Posts
Recently the Federal Government issued a Federal Travel Regulation Bulletin (GSA Bulletin FTR 10-6) regarding Travel Policies and Practices. The stated purpose of this bulletin is to “enhance travel cost savings and reduce green house gas emissions.” This travel policy was established in response to the President’s Executive Order requiring heads of agencies to consider reductions associated with “implementing strategies and accommodations for transit, travel, training, and conferencing that actively support lower-carbon commuting and travel by agency staff.”
The travel bulletin goes on to say one of the ways to enhance cost savings is by reducing or eliminating travel. The new guidance encourages eliminating travel when possible by utilizing technology in lieu of travel. Agencies are encouraged to use teleconferencing, video conferencing, webinars, social networking options, etc. We have heard all of this before. It will be interested to see if we see an increase in demand for electronic conferencing.
Both travel costs and carbon reduction strategies are encouraged in the guidelines when planning any travel. Suggestions include traveling lighter (less luggage), using public transportation, and ridesharing and or walking, to and from lodging and meeting sites. When cabs are used, the traveler is encouraged to use cabs that use alternative fuels. If rental cars are required, the traveler is encouraged to use the smallest, most fuel efficient vehicle or if available under a government agreement, use alternative fuel or hybrid rental.
Lodging should be “Green”. Travelers are encouraged to look for lodging that is LEED certified, or has an EPA Energy Star rating or participates in EPA’s Waste Wise and Watersense program and has a stated commitment to practicing environmentally preferable purchasing in the products and services used. The guidance also asks travel to participate in the hotels reuse of linen to conserve water and recycling programs. It also encourages turning off AC/Heat, radio and TV in the room when leaving. These are good suggestions for all us as we travel for either business or pleasure.
When hosting meetings and conferences requiring travel, the guidance encourages strategies such as offering an alternative for remote conferencing, ensuring the site is easily accessible to public transportation, assuring the property incorporates green principles, and that if possible, schedule concurrently with other meetings so attendees can overlap their attendance and avoid multiple trips.
What does that mean to both government planners as well as independent planners? I think this is the wave of the future and we should all consider these guidelines when working with all of our clients and planning for our future events.
~ Linda Begbie • CEO & Executive Director, RDL enterprises
Ed Note: If you are traveling in or to California, check out this web site for a list of green-certified hotels and learn what it takes for them to become certified. - KB
Showing posts with label Travel. Show all posts
Showing posts with label Travel. Show all posts
Wednesday, December 8, 2010
Wednesday, August 25, 2010
What is a CVB and how can they help your meeting?
CVB stands for Convention and Visitors Bureau. When we looked at common acronyms in the industry, this was one that definitely needed to be in that list and, if you are new to meeting planning, this is one of those terms that you absolutely must learn. Why? What’s in it for you as a planner?
Well, for starters, CVBs exist for the sole purpose of bringing business to their city and region – from individual travelers all the way up through citywide conventions. They have the resources and knowledge to help you find the right venue or the right services to support your event. You do not need to know the region in depth – that’s their job. Every first and second-tier city has one (some areas have more!) and most third-tier cities have them as well.
They can also assist you in selecting a venue for your event – helping with everything from initial determination of meeting specs and lead distribution to collecting proposals and aiding with site inspections.
They are a resource for every kind of service that you could need for your meeting or conference. If they do not have members who offer the kinds of services you are looking for, they can help find them. I will often use the CVB to help me find AV providers, caterers, decorators, and other specialty services – especially if I do not know anyone in that area already who provides the services I need.
If you need information on events going on while you are in town, the CVB can provide that to you – everything from dining options and shopping centers to museums, sporting events, and theaters. Remember, the Bureaus are geared to help individuals as well as groups so, when I need to know what options exist for my meeting attendees before or after my meeting is done, the CVB gives me a great place to start to find the things that will interest my group.
The kicker for me, though, is the cost – free. That’s right, free! How CVBs are financed varies by bureau but, for me as a planner, there is no cost for most of what they offer in the way of assistance.
It is worth noting that Bureaus are usually funded by a combination of taxes on hotel rooms sold and disbursements from their cities so, yes, I do “pay” for the service through taxes on guest rooms for my groups but that tax will be charged whether I use the CVB or not – so why would I not use them? If in doubt, ask them what they can do to help you for free and what comes with a cost. The stuff I’ve mentioned above, though, is all provided for free.
