Signage for the Budget Minded

We all have clients who are very careful about how money is spent on their signage. We have done everything from large banners and foam core signs to an inexpensive slip-in sign holder. In many cases we have done a combinations of all these options for one client.

If you are looking for an inexpensive way to produce signs for your client try using slip-in sign holders. We use commercially produced sign holders from PC Nametag. These holders are 16X20 inches with a vinyl pocket that holds 8 ½ x 11 inch paper. In addition to having the signs in multiple colors, they also have one that is a large red arrow with the vinyl pocket. The signs are inexpensive and we used our first set almost 10 years. Although we have lost some to shipping, the wind, and even once to a lawn mower, these signs still fill many of our signage needs. We now have a large portfolio case that we use to ship the sign holders to our events and that has increased their survival rate.

The key to making these sign holders look like they belong to the event is the consistency of the message on the insert. The logo and name of the conference needs to be large enough to be recognizable from a distance. Once attendees key into the signs being a part of their event, they know to look for them and the information they convey, either in terms of what is happening in a meeting room, or directions to difficult to find rooms. The vinyl pocket allows room for multiple pieces of paper so, for each session, the old sign can come out and the next page is ready with the new information.

These portable sign holders can be used either landscape or portrait. Sometimes we have arrived on site with our signage produced portrait style to find that the only way an arrow will work is landscape. We have learned to bring some of each style and/or produce new ones on site. We always have the template for our signs with us in case we need to make changes to the information, such a new speaker or a cancellation.

Another cost savings tool we use focuses on the large foam core signs. We set them up to allow for the customization of information by having generic general signage with space to place a smaller sign, attached with Velcro, that makes the sign specific to an event. Our inserts are usually 2-3 inches in height and the width of the sign, though they can be done at any size you need for your functions. The same sign or series of signs can be used to welcome attendees, direct them to a reception or a luncheon, and they can often be moved to off-site events and customized accordingly. We even have had red arrows made for our signs to convert them to directional signs. For local events, the large signs can be reused each year, providing the basic information and design is generic enough.

We find that using these combinations of signs has represented a significant cost savings for our client. The slip-in signs and the inserts for the foam core signs are inexpensive, representing a significant cost savings over custom signs for our clients’ events.

~ Linda Begbie • Executive Director and Meeting Planner, RDL enterprises

Event Cost Savings: Signage

Creating signage for events is an easy task that every planner can do with ease. When planning an event, it is important to have the correct information available and an easy-to-read format for attendees. However, the display and choice of materials is widely varied. Often the client budget is a big factor in how elaborate signage is at any given event.

RDL takes pride in working with our clients in all facets of planning the logistics of their meetings, conferences, or events. Client budgets are always very important and looking for cost savings measures for our clients are options that we like to share. Signage can be a huge expense and the message is the same; directions & information for attendees. Signs can be as large as billboards, they can be multiple colors, illuminated, 3-dimensional, magnetic, and in every size and shape imaginable. Banners and large foam-core signs are beautiful and depending on the number of signs needed to assist attendees in getting from place to place and knowing what is happening in each venue can be huge.

Here’s some information for many different and unique options for event signage.

Signage can also be very moderated and still be quite effective, depending on the venue, the client and the number of attendees. RDL planners often reduce the cost of big expensive signs by using slip in sign holders.

The slip in sign holders have borders in many colors that can compliment our client’s theme or colors. These sign holders have a plastic center for a 8/5x11 pre-printed sign. This style sign is easy, efficient and inexpensive for our clients. These slip in signs also have large red arrows to assist attendees with directions to venue meeting rooms and other events. Signage provides directional assistance to elevators, up and down stairs, around corners, and down long hallways.

Just a little bit of information that I thought would be interesting to share. Great to know of something that other planners may not be aware of & to know that this form of signage is cost inexpensive and efficient.

~ Cyndy Hutchinson • Executive Director, RDL enterprises

A New Way to Do Business with the Federal Government

As meeting, conference and event planners, it is always a challenge to find ways to work with the Federal Government. The newest strategy we have seen in requests for quotes has been for NO COST contracting. This means that the planner is required to recoup all of the costs incurred in planning the event, usually including the meeting site costs. This is done through registration, exhibitor, and sponsor fees. The challenge is to determine reasonableness in building a budget based on anticipated costs and projected income, including no charge to government employees. This is, of course, much easier when you have a meeting that will draw your anticipated number of attendees, exhibitors, and sponsors. Sometimes the government gives you a range of attendees, which is another challenge for budgeting.

I know the government agencies are looking for ways to save money, but we must caution ourselves, not to lose money in the process of contracting with the government. One of the recent bids we did required no more than a 10% profit to the contractor. In building a budget, that is easy to project, in reality I am not sure how that works.

We find this to be a new and interesting trend. We have seen it in the private sector for a long time, but now the government is engaging in this practice, without a full understanding of the consequences. When bidding, you don’t have a contract with a meeting site, an audio-visual vendor, a drayage company, or a caterer. This means that much of what you use to determine a registration fee to propose to the government is based on your experience and best guesses as you are projecting costs.

We will keep you posted on how this trend as we continue in our efforts to work with the Federal Government.

~ Linda Begbie • Executive Director, RDL enterprises

Drink Up! The Importance of Staying Hydrated while at a Conference

Most people are aware of the basic facts about water consumption – the human body is approximately 75% water, you lose water throughout the day through normal activities and you need to take in a certain amount each day to replace what is lost, etc., etc. [Dehydration occurs when you take in less water than you lose, creating an imbalance.] However, many people are not aware of just how much even a little dehydration can reduce your effectiveness.

We all know that being thirsty is a sign of dehydration but did you know that even mild to moderate levels of dehydration can result in headaches, sleepiness, physical weakness, or dizziness? Higher levels of dehydration can become dangerous: irritability and confusion, low blood pressure, fever, and even loss of consciousness (Sources: Mayo Clinic and Medicine Net). Since we need to remain healthy and productive while managing an event, hydration is a key component that we cannot ignore.

