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.

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!

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.

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!