Another bonus is that many of these resources are available online (also free of charge) and the CVB web sites are a great way to get an initial “feel” for a city and what they might have to offer your group in the way of attractions, dining, entertainment, etc. Look for the “meeting planner” links on their sites. You can get valuable information about venues in the region, as well as submit a Request for Proposals (RFP), check out their convention and events calendars, or locate local vendors for the services your event needs.
Check them out. You may be surprised at how much a CVB has to offer you…
~ Karl Baur, CMP • Project Director, RDL enterprises
Well, for starters, CVBs exist for the sole purpose of bringing business to their city and region – from individual travelers all the way up through citywide conventions. They have the resources and knowledge to help you find the right venue or the right services to support your event. You do not need to know the region in depth – that’s their job. Every first and second-tier city has one (some areas have more!) and most third-tier cities have them as well.
They can also assist you in selecting a venue for your event – helping with everything from initial determination of meeting specs and lead distribution to collecting proposals and aiding with site inspections.
They are a resource for every kind of service that you could need for your meeting or conference. If they do not have members who offer the kinds of services you are looking for, they can help find them. I will often use the CVB to help me find AV providers, caterers, decorators, and other specialty services – especially if I do not know anyone in that area already who provides the services I need.
If you need information on events going on while you are in town, the CVB can provide that to you – everything from dining options and shopping centers to museums, sporting events, and theaters. Remember, the Bureaus are geared to help individuals as well as groups so, when I need to know what options exist for my meeting attendees before or after my meeting is done, the CVB gives me a great place to start to find the things that will interest my group.
The kicker for me, though, is the cost – free. That’s right, free! How CVBs are financed varies by bureau but, for me as a planner, there is no cost for most of what they offer in the way of assistance.
It is worth noting that Bureaus are usually funded by a combination of taxes on hotel rooms sold and disbursements from their cities so, yes, I do “pay” for the service through taxes on guest rooms for my groups but that tax will be charged whether I use the CVB or not – so why would I not use them? If in doubt, ask them what they can do to help you for free and what comes with a cost. The stuff I’ve mentioned above, though, is all provided for free.
Another bonus is that many of these resources are available online (also free of charge) and the CVB web sites are a great way to get an initial “feel” for a city and what they might have to offer your group in the way of attractions, dining, entertainment, etc. Look for the “meeting planner” links on their sites. You can get valuable information about venues in the region, as well as submit a Request for Proposals (RFP), check out their convention and events calendars, or locate local vendors for the services your event needs.
Check them out. You may be surprised at how much a CVB has to offer you…
~ Karl Baur, CMP • Project Director, RDL enterprises
Wednesday, May 26, 2010
Five Travel Tips
As a meeting planner, I have made countless trips across the state and the country (and a few outside the US) over the years, and have always found it to be a relatively easy thing to deal with, in spite of the delays and hassles of modern travel. Why? Well, it is partly due to the fact that I like to travel. I get to see new places, re-visit places I have not been to recently, or even just return to old stomping grounds. The main reason, though, that traveling is easy for me is because I have a few things that I do to make my trips more pleasurable. And, having recently returned from a five-day trip to Kansas City, I was considering why I was able to relax amid the stress of long travel days and thought I would share some of those thoughts with you. So… here are five of my favorite techniques for making travel easier.
1) Take a book. It doesn’t matter what you have to read – just have something available. Time passes quickly when you get buried in a good book. I am a book hound and usually travel with two or three of them. If you are not into reading, but have a smart phone, be sure to load up your favorite games, music, or movies to help while away the hours on a long trip.
2) Pack food in your carry-on. As airlines are cutting back more and more, it has become even more important to pack some snacks for yourself. I do a homemade trail mix that gives me some protein, some sugars, and lots of flavor to snack on during long flights. It does not truly replace regular meals, but can be a lifesaver when full, sit-down meals are not an option. Be sure that whatever you take can handle room temperatures without spoiling.
3) Dress comfortably and wear layers. Planes and airports can vary greatly in temperatures, so I always try to layer my clothing. This gives me something I can take off if I get too warm – and something to put on if I get too cold. Comfortable clothing also makes it easier to relax. If you are uncomfortable during your trip, the journey will seem to take much longer than it really is.