Of course, you’d never let yourself become so dehydrated that you lose consciousness, right? You’d recognize it right away and drink more water, right? Maybe – but are you even aware of the symptoms and that dehydration is the reason you feel “off”? It is surprisingly easy to reach high levels of dehydration without realizing it – especially at a conference, and especially if you are the one “in charge” of the event. Why is that? I chalk it up to self-perception.

When I am onsite and the Lead for a conference, I become focused on all of the myriad details that need to me monitored to ensure a smooth-flowing event. The more details that need monitoring, the more focused I become on the needs of the event – sometimes to the point of forgetting my own needs (like eating and drinking). My focus (something needed, by the way) can get in the way of my ability to self-perceive my own condition. And this is not just something that I face. I have heard from other planners who have had similar experiences – and seen it occur in others as well.

Even attendees can suffer from dehydration. Have you ever been so busy that you “forgot” to eat lunch? (Be honest!) Conferences can be very busy affairs for the attendees as well as for the organizers. Packed event schedules can make even the most dedicated hydrator forget to drink up sometimes.

So, given that even low levels of dehydration can have negative effects on you, your work, and your moods, what can you do to combat dehydration at a conference (or anywhere for that matter)? Here are just a few ideas…

1. Set an alarm on your watch or phone to remind you to drink (and eat!) something. It does not have to be a lot – just enough to make sure that you are staying hydrated (or fed).

2. If you are onsite with other staff who work with you, remind each other periodically to get something to drink and/or something to eat. You may not realize you need it until someone says something to you. This is a technique my office uses with great success while onsite at meetings.

3. Keep a water station at your registration desk, in your onsite office, or wherever you will regularly see it. Having water in sight serves as a subtle reminder to regularly drink up.

4. If you are able, carry a water bottle with you as you make your rounds of the event, checking details, checking in with vendors, etc. Like having a water station in view, having a bottle of water with you can be a good reminder to stay hydrated. I know many planners who use this technique.

Don’t limit yourself to just these suggestions; find other ways to remind yourself to drink regularly throughout the day. Find what works for you – there is no one “right” way…

One final word of advice: don’t rely on just one method to remind you to stay hydrated. A single technique might fail. You could lose your water bottle (setting it down, then forgetting where you put it – or even that you had it) or miss/ignore your alarm. People can forget to remind you. But, if you have multiple reminders in place, the chances are much better that you will remember to drink plenty of water – and avoid any of the nasty effects of dehydration.

~ Karl Baur, CMP • Project Director, RDL enterprises

How Food Can Impact Your Meeting’s Success

When planning menus for their meetings, most meeting planners focus on what sounds good to serve and fits within their budget (I am usually one of them, too). Rarely do they put much thought into how what they choose to serve can impact the success of the meeting. However, what meals you choose to provide to your attendees has the potential to affect their ability to learn as much as the lighting levels, type of room seating, and the room temperature. The good news is – you don’t have to be a nutritionist (or even play one on TV) to make better choices in your menu selections. So how does a planner take all of the diverse factors into account (budget, dietary restrictions, service time, etc.) and still support the learning goals of an event?

The old adage, you are what you eat, is quite relevant here. Studies have backed up what people have long believed: what you eat affects your moods. And, in a meetings setting, your mood can affect how well you learn and process information and how you interact with your fellow participants.

We’re all familiar with the post-Thanksgiving Feast lethargy, yes? You eat a huge meal, then want to spend the rest of the day on the couch watching football (or otherwise being lazy)… We want to avoid a similar response after lunch at a conference because that “tryptophan high”, while feeling good, also impedes your ability to receive and process information. So what’s the solution? Reasonably sized meal portions can help make sure that your attendees are not dozing the afternoon away when you want them engaged and learning. Fortunately, most chefs already provide reasonably sized meals (for plated meals) so you don’t need to worry about this one too often. Do keep it in mind, though, as it can be a factor after buffet lunches.

Providing balanced meals are also important because the body requires a variety of nutrients to function properly. If you are missing key nutrients in what you eat, then your body is forced to draw from its own reserves to fill in those gaps. Why does that matter? Well, the brain cannot store food energy as the rest of the body can. This means that, if it needs a particular nutrient, the brain will need to “steal” it from another part of the body. Depending on the nutrient needed, we may feel hungry, depressed, tense, irritable, etc. as the brain sends out signals to the rest of the body with its needs. All of these moods affect your ability to function effectively and, with the “negative” moods, can make it impossible to participate fully in a meeting or conference. As with meal sizes, your catering chef will help you with this as they create meals for you. You might have noticed that plated entrees always include a protein (usually meat), a starch (rice, potatoes, or pasta), and vegetables. This “triangle of food” is a basic, roughly balanced meal. While you don’t have to worry about providing every nutrient the body needs in each meal, the more variety you include, the better the results can be.

Let’s talk dessert. We have addressed desserts before (here and here) but, in this case, we’re more concerned about what happens with your attendees when you serve dessert. First off, it usually means they are eating a larger meal than they otherwise might since most people do not eat dessert after lunch every day. We’ve increased the meal size, which increases the chance they will become lethargic afterwards. Secondly, the sugars in most desserts are, in many ways, junk. Yes, your body “needs” sugar; it makes you feel good and provides an energy boost. However, that boost from desserts is short-lived and the good feelings drop off just as quickly. When combined with a large meal, this can make your attendees very sleepy just when they need to be most alert. Candy and soft drinks, often served at breaks, can also cause spikes in energy as they provide short, quick boost to blood sugar, then fall below normal levels before stabilizing. This is not to say that you need to remove all sugary foods from your menus – just be aware of what affect they can have on your attendees. This is one factor that you have a lot of control over in menu planning.

