures for staff development, reasonable performance incentives,
or other similar measures conducted in the normal course of the business
operations of the TARP recipient.


What this means is that the Secretary of the Treasury is going to establish a definition for ‘excessive or luxury’ expenditures. It is likely these regulations, while not having a legal bearing on non TARP companies, will influence the meetings policies of many organizations. This process will take weeks or even months and will give ample time for our industry to make our voices heard. What the industry has done to begin to address this issue is create a voluntary set of meeting guidelines to act as a model for companies and hopefully the Treasury Department.

These voluntary guidelines and speaking points are available through The American Hotel and Lodging Association. Read the points and understand the restrictions being placed upon the meeting industry. It is your duty, as a meeting planner, to inform your clients on pending legislation that may affect them tomorrow or in two years.

Getting your Money's Worth on Events

Ok, so I have this client who is planning his first city wide event. After researching many different city venues and packages, the client has decided on one specific city. While the city offers a great stadium (this is a softball tournament) for the event, the entire package is not complete.

What is missing or not right about the fit? Rooms, Money, Traffic flow, Crowds, etc... A package needs to meet many different criteria, not just one. Many times you'll be working with a client who is dead set on using one specific brand or venue. How do you get the client to see the whole picture?

Show the client the connection between money and experience. Experience plays such a big role in event development. Do you have the right venue, city, hotels to make your attendees want to come back? The last four words are key - "want to come back".

Yes, the stadium, in my case, may be a perfect fit (for future years, just not this year). Keying on that point, the Convention and Visitors Bureau confirmed that due to two large special events, on the same week, that they can offer no hotel rooms within a 60 mile radius. Ok, red flag! Remember, experience plays a HUGE role in whether an attendee or team comes back to your event. No rooms, very crowded restaurants and heavy traffic flow. Do you see a potential problem or problems?

Ideas for stearing your client in the right direction:

1. Itemize the entire package - what do we need to have to make our event a success? How many rooms? Are our dates "set in stone"? Do we need citywide support? Are any other events in town that we will be competeing with on space?

2. Prioritze the Package - Ideal venue, Alottment of rooms in desired price range, city support, etc.

3. Explain the cost ratio and experience factor to your client. Know your client - what are his/her hot buttons? Is your client a visual person? Is your client a numbers person? Knowing your client will help you present the best options in terms they can understand.

4. Do a site visit - always. Driving the site, especially with a city wide, may help the client see the negatives and postives of each venue. Also, this is where experience comes into play. How does the client truly feel at the venue, city, hotels, etc?

Last but not least, remember that the client makes the final decision! We, as site selectors and meeting planners, do whatever we can to proivide the full picture. If the client is not given the full picture, we have not done our job very well.

I'll be back with event planning and site selection articles and tips, to help you save your client or your business money.

Saving Money on Meetings - NOW

I have two clients I am working on meeting site selection options for 2009 meetings. Both clients are new to HelmsBriscoe and want to see a true advantange. Can we live up to what we promise?

My clients have been holding meetings on their own for years, so they wanted to see what we can do better - can we really save them time, money and provide unbiased feedback from a wealth of knowledge worldwide?

My first client has been holding an annual Holiday dinner for their employees - top notch hotel, food and beverage, etc... However, the economy brought me this account. How can we save money and can you really negotiate better rates than we can on our own? Yes, we can. I gave my client an analysis of 8 properties that fit their criteria, timeframe and budget - including the property they have been at for the past 7 years. The client had been paying for room rental and more than $200 per person, per room. The same property offered us a room rental waiver, with 80% attrition (usually 90%) and a $169 per person rate. The client was amazed and stated " they have never given us that low of a rate, not even seven years ago." Did the client go back to this property? Well, the contract is not signed yet, but they are looking at another property. Why? Because, of the room rates we negotiated, the property site inspection and a lower tax rate - which they had never looked at prior.

The above analysis offers several things you, as a meeting planner, will want to keep in mind:

1. Negotiate the attrition at 80% maximum - try for 0 attrition, alot of hotels are doing it now - at least for the next two years. "Attrition" is based on the amount of room nights you say you need, and how many you actually pick up. The hotels, in the past, have given very little leway on this. What you don't pick up, you are responsible for.

2. Negotiate that whatever rooms you don't pick up by a designated dealdine will be returned back into inventory, with no penalty to you.

3. Ask for 15% minimum reduction on AV

4. Ask for 2009 menu prices for 2010 functions...or ask for 10% off F00d and beverage in 2009.

5. Ask for water in pictures, instead of bottled water - this will save you money.

6. Always check out the complete tax breakdown. In our example above, the client narrowed the search to two properties, maybe 20 minutes apart, but in two different counties. One had a 16.75% tax rate the other 12%. More money saved!