4) Give yourself some extra time to get where you’re going. Many people rush to the airport at the last minute, fly along the freeway, or otherwise try to get wherever they’re going in least amount of time possible. While I understand the desire to get to your destination quickly, I find that traveling is much more enjoyable and less stressful when I schedule extra time to get there. When I don’t need to rush to make it on time, I don’t stress about being late or worry as much about delays - and I can enjoy the scenery along the way.
And 5) Keep a positive attitude. This can be particularly hard when there are delays, cancellations, or even (especially!) when you’re stuck next to someone with a massively negative attitude of their own. I try to look at the bright side of the situation and remember that there are very few things about traveling by air that are under my direct control. My attitude, though, is something I can control. If I can “let go” of the things I can’t control, then I can more easily sit back and enjoy the trip…
- Karl Baur, CMP • Project Director, RDL enterprises
Do you have favorite techniques for making travel easier? Share them with us! Send your “ease of travel” ideas to RDLplanners@gmail.com and we’ll share them with everyone in future posts.
1) Take a book. It doesn’t matter what you have to read – just have something available. Time passes quickly when you get buried in a good book. I am a book hound and usually travel with two or three of them. If you are not into reading, but have a smart phone, be sure to load up your favorite games, music, or movies to help while away the hours on a long trip.
2) Pack food in your carry-on. As airlines are cutting back more and more, it has become even more important to pack some snacks for yourself. I do a homemade trail mix that gives me some protein, some sugars, and lots of flavor to snack on during long flights. It does not truly replace regular meals, but can be a lifesaver when full, sit-down meals are not an option. Be sure that whatever you take can handle room temperatures without spoiling.
3) Dress comfortably and wear layers. Planes and airports can vary greatly in temperatures, so I always try to layer my clothing. This gives me something I can take off if I get too warm – and something to put on if I get too cold. Comfortable clothing also makes it easier to relax. If you are uncomfortable during your trip, the journey will seem to take much longer than it really is.
4) Give yourself some extra time to get where you’re going. Many people rush to the airport at the last minute, fly along the freeway, or otherwise try to get wherever they’re going in least amount of time possible. While I understand the desire to get to your destination quickly, I find that traveling is much more enjoyable and less stressful when I schedule extra time to get there. When I don’t need to rush to make it on time, I don’t stress about being late or worry as much about delays - and I can enjoy the scenery along the way.
And 5) Keep a positive attitude. This can be particularly hard when there are delays, cancellations, or even (especially!) when you’re stuck next to someone with a massively negative attitude of their own. I try to look at the bright side of the situation and remember that there are very few things about traveling by air that are under my direct control. My attitude, though, is something I can control. If I can “let go” of the things I can’t control, then I can more easily sit back and enjoy the trip…
- Karl Baur, CMP • Project Director, RDL enterprises
Do you have favorite techniques for making travel easier? Share them with us! Send your “ease of travel” ideas to RDLplanners@gmail.com and we’ll share them with everyone in future posts.
Wednesday, April 28, 2010
The Value of Meetings
Meeting “different” has been the theme for the past couple of years. Meeting professionals have always known the meeting in person is a far more effective networking tool than meeting electronically. When meeting and conference evaluations are compiled, often the highest rated component of a meeting is the networking opportunities. Now we can quantify the value.
Oxford Economics USA recently completed a study for the U.S. Travel Association. The focus of the study was to determine the return on investment for business travel when workers travel for meetings, conventions, training, or as an incentive. Studies show that businesses spent over $200 billion dollars in 2008. The findings for this study show that for every dollar invested in business related travel, $12.50 in incremental revenue and $3.80 in new profits is realized. Check out the U.S. Travel Association website http://PowerofTravel.org for more information.
In other news, legislation was introduced in Congress this February by Representative Sam Farr (D-California) called The TRIP Act (Travel Regional Investment Partnership). This legislation creates a matching grant program in the U.S. Department of Commerce that will promote domestic tourism through local and regional partnerships between convention and visitor’s bureaus and other community tourism entities. Hopefully this will be an incentive to get tourism back on track in the future.