So, from a meeting planner’s standpoint, three things to focus on when providing meals that can affect productivity after a meal are meal size, meal composition (balance), and sugar content. So why not look further into the chemistry of the mood-food relationship? Well, for one, there is too much info out there to easily sum up here (especially since I am not a nutritionist) and, for two, there is another factor in this that cannot be easily addressed here: the attendee. Every person responds to food differently. Yes, there are general responses and long-term health effects that are true across the board, but those are less true when applied to specific individuals. One person may be greatly affected by caffeine, for example, while another could drink a pot of coffee right before bed and have no ill effects. And, those with dietary restrictions or allergies, such as lactose intolerance or nut allergies, may respond very differently to the same meals as those without the same conditions. The examples could go on forever – but the point is that a general awareness of how meals can affect your meeting participants will go a long way in making sure that you don’t sabotage your own event by providing meals that undermine your goals.

~ Karl Baur, CMP • Project Director, RDL enterprises

Building a Reception

Many factors – almost too many to mention – go into creating a successful reception for your event’s participants but there are some key ones to keep in mind. Let’s take a quick look at some of the main factors you need to address in order to set the stage for a successful reception.

Define your goals for the event
Consider this to be your “big picture” starting point – what do you want to accomplish with the reception? Your goals for the event will help create the framework around which everything else will be built. And, they will help you answer questions that will come up along the way. The timing of the event, menu choices, themes, and entertainment options, as well as many other details should all work together in support of the goals for your reception. Even a goal of “we just want to have fun” will help define the event and guide you through the planning process.

Estimate the number of guests
You need know how many people are expected to attend – for planning purposes if nothing else. Is every attendee invited, or only a select few? While this does not replace RSVPs for creating your BEO guarantees, it will give you an idea of the size of event you wish to hold. That information will be of great importance to you during the site selection phase of planning.

When and where will your reception be held – and for how long?
Yes, we all know that receptions are typically held in the evening, but will it take place before or after dinner? Or will it replace dinner? As I discussed in this post, the timing and duration of a reception will affect how much people will eat. Before dinner, people will eat more (if dinner is provided). If you intend for the reception to replace dinner, you had better be prepared with more substantial food options and plenty of it! As for the where, it is generally preferable to host a reception near to where dinner will be served so guests can easily flow from one right into the other. If dinner is not served, you have more options available to you. One more note here: a reception held immediately following a general session will draw more people than one held later in the evening with a break in between sessions and the reception. A late-night reception will typically draw even fewer as many may decide that sleep is more attractive than your event. Of course, there are exceptions to every rule and you need to keep the habits of your attendees in mind when planning when and where your event will be held.

Will there be entertainment or a program during the reception?
The presence or absence of an agenda for a reception can make a huge difference in where you hold the event and what kind of equipment you will need for it. A speaker of any kind, even if only for announcements, will need a microphone at minimum. A band or other performing group will have their own AV needs as well that you will need to take into account. Furthermore, including a program of events with a speaker requires people to stop mingling in order to hear the presentation. Similarly, an entertainer will also draw people away from other activities that may be happening at the reception. Not that these are bad things, mind you – they are just items of note to keep in mind as you are selecting the venue and planning the reception.

Choosing the menu!
Once you have the basics out of the way (who, what, where, when, and why), you can sit down to start planning your menus. This is the part that most people like the most and who can blame them? Food is very personal to people and the right choice of menu items can make a statement that is as important as any other aspect of your event. I won’t even attempt to tell you what you should serve, though, as those selections should be tailored as much as possible to the likes and wants of your group and, as I have said many times before, knowing your group is the key to a great event. One group may prefer sushi, while another wants mini corn dogs and sliders. The only right choice is the one your guests will enjoy.

Modifying reception service
OK – this one isn’t really a factor you need to nail down before building your reception. In fact, it is usually done late in the process as you try to get more bang out of your buck. However, knowing what service options exist before you start can be helpful to know as you make other decisions along the way. So, here are a few more posts with additional information for you (if you’re interested): Limiting Menu Options, Open Bars, Ordering Items on Consumption, and Food Distribution and Service Options.

There is one more “factor” that needs mentioning here: the guests. Unfortunately, you can’t really control whether or not they have a good time. Nor can you control whether or not they attend or if they go along with the program as you envisioned it. However, their participation is crucial to making your reception a success. So doing your best to present them with an event that they want to attend and will rave about for years afterwards will go a long way to making your receptions a success for you and for them.

As you can see, there is much that goes into building a successful reception – and this is just the tip of the iceberg! There are two final keys I’d like to leave you with: 1) think ahead – answer as many questions about your event as you can before you begin the actual “building of your reception – and 2) work closely with your partners, be they the hotel, outside caterers, AV companies, or your speakers and entertainers, to make sure that everyone’s issues are addressed as early as possible in the process. Using these keys should help you get off to a great start in producing a successful reception and will make dealing with any changes down the road easier to manage.

Good Luck!

~ Karl Baur, CMP • Project Director, RDL enterprises

Why is hotel food so expensive?

Lately, there has been a lot of chatter in the blogosphere about government excess and the $16 muffins and $8 cups of coffee that the Department of Justice had at a couple of their events (Here is the article that touched it off). Mind you, the article leaves out a lot of details behind the numbers and, instead, focuses on the particular items that are sure to fire people up. After all, they need an attention-grabbing piece to sell the news and including the details explaining how those figures came to be would have turned off most readers. The Meeting Professionals International (MPI) blog posted a response to it here, so I won’t go into that particular issue.

However, I have heard complaints for many years – from conference attendees and funders, mostly – about how expensive hotel food is. It certainly seems that way. $8/person for a coffee break, $22/person for a lunch, $34/person for dinner – you can certainly eat quite well as an individual at those prices, especially when you find out that these prices are “plus-plus”. Let’s examine each of these examples one by one. I’ll start with dinner, since that is the one most often referenced in conversations on this topic.