The second client, is an international corporation. They have the skills, knowledge and buying power for just about anything. So, can we save them time and money?

The client gave me 48 hours to provide them with site options for their annual summer staff retreat - upper level management - most important criteria: must stay within the State of Ohio. I provided more than 15 properties that fit their specs within 24 hours. The pricing ranged from $99 for a Hyatt Regency to $150 at another upscale lodge in northern Ohio. The client is thrilled. Not only did HelmsBriscoe save them money, but we produced results in less time than originally designated.

Whether you decide to use HelmsBriscoe or not for your event or meeting planning - think about the following points:

1. How much time would it take your staff to find the properties that fit your designated criteria?

2. How would you appropriately rate the properties on rooms, meeting facilities, food and beverage and overall service? How would you know about upcoming construction or labor issues?

3. Would you have the buying power that we have - to get the rates you need to make your budget work for you?

4. Last, but most importantly, how much would all of these services cost you? Current employee salary? I am free of charge to you! A free resource to you!

Give HelmsBriscoe a try. I am amazed at the overall support all of our associates have on a day to day basis. You think of a question, we can get it answered. Even if you decide not to use us, remember the points we've discussed above.

Saving Money At What Cost

Saving money on hotels and meeting venues is simple. Use HelmsBriscoe. HelmsBriscoe is the largest site selection firm in the World. We have more than 900 Associates (with each having over 10+ years experience) in 36 countries. HelmsBriscoe is every hotel chains largest client. That gives us incredible buying power, placing more than $700 million dollars in 2008.

Using HelmsBriscoe is a free resource with no contracts and no strings attached. How am I paid, if there are no fees? Great question. Using our services does NOT increase your room rate? In fact, our commission (10%) is built into the hotels marketing budget. I can supply quote after quote supporting this claim. Even hotels, without our asking, put that "room rates have not been increased," with the HelmsBriscoe associate commission.

I feel the need to explain this. More and more companies need what we have, but many don't understand our value. How could you not, call up on your own - get a rate of over $200 per night and get a comparable phone call from a HelmsBriscoe Associate to the same property - identical requests, with a rate of $139? I am working with a client now that can not believe the price difference. It is all in the buying power and our unique relationships with all major brands, as well as independents.

I also have another client that contacted a sports commission, after I had, and was told by the commission that using HelmsBriscoe will add $10 on to the hotel and that we get that amount off the top. The client was irate and called me. I calmly had to educate two sources, my client, who did not listen to me in the first place, and the sports commission for falsly educating a potential client.

I put alot of time into my clients and relationships with the hotels. I get the best possible concessions for meeting space, audio visual, room nights, food and beverage because I want the client to have money to put back into their pockets. It is my job to make their job seemless!

Speaking of putting money back into pockets. By using a HelmsBriscoe Associate, Starwood Family of properties, Hilton Family and Hyatt properties are offering GREAT rebates (3%-6%)back to YOUR master account. Most offers are good through 1st quarter 2010.

Take advantage of my buying power, resource tools and overall experience. Think of me as a FREE extension of your labor force. Lastly, think about budget cuts. Where do you need to cut? Let me assist you in making the best possible site selection for the least amount of money.

Saving Money on Meetings

I am a meeting manager. What is a meeting manager and why is that a job? I love the day to day operations of making things happen, saving money for clients and finding affordable alternatives. Ok. But why can't I plan meetings myself, you may ask....

You can. I am going to introduce you to step 2. Where did step 1 go? I am step 1. I work for a company called HelmsBriscoe (www.helmsbriscoe.com). HelmsBriscoe is the largest site selection firm in the world.

It must be expenisve to use you....what can you do that I can't..are your next series of questions.

Let me ask what your first step in planning a meeting would be? I'll wait........ Budget, maybe! Yes. Second step??? waiting..... Site Selection? Yes, again. Both budget and site selection will tell you alot about how saving money is going to work FOR you!

I can assist with site selection. No, yes I said NO, cost to you. Meeting planning should be fun. No matter if your planning for 10 people or a citywide. I can take the "boring" part of site selection off your hands, negotiate the contract for you, and provide a basis for your budget. YOU get to do the FUN stuff - provide a great bottom line for your Board, yourself or your boss.

If you are experiencing cutbacks, like many of my clients are, take a look at the following article
http://meetingsnet.com/associationmeetings/marketing_meetings/better_meetings_during_downturn_1208.
You are not alone. Making simple cutbacks can help!

Let's work together to save money on meetings. Join me back for tips and advice on what I am doing to make meetings happen in a down economy!