Those of us in the meeting industry are eager to see a return in business travel and especially the return of business meetings and events. Hopefully studies like the one done for the U.S. Travel Association and legislation offering incentives for travel will help.
- Linda Begbie, Meeting Planner • RDL enterprises
Oxford Economics USA recently completed a study for the U.S. Travel Association. The focus of the study was to determine the return on investment for business travel when workers travel for meetings, conventions, training, or as an incentive. Studies show that businesses spent over $200 billion dollars in 2008. The findings for this study show that for every dollar invested in business related travel, $12.50 in incremental revenue and $3.80 in new profits is realized. Check out the U.S. Travel Association website http://PowerofTravel.org for more information.
In other news, legislation was introduced in Congress this February by Representative Sam Farr (D-California) called The TRIP Act (Travel Regional Investment Partnership). This legislation creates a matching grant program in the U.S. Department of Commerce that will promote domestic tourism through local and regional partnerships between convention and visitor’s bureaus and other community tourism entities. Hopefully this will be an incentive to get tourism back on track in the future.
Those of us in the meeting industry are eager to see a return in business travel and especially the return of business meetings and events. Hopefully studies like the one done for the U.S. Travel Association and legislation offering incentives for travel will help.
- Linda Begbie, Meeting Planner • RDL enterprises
Wednesday, March 31, 2010
Ten Rules for Traveling Safely [Part II]
Last week, I presented the first five of my "ten tips for traveling safely", along with reasons for each rule. Here are the final five:
Rule #6
Pack lightly. Minimize your suitcase to essentials only. Carry a suitcase that you can lift over your head, so you can carry-on. Most airlines carry-on measurements are: 45 linear inches or 9” H x 14” W x 24” L. You can also find more information on the carriers website or by calling.
Reason: You don’t have to pay baggage fees and you can quickly get through the airport check in. You also have the relief that your items are with you and will not get lost in transition.
Rule #7
Carry a pen light with you.
Reason: You’re in a hotel and the lights go out and it’s the middle of the night. Having a light included in your luggage gives you a safe way to find exits, stairs, etc. It is helpful to have a light on you in any case.
Rule #8
Travel lightly. Dress in natural fibers and cover as much of your body as possible including closed toe shoes.
Reason: One, for comfort and two, in case of an emergency evacuation. Open-toed shoes can be hazardous to your feet if you have to walk across uneven surfaces that may or may not be clear of debris. It’s better to be safe than sorry.
Rule #9
On the airplane, sit where you have options. Familiarize yourself with the seating rows and emergency exits.
Reason: The airplane experiences an emergency landing and you have to exit quickly. The safest seat is the one with the most options.
Rule #10
When on board, put your cell phone on airport mode.
Reason: Airport mode prevents the phone from making or receiving calls or data transmissions while still allowing you to enjoy music and watch videos (depending on what phone you have). This also allows you to comply with FAA regulations, while still having quick access in case you need to text or call someone in the event of an emergency, as it is easy to switch this mode off/on for most phones.
Thank you for flying with us. Enjoy your next flight and remember to always travel safely. See you again soon!
~ Tess Conrad • Meeting & Conference Planner, RDL enterprises
Rule #6
Pack lightly. Minimize your suitcase to essentials only. Carry a suitcase that you can lift over your head, so you can carry-on. Most airlines carry-on measurements are: 45 linear inches or 9” H x 14” W x 24” L. You can also find more information on the carriers website or by calling.
Reason: You don’t have to pay baggage fees and you can quickly get through the airport check in. You also have the relief that your items are with you and will not get lost in transition.
Rule #7
Carry a pen light with you.
Reason: You’re in a hotel and the lights go out and it’s the middle of the night. Having a light included in your luggage gives you a safe way to find exits, stairs, etc. It is helpful to have a light on you in any case.
Rule #8
Travel lightly. Dress in natural fibers and cover as much of your body as possible including closed toe shoes.
Reason: One, for comfort and two, in case of an emergency evacuation. Open-toed shoes can be hazardous to your feet if you have to walk across uneven surfaces that may or may not be clear of debris. It’s better to be safe than sorry.
Rule #9
On the airplane, sit where you have options. Familiarize yourself with the seating rows and emergency exits.
Reason: The airplane experiences an emergency landing and you have to exit quickly. The safest seat is the one with the most options.