Dinner, at a hotel, typically includes a soup and/or salad, bread, the entrée (with sides), dessert, and coffee service. All of that is included in the $34/person. Now it isn’t fair to compare this to a fast food joint, like McDonald’s or Carl’s Jr. The two types of meal service aren’t even close. Meals served at conferences are more like eating at a restaurant – and a moderately nice one at that. If I were to get the same menu items at a middle-of-the-road restaurant in the same city as my conference, the prices (before tax and tip) might break down like this:

• Soup (or Salad): $5
• Bread: usually included for free
• Chicken Entrée: $16
• Dessert: $7
• Coffee or Tea: $3

Add that all up and you have…$31. Suddenly, the hotel’s pricing does not seem so out of line as it did before, does it? Yes, it is still a bit higher, but it is not shockingly so, which is what most people react to.

Lunch is very similar to dinner. For a restaurant lunch comparable to what a hotel might serve, you’re looking at prices something along these lines:

• Soup (or Salad): $4
• Bread: usually included for free
• Sandwich Entrée: $10
• Dessert: $5
• Coffee or Tea: $2

The total for a similar lunch at a restaurant is…$21? Yep, we’ve saved an entire dollar compared to the hotel’s pricing. Not much of a difference there…

Finally, let’s look at the $8 coffee. Yes, I know I said I wasn’t going to into it here but this is the one that seems to generate the most ire from certain folks and it is one area where your local coffee shop is way below the prices charged by hotels. Let’s look at in more detail…at $8/person for coffee service, what do you get? You get coffee service for a fixed amount of time (usually 1/2 hour), during which your attendees can pretty much drink as much coffee or tea as they want. How many of them do you think have just one cup?

When I order “in bulk” for coffee (to save money), I know that one gallon will give me 16-20 cups, depending on the size of the cups used by the hotel (see this post for more details). Will I order one gallon, then, for a group of 20 people? Probably not. I will want to have some extra available in case they drink more than I anticipated, even if this results in leftover coffee that no one drinks.

When ordering a break package, such as coffee service billed “per person” instead of by the gallon, the same principle is at work. The hotel does not want to run out of coffee (it makes them look bad), so they need to prepare more than they think people will drink. Plus, coffee service includes tea and decaf. The hotel needs to make sure that there is enough for people with those preferences as well. Your corner coffee shop (even Starbucks) can make coffee one gallon at a time and still promptly serve their customers. A hotel, trying to serve coffee to several hundred people all at the same time, must make much larger batches.

The upshot of all of this is that there is the potential for considerable leftovers (aka “waste”) with coffee service. Since the hotel must, at least, cover costs for providing it, they must take that into account – which results in higher prices. Even your corner coffee shop does this; their level of “lost product” is simply much smaller. In fact, every business that serves food must take wastage into account with their pricing or they will quickly be out of business. That’s basic economics.

So, does this mean that hotel food in not expensive? No, it’s still pricy – and I still think it’s expensive when I compare it to preparing a meal at home. However, when I compare it to eating out, I find that the prices are not too far off from what I would pay in a restaurant. Restaurants and hotel both need to cover not just the cost of the food, but also the costs of rent, equipment, staff wages, maintenance, and a myriad of other expenses that go into providing a service to the public – which means that it will always be more expensive than what it costs me to make the same dishes at home (assuming I even know how to make and have the time to make said dishes…).

So, the next time you hear a complaint about how expensive hotel food is, look at similar options before joining the chorus. You might find that the claims are right on track – or a bit overblown…

~ Karl Baur, CMP • Project Director, RDL enterprises

How much would a Meeting Planner charge to produce my event?

That’s a tricky one to answer and there is no way I could give a realistic estimate without knowing details. So – let’s look at how the Meeting Planner would come up with an answer for you. It mostly comes down to two main factors…

To begin with, it depends on how the planer expects to get paid. Do they work on commission or do they use a “fee for service” structure? If they are “fee for service”, do they charge by the hour or by the job? Or, do they mix the difference fee options? [For more on how meeting planners get paid, check out this post.] Each approach yields different answers in terms of how much you would need to pay the planner, though the amount earned by the planner often ends up being roughly the same.

The second piece of this puzzle is the event itself and what you items you want the planner to handle. This is, in many ways, the greater of the two factors as well as being the more complex of the two. A couple of things you may recall from earlier posts: event RFPs outline the basic structure of the event and staffing (who staffs the event and how many people you will need) helps determine the planner’s physical presence at your event. But these areas only scratch the surface of what a planner will want (need!) to know about your event before they can give you an accurate estimate of cost… What more will they want to know? Well, once you get past the basic information about when, where, and how many people, a meeting planner will want details about each task that you want them to do. Each task requires a different amount of work and that amount is potentially different for each event – even for the same task.

For example, if you want the planer to handle registration, then information about how many people you expect to attend, what fees they will pay (if any) and who collects those fees, who produces name badges, etc. will all be useful for the planner to know in building a quote for you. Similarly, asking the meeting planner to handle all of your food arrangements will involve needing to know how many food functions you will have, how many people you anticipate attending each one, and meal restrictions or guidelines. And, an event for twenty people will require different things than an event for several thousand (though there are many similarities). Basically, the more information you can provide for each task you wish the meeting planner to do for you, the more accurate a quote they can provide.

When RDL works on a response to an RFP, we examine each task area that the potential client is asking us to do, while looking at how that task fits into the “big picture” of the event. We then start building the estimated “fee for service”, using a grid that outlines each task area with the common jobs within each area (and, no, I can’t share the grid…sorry). The grid allows us to estimate the hours required for each job and for each level of staff expertise, then calculate a total for the event. One of the nice things about this approach is its ability to take in account overlapping task areas when pricing an event. For example, the budget management task area includes many jobs and responsibilities that also appear in areas like site selection, food ordering and management, attendee reimbursements, and audio-visual services, just to name a few. If we are handling multiple areas for a client, we can often reduce the charge for those services below what they would be if you simply ordered services off of a “menu”. The whole costs less than the sum of the parts…

If all of this seems a bit overwhelming, don’t worry about it too much. Remember, meeting planners – especially the independents – are used to doing this on a regular basis. They can get you a cost estimate fairly quickly. However, be ready to answer their questions in as much detail as you can so they can give you a more accurate response.