Rule #10
When on board, put your cell phone on airport mode.
Reason: Airport mode prevents the phone from making or receiving calls or data transmissions while still allowing you to enjoy music and watch videos (depending on what phone you have). This also allows you to comply with FAA regulations, while still having quick access in case you need to text or call someone in the event of an emergency, as it is easy to switch this mode off/on for most phones.
Thank you for flying with us. Enjoy your next flight and remember to always travel safely. See you again soon!
~ Tess Conrad • Meeting & Conference Planner, RDL enterprises
Wednesday, March 24, 2010
Ten Rules for Traveling Safely [Part I]
When traveling, here are a few planning tips to consider before leaving the house, getting to the airport, and boarding the airline. I’ve included a reason for each rule to help nail down why it’s so important to plan safely… Safety comes first!
Rule #1
Make two copies of the contents in your wallet. Leave a copy at home and take a copy with you.
Reason: Your wallet is stolen and you can’t remember what was in there. Americans tend to keep up to nine credit cards in their wallet. It’s best to take the card most used and leave the others at home.
Rule #2
Carry your passport with you, even for domestic travel. Also, follow rule # 1.
Reason: The airplane’s engine is experiencing trouble and needs to land immediately. Most airlines travel over water and can cross into a country border. When your citizenship can be easily identified, you are able to reach your final destination much sooner.
Rule #3
If traveling internationally, make sure your passport is current. The expiration date should be at least 6 months after your dates of travel.
Reason: Several countries will not permit travelers to enter the country unless their passport will remain valid for at least six months after their scheduled departure.
Rule #4
Send your travel itinerary to at least two people.
Reason: In case there is an accident or you lose your documents.
Rule #5
When traveling with your laptop, put your business card inside.
Reason: Your laptop is mixed up in security and disappears. At least there is a way to identify your laptop from someone else’s. Or if you’re traveling with co-workers and you all have the same laptop, yours can be easily identified.
Next week – Rules 6 through 10…
- Tess Conrad • Meeting & Conference Planner, RDL enterprises
Rule #1
Make two copies of the contents in your wallet. Leave a copy at home and take a copy with you.
Reason: Your wallet is stolen and you can’t remember what was in there. Americans tend to keep up to nine credit cards in their wallet. It’s best to take the card most used and leave the others at home.
Rule #2
Carry your passport with you, even for domestic travel. Also, follow rule # 1.
Reason: The airplane’s engine is experiencing trouble and needs to land immediately. Most airlines travel over water and can cross into a country border. When your citizenship can be easily identified, you are able to reach your final destination much sooner.
Rule #3
If traveling internationally, make sure your passport is current. The expiration date should be at least 6 months after your dates of travel.
Reason: Several countries will not permit travelers to enter the country unless their passport will remain valid for at least six months after their scheduled departure.
Rule #4
Send your travel itinerary to at least two people.
Reason: In case there is an accident or you lose your documents.
Rule #5
When traveling with your laptop, put your business card inside.
Reason: Your laptop is mixed up in security and disappears. At least there is a way to identify your laptop from someone else’s. Or if you’re traveling with co-workers and you all have the same laptop, yours can be easily identified.
Next week – Rules 6 through 10…
- Tess Conrad • Meeting & Conference Planner, RDL enterprises
Wednesday, July 1, 2009
iPhone Apps
Are you busy traveling from meeting to meeting? Do you happen to be one of the world’s 22 million iphone users? How does one keep up with all the apps that are released each and every week? It’s a big job for sure!
This month’s Travel and Leisure Magazine (online version) includes a featured slide show showing some of the most common apps for the busy traveler and meeting goer. This article by Jason Cochran talks about a number of “must have” apps that are featured to make your travel life simpler. Check them out and see what you think.
I currently have the Gasbag app (it's one he talks about) on my iPhone and it is great! It helps locate gas stations and prices for gas. It also helps me track how efficient my 4-Runner is when I travel. I don’t like being late for anything, especially a meeting or a big conference! Just be careful when using the Gasbag app – the information you get is only as efficient as the user who enters it.
- Cyndy Hutchinson, Meeting & Conference Planner
This month’s Travel and Leisure Magazine (online version) includes a featured slide show showing some of the most common apps for the busy traveler and meeting goer. This article by Jason Cochran talks about a number of “must have” apps that are featured to make your travel life simpler. Check them out and see what you think.