~ Karl Baur, CMP • Project Director, RDL enterprises

When should I get a second screen for my presentation?

When I work with clients to determine the audio-visual (AV) requirements for their events, they often consider one screen to display a presentation sufficient. In many cases, they are right. However, there are times when a single screen just isn’t enough. So how do I know when to use a second screen (or more)? There are essentially three factors I consider when deciding to use more than one screen.

     1. Audience Size
     2. Angle of Viewing
     3. Size and Shape of the Meeting Room

Audience Size: Simply put, a large audience is more likely to need multiple screens than a small one. Note: I do not give a specific number. There is no fixed number at which you must have a second screen. A large audience does not, by itself, necessarily demand more than one screen but having higher numbers does raise a red flag for me, warning me that I may need to add screens. You need to take the other factors into consideration.

Angle of Viewing: Given the way light reflects off of screens, it is very difficult to see projected material if you are at too low of an angle relative to the screen. Straight in front of the screen, 90 degrees (or perpendicular) to it, is usually the best spot. Ease of viewing is gradually impacted as you shift away from that prime spot until you hit about a 45-degree angle. Once you pass that and sit at a sharper angle, it becomes very difficult to read whatever is on the screen. Don’t believe me? Try it with your computer monitor and see how far you can get away from 90 degrees before you can’t read your screen. The same principle is at work.

Size and Shape of Meeting Room: This actually impacts more than you might think and, while most meeting rooms are fairly rectangular in shape, there is great variation out there. A single property can have long and narrow rooms as well as square ones and the shape of the one you are using can have a huge impact on your seating and screen needs. Here are just a few of the ways a room’s size and shape can affect seating and the need for more than one screen.

1. A room that is wide but not very deep might require a second screen in order to accommodate proper viewing angles.
2. A room that is long and narrow may need a second screen due to distance from the screen (as per the 2x8 Rule).
3. Ceiling height affects the maximum size screen that can be used, which determines the maximum effective viewing distance.
4. If there are pillars or other obstructions, you may need to provide additional screens to ensure that everyone has a good view of the presenter’s material.

All of these factors are really about sightlines and making the viewing experience better for the attendees. When I do a site visit, I always take the time to walk the room, testing sound (to determine if I will need microphones or not) and checking sightlines. I am also looking for things that will affect how I can use the room – where “front” can be, where aisles can/must be placed, etc. Permanent fixtures such as doors, windows, fire escapes, and other areas that you cannot block with staging, seating, or screens can also affect set up and you need to take those into account when determining the need for a second screen.

If you do decide to get a second screen for your event, don’t forget to also request a signal splitter. This device routes the signal from a laptop (for example) to multiple destinations – in this case, multiple screens.

I often say that, even after everything else is forgotten, attendees usually remember two things about every event: the food and the AV (especially if bad). If they cannot see the presentation clearly, they will likely remember that fact longer than the content of the session. So take the time to consider multiple screens for your event and provide your attendees with a good AV experience to remember…

~ Karl Baur, CMP • Project Director, RDL enterprises

Why would you serve dessert at an afternoon break?

It is such a simple idea, serving the dessert from lunch at an afternoon break, yet it is a strategy that is often overlooked by novice planners. Indeed, most planners I work with when they are new to the field tend to treat each meal function as a separate event, unconnected to any other on the schedule. Although this is true to some extent, when it comes to lunch and the afternoon break, you have a golden opportunity to save some money while providing timely snacks for your group.

A typical draft agenda schedules lunch from 12:30 – 1:30, with a break (that usually includes more food!) set to occur somewhere around 2:30 or 3pm. Now, I love to eat, especially when someone else is paying for it, but this ends up being a lot of food in a fairly short amount of time. Your attendees will have just had a (hopefully) filling lunch, including dessert, and you are now offering them more food – which is likely to be just as sugary and as high in calories as dessert…

Some people believe that, in a situation like this, people will self-regulate and eat less at the break than they would if the break were served later. From my observations over 17 years, though, that does not seem to generally be the case. People still pile up their plates with cookies (or whatever else is served). They then snack on the pile for a while and end up leaving most of the plate sitting on a table somewhere – uneaten! Not only have we failed to have people take less food but we have also generated a lot of wasted food – and spent a fair amount of money to do so.

The two primary solutions I offer to clients are (1) to change the time of the afternoon break and/or (2) to serve the dessert from lunch at the afternoon break. If they also need to rein in their budget, then I really will push for option #2. In fact, I will often recommend serving dessert at the PM break even if the break already is, or can be, scheduled for a later time.

Pushing the break back a bit in the schedule lets folks have a bit more time to digest lunch (and possibly dessert) before they are presented with more food. However, serving dessert at the afternoon break, in conjunction with a time shift or not, does more than just spread out the calorie intake.

People do eat a bit less at lunch (simply because you are providing less) and their stomachs will not be as full if you omit dessert from lunch. With less calories consumed at lunch, you attendees will more likely be ready for dessert when you serve it later in the afternoon. And, since dessert is typically included in the price of the lunch you provided, you are not spending more to have it brought out at the break. [So long as this option is arranged ahead of time, most hotels are quite willing to work with you on it and do not charge extra for serving dessert separately.] So… not only have we saved some money by not serving a whole new set of snacks but we will also, hopefully, find ourselves with less food left over both after lunch and after the break.

While this solution does not work for all groups in all situations, it is one more option to be aware of that you can use to trim your food costs while still providing your event’s participants with an enjoyable conference food experience – and I frequently recommend it to my clients.

~ Karl Baur, CMP • Project Director, RDL enterprises

Choosing the Right Venue

When working with various clients to plan a meeting, conference, or event of any kind, one of the big pieces is the site selection. Site selection is a process with a purpose. The site has to have the correct parameters for the event that will be held there.

The size of the plenary session needs to be adequate to comfortably fit all the attendees in a comfortable setting and one that makes sense for the topic and attendee participation, if any is expected. The meeting planner also needs to take into consideration if any large screens are going to be used, what media will be used, will the attendees be able to see easily, and what room set-up is preferred.

Meeting “flow” is another area that is important for each event. The number of meeting rooms and the size and arrangement of the meeting space to be utilized can have a large impact here. How large is the General Session room? How many breakouts are needed? Where are they located? Are they on the same level as the rest of the event? Can attendees access them easily? Can the rooms easily accommodate the audio-visual equipment needed?

And, how far away is the food? Yes, that is always an important question for everyone! RDL staff never likes to use the same rooms for meals that meetings are being held in when they can avoid it but we do want it close by. (Having meals in a separate space gives people a chance to get up, stretch, and move a bit. Plus, the change of scenery can be good for a mental break as well.) And attendees don’t like to be too far away from the food either. Considering all the flow and potential uses of space before selecting a site is incredibly important.

Another important thing to consider when selecting a venue for a client is the location of the event. Is it convenient? Is it located close to public transportation? For those flying to the event, where is the airport in relation to the venue? How about the subway/train? And, for those driving in, what parking options exist? Take into consideration ADA access & limitations, such as the location of elevators in relationship to sleeping rooms & meeting space. Where are the restaurants and the recreational facilities and how easy is it to access them?

One of the final, but vitally important, considerations for many clients is the price. What will it cost to hold the event there? How much are the sleeping rooms? What is the cost of the food & beverage? Is there a cost for the meetings space? Is the venue willing to work with us to meet budget limits? Can the client afford it?

All of these items are important and will help guide the client towards selecting the most appropriate venue for their event. Keep these suggestions in mind and enjoy your next event!

~ Cyndy Hutchinson • Executive Director, RDL enterprises

Three Types of Presentation Aids

Although many options exist for speakers, I have found that there are really only a handful of aids that they regularly use when making presentations at a meeting or conference. So what choices are they making? Let’s take a quick look at three of the most common types in the industry today (not in any particular order)…

Flipcharts
Yep, these are still used. They are easy to acquire and set up, and don’t require a lot of space to use. They give the presenter flexibility in terms of what information to post on the page. However, their utility is limited as the audience size grows, becoming ineffective once you hit a certain point. Flipcharts are excellent tools for small groups with high interaction between the audience and the speaker or trainer.

Videos
Videos can be very engaging and powerful, using the combination of images and sounds to evoke strong feelings in an audience. However, lowering the lights to effectively show a video may also encourage portions of the audience to doze off… In all seriousness, though, videos are very much a one-way presentation format with little opportunity for interaction between the presenter and the audience. When properly incorporated into a presentation, videos can work well regardless of the size of the audience.

PowerPoint
Essentially a slide presentation, PowerPoint offers a few advantages over the old slide carousels. Firstly, it allows a presenter to make substantive changes to their presentation very late in the game. In fact, many presenters don’t even complete their presentation until just before their scheduled talk so they can include the latest data or information and reorder the slides for best presentation of the data. A few other advantages PowerPoint has over slides are that it allows for relatively easy “jumping” to other sections of the presentations, it can include video and sound files as part of the presentation, handouts are easily produced from the originally file, and the file itself is much easier to transport than a slide carousel. Unfortunately, the format does tend to get misused by presenters in their attempts to make their presentations more interesting. If you need to prepare a PowerPoint presentation, you may want to check out my Rules for Using PowerPoint.

Those of you who are more experienced will notice that I’ve left off two formats that were once quite common: Overhead Projectors and Mock-Ups (also known as examples or samples). Both of these formats are still in use but neither one is used as frequently as the three types outlines above, if at all. Overhead projectors, once a staple of any AV company’s equipment stock along with slide projectors, have been almost completely replaced by LCD projectors (which are being used to project PowerPoint presentations). I have not seen one used in a presentation for at least five years. Mock-ups are still in use by trainers but they, too, seem to have been supplanted by PowerPoint in many cases and, when they are used, I have almost always seen them used in conjunction with one of the other methods.

Keep in mind that, whatever method you choose to use, make sure that it is appropriate for the venue and audience – as well as for the content. Ultimately, how well the type of presentation aid supports the content and situation is usually more important than which type it actually is and, as always, your content is more important than the aids used to present it.

~ Karl Baur, CMP • Project Director, RDL enterprises

Risk Management

Part of the RDL team recently returned from the University of California’s Annual Risk Summit, which was held in Los Angeles this year. As you might imagine, there were workshops on topics spanning all types of Risk Management from Worksite Wellness to Driver Distraction to legal and contractual issues. As the meeting planners for the event, I wonder if there was an adequate assessment of risk for the event itself. We seldom encounter emergency situations but even a “small” emergency such as an attendee experiencing the onset of a mild asthma attack, as happened at this year’s Summit, needs to be handled quickly and knowledgeably.

It could all be a bit overwhelming to think of every possible area of event management. Enter the EMBOK, which stands for Event Management Body of Knowledge and is a project developed by Julia Rutherford Silvers (EMBOK.org). There are five areas of management for an event of any kind, whether it is a music festival, training meeting, a large conference, or tradeshow. They are:

Administration

Design

Marketing

Operations

Risk

Each of these five management domains has what Silvers calls “classes” or subdivisions. Each one of these needs to be considered in a safety plan or risk assessment.

 

As the meeting planner, it may not be our role to make the decision to evacuate a building but it is our responsibility to have an emergency plan in place. By asking “what if…” or “what could go wrong?” in each of the areas of event management and documenting it, will be crucial in case anything does go wrong and evidence of this consideration is needed in court. Ask the question, “have we done our due diligence?” and discuss this with all members of the planning team, including the venue.