I currently have the Gasbag app (it's one he talks about) on my iPhone and it is great! It helps locate gas stations and prices for gas. It also helps me track how efficient my 4-Runner is when I travel. I don’t like being late for anything, especially a meeting or a big conference! Just be careful when using the Gasbag app – the information you get is only as efficient as the user who enters it.
- Cyndy Hutchinson, Meeting & Conference Planner
Wednesday, May 27, 2009
Model Policy for Meetings, Events and Incentive/Recognition Travel for Those Businesses Benefiting from TARP Funds
The meeting and travel industry has developed a Model Board Policy for meetings, events, and incentive travel that is designed for businesses receiving TARP monies. It is recommended that any agency receiving government monies consider adopting guidelines similar to these.
The guidelines clearly emphasize that meetings, events, and incentive/recognition travel serve legitimate business purposes and are cost-justified. They propose that any meeting exceeding $75,000 must have a written justification. It also suggests that at least 90 percent of the incentive program attendees shall be other than senior executives from the host organization. The U.S. Travel Association has published these guidelines along with examples of legitimate business purposes for meetings, events and travel. If your business expects to receive TARP monies, you should definitely look to have a policy in place to address meetings and conferences. To get started, you can download a copy of the guidelines here.
- Linda Begbie, Meeting & Conference Planner
The guidelines clearly emphasize that meetings, events, and incentive/recognition travel serve legitimate business purposes and are cost-justified. They propose that any meeting exceeding $75,000 must have a written justification. It also suggests that at least 90 percent of the incentive program attendees shall be other than senior executives from the host organization. The U.S. Travel Association has published these guidelines along with examples of legitimate business purposes for meetings, events and travel. If your business expects to receive TARP monies, you should definitely look to have a policy in place to address meetings and conferences. To get started, you can download a copy of the guidelines here.
- Linda Begbie, Meeting & Conference Planner
Wednesday, May 20, 2009
RDL enterprises is "on the air"!
Welcome to our brand new blog, written by the staff of RDL enterprises. We will be posting items of interest weekly from the world of meetings and conferences.
For those of you who travel frequently, the Transportation Safety Administration (TSA) guidelines for fliers are probably fairly well ingrained by now and even those who fly only on rare occasions are becoming savvy about what they can and cannot take through security. However, some of the new data requirements for passengers under the new "Secure Flight" program might surprise you...
Beginning May 15th, according to a TSA press release, the name that appears on your ticket must be the same as it appears on your government issued ID (such as your driver's license or passport). Though this does not affect everyone, be careful if your name is "Michael" and you usually book your tickets under "Mike". And, while the TSA has said that small differences should not be an issue, you could still run into problems getting through security under the new rules.
The second phase is scheduled to begin August 15th, at which time passengers will need to provide their gender and date of birth as well when booking airline flights. As with your name, this information should be the same as it appears on your ID.
In both instances, the TSA recommends that all travelers aim to be consistent with the information that they have on their government issues ID and that they use while traveling. For more information on the TSA's travel rules, please visit the TSA website.
- Karl Baur, CMP
For those of you who travel frequently, the Transportation Safety Administration (TSA) guidelines for fliers are probably fairly well ingrained by now and even those who fly only on rare occasions are becoming savvy about what they can and cannot take through security. However, some of the new data requirements for passengers under the new "Secure Flight" program might surprise you...
Beginning May 15th, according to a TSA press release, the name that appears on your ticket must be the same as it appears on your government issued ID (such as your driver's license or passport). Though this does not affect everyone, be careful if your name is "Michael" and you usually book your tickets under "Mike". And, while the TSA has said that small differences should not be an issue, you could still run into problems getting through security under the new rules.
The second phase is scheduled to begin August 15th, at which time passengers will need to provide their gender and date of birth as well when booking airline flights. As with your name, this information should be the same as it appears on your ID.
In both instances, the TSA recommends that all travelers aim to be consistent with the information that they have on their government issues ID and that they use while traveling. For more information on the TSA's travel rules, please visit the TSA website.
- Karl Baur, CMP
Subscribe to:
Posts (Atom)