As a natural optimist, I don’t personally look to what can go wrong in life. But as a professional meeting planner, I see this as an important and necessary part of the planning process in which we need to always be thinking two steps ahead. As Silvers states, “We cannot control things; the only thing we can truly control is our ability to respond if problems occur.”

~ Ginger Myrick • Meeting Planner, RDL enterprises

Summer Music Festival Celebration

On June 4, 2011, RDL kicked off the summer by managing their first ever music festival. The air was damp, the American River was breathtaking, and spirits were high at the sixth annual Coloma Blues Live music festival.

The 2011 lineup featured amazing, award-winning talent. Arizona’s hottest blues band The Sugar Thieves, voted best in the state, started the show off with a delta bang! Meridith Moore, lead singer extraordinaire said the band drove up from Arizona the night before. Their grateful presence was exhilarating and got people to their feet to “shake their meat.” They almost stole the show right out of the gate!

John Németh, who recently made the front cover of the Blues Festival Guide*, quickly gathered people to the stage to enjoy his funky, retro-modern blend of blues and soul. The third act and one of the most recognized, award-winning performers, Tommy Castro Band, came out in the middle of the day. His popular performance parted the clouds and stopped the pouring rain at Henningsen-Lotus Park. Hardcore Blues fans by the hundreds huddled around the stage to hear Tommy’s stunning, blues/roots performance. His electric guitar showmanship stole the show during his improvisational stunt coming off the stage and into the crowd, as he ripped and roared through the park playing his famed roadhouse rock. He was certainly a fan favorite! The Taj Mahal Trio undoubtedly filled the sierra foothills ending Coloma Blues Live with a delightful, fun-filled performance. The husky, bear like man shook his booty, telling everyone else to “get wiggling and giggling, dancing and prancing.” A few of the artists shared how much Taj Mahal influenced and inspired the creation of their artistry. You could see through crowd faces how much his illuminating presence inspired everyone, as they watched this legend fill the air with his rich compilation of music and talent.

Coloma Blues Live from start to finish was certainly was a celebration! Everyone involved, from the 150+ volunteers, crew, and the El Dorado Arts Council, who presented Coloma Blues Live, must feel very proud.

~ Tess Conrad • Meeting Planner & Coloma Blues Live Coordinator, RDL enterprises

*Blues Festival Guide is widely known for providing Blues fans with all the happenings in the genre.

All proceeds from the event benefit arts in education.

Advantages of Technology-Based Meetings

Last month, I wrote about the advantages of face-to-face meetings. In all fairness, I must point out that technology-based, or “virtual” meetings also have some advantages as well, especially in certain situations. Here are the main ones I have come across.

• They save time.
• They save money.
• There is more flexibility in the “when and where” of the meeting.
• Allow for multi-tasking and increased productivity.

Not having to travel to a meeting or conference, especially if it requires air, train, or extensive driving, certainly saves time. The time not spent on travel can be put to use in the office or at the job site working on other projects. It also saves on costs since you are not paying for transportation and, if the meeting requires overnight accommodations, it will save you the cost of a hotel stay, as well as meals and other incidental expenses.

In terms of flexibility for when and where the meeting is “held”, this really only makes a difference when the numbers attending the meeting are low. A Board meeting, for example, or a team meeting might be good candidates for making into virtual meetings. Conferences operate at a different level. Even if you were to make one into a virtual event, the sheer number of “attendees” reduces flexibility when considering “when”. As for the “where”, the participant does retain control over that – they could log into the event from work, home, or any location with the appropriate technology (i.e. a computer with internet access) – so I can see that as an advantage, if the participant is able to stay focused on the meeting…

The multi-tasking and increased productivity issues are, to me, a little harder to justify as being advantages. While people believe that they can multi-task, is that really the best way to participate in a meeting or conference? You only have so much mind-power available at any given time. Attempting to multi-task really means dividing your attention. If your attention is divided, how much of the information from the meeting are you really retaining?

I can see an argument for increased productivity being an advantage but that is mostly connected to the time saved by not traveling. Since it can be difficult to get serious work done while on the road, not traveling can increase bottom line productivity – but this seems to be more a function of the “It saves time” position than an advantage in its own right.

Each time an advance is made in virtual meetings technology, I see articles declaring the demise of the face-to-face meeting – and, yet, those meetings continue to happen. Virtual meetings are great for short meetings with few participants and limited agendas or goals. Face-to-face meetings are usually better when you are bringing large numbers of participants together for interactive sessions or networking. The reality is that there is room for both types of meetings in our industry and neither one can completely supplant the other – so keep your options open and find the one that is right for your event…

~ Karl Baur, CMP • Project Director, RDL enterprises

What are Base Prices and Inclusive Prices?

The simple answer (to me, anyway) is that Base Price and Inclusive Price are on opposite ends of the same equation – with tax and other charges in between. So how does that work if you are catering an event?

On a typical menu with catering pricing for a hotel, you will see a price listed next to each item or package. Often, that price is followed by a “++”. As discussed in my post on hidden charges, the “++” (or “plus-plus”) represents taxes and services charges that are added to the Base Price that is listed on the menu. If you cannot find the rates on the catering menus, ask your CSM for that information – you need to know it!

Now, let’s look at an example (warning – math ahead!)…

I’ve chosen to serve a dinner that is listed as $50 per person on the menu. Remember, that is the Base Price for my choice. For this example, taxes are 7.75% and the hotel will add a 20% service charge to the bill as well. That gives me an Inclusive Price of $64.65/person to serve that menu option. So how did I get to that number? Here’s the equation:

Inclusive Price = Base Price x (1 + Service Charge Rate) x (1 + Tax Rate)

Plugging numbers in yields…

Inclusive Price = $50 x 1.2 x 1.0775 = $64.65

So, if Base Price is the amount without tax and service charges figured in, then Inclusive Price is the amount with tax and service charge included.

Here is a simple price calculator that I’ve cooked up in Excel that you can download and play with. It will calculate either Inclusive Price from a known Base Price or Base Price from a target Inclusive Price. The only other information you’ll need to know is the tax rate and service charge amount and it will do the rest.

By the way, does the Inclusive Price appear excessive to you? If so you’re not alone. It seems that way to many people when they compare it to the cost of eating out. However, the same dynamic is at play there, too – people usually just aren’t consciously aware of it. The restaurant menu lists the Base Price for each item; you pay taxes on top of that, and tip on top of that. If you were to order a $50 meal, by the time you add tax and tip to the bill, your final tab will be similar to the amount calculated above (though, obviously, you can control how much to tip…).

~ Karl Baur, CMP • Project Director, RDL enterprises

How can I get free meeting space for my event?

I love this question! It is a very common one, especially from first-time clients that I’ve worked with. I think that is partially because it is an obvious cost that impacts an event’s bottom line and it is one that many properties are often willing to waive. However, since hotels (and other meeting venues) are in business to make money, the real question to my mind is – under what circumstances would they give me free meeting space? If I can answer that question, then I just might get free space for my client’s event…

To figure this out, I start with something called the Rooms-to-Space Ratio (sometimes called Space-to-Rooms Ratio). Simply put, this is a comparison of the percentage of guest rooms in the hotel that a group will use, compared to the percentage of meeting space that the group needs. For example, if you are using 50 rooms in a hotel that has 500 total guest rooms, then you are using 10% of the guest rooms. Similarly, if you are using a ballroom that is 5,000 square feet in size and the hotel has 20,000 square feet of meeting space, then you are using 25% of the available space.

A good rule of thumb is that if your guest room percentage is equal to or higher than your meeting space percentage, the hotel will be willing to give you the space for free (or sharply discounted). The greater the difference is in favor of guest rooms, the more willing the hotel will be to give you the space for free. Now, there are some key modifiers to the ratio (such as the contracted rate for the guest rooms, when you want to use the space, and which specific rooms you want to use) but examining the basic percentages is a good place to start.

What happens if the group has a poor Rooms-to-Space Ratio (lots of space and few guest rooms)? Now you have to pull out the big guns – and your group history. Show the hotel that the value of your business is high enough and they’ll negotiate with you on the space rental fees. Your group history can give you the documentation you need to make your argument stick. Remember what I said about them being in business to make money? I know of groups who use a lot of meeting space and fill relatively few guest rooms – but they get good discounts on room rental because their planner could show (from their group history) that attendees who did stay in the hotel would spend a lot of money in, for example, the bar and the restaurant. Hotels are willing to take a loss in one area (space rental) to gain a larger profit in another (outlets). Incidentally, this is also why many properties do not charge a room rental if you are doing a lunch or a dinner in the room. The money they make by catering the event more than offsets the money they “lose” by not charging a rental fee.

OK, so what if the group has a poor Rooms-to-Space Ratio and a small economic impact for the hotel (or no group history)? Here is where you might have to get creative – and flexible with your dates. Can you meet during slow periods at the hotel? This could be a certain day (or days) of the week or certain times of the year. When demand for space is low or nonexistent, a hotel is much more willing to let you have the space for free simply to get some business into the property, even if it is not as profitable as they might like. After all, if the hotel has no events, then those profit centers produce no income at all. Another option to consider is to look for gaps you can fill in the hotel’s schedule. Perhaps they have a group that is using a lot of guest rooms but little meeting space. If that is the case, your large meeting space needs and small guest room requirements might fit perfectly – and they’d be willing to comp the space as an incentive for you to book with them.

I have frequently heard in industry trainings that “everything is negotiable”. That is true – to a point. There are limits but you can always ask... However, if I know what the other side is able and likely to do, then that does give me a slight edge in negotiating. At the very least, it allows me to understand the constraints that my opposite numbers in sales have to work within, as well as allowing me to demonstrate knowledge that reveals me to be a good partner for them to work with (at least, I hope that’s how they see it). I have also found that knowing what is possible and being realistic about the things I ask for when negotiating with hotels has led to more successful contracts (i.e. getting more of what I want) than starting out asking for the sun and the moon.

~ Karl Baur, CMP • Project Director, RDL enterprises

How can a hotel deliver great service to a meeting planner?

This is a common question I get from hotel sales managers, CSMs, GMs, and others – both before I book a group and while that group in in-house. In fact, the question comes up so often during pre-cons that I actually have a script I use just for those meetings. So, what is my usual response? Here it is, in a much shorter – and slightly altered form…

The key to delivering great service to a professional meeting planner is to deliver great service to the event participants.

Why is that?

The tendency for many hotel staff is to treat the meeting planner (and any designated VIPs) very well, which makes some sense for a couple of reasons. First, the meeting planner is often a single individual, which makes it easy to single them out for great service. Even when you add in the planner’s staff and event VIPs, you’re still talking about a relatively small group for hotel staff to identify. Second, the planner and VIPs are seen as being the decision-makers for where events go in the future so, as the thinking goes, treat them well and they will return. Both of those reasons are sound enough by themselves but I feel that they leave out the most important component – the attendees. An event’s attendees are, in my view, a main reason the event exists; if they don’t come, there is no event.

Remember, too, not all VIPs are labeled as such. You never know who is attending the meeting. Someone who is attending one event may be a decision-maker for another event that is sponsored by his own agency or company (I have had people like this at some of my functions). Provide great service to that person – especially when they are just a “regular” attendee – and you just gave yourself a leg up to get their business down the road, too.

If a hotel can win over the meeting participants with their service, the chances of getting that group to return to the property in the future go up considerably. I have actually had properties take such good care of my folks that I’ve practically been ordered to use that hotel again, even though my own experience with them was less than stellar.

On the flip side, a planner who takes unhappy participants back to the same venue risks losing attendees – which can have a huge impact on the event’s bottom line, especially if people pay a fee to attend. If they do take that group back to the same property, the planner had better seriously address the issues that made it unpleasant for the attendees – and make that known to the group.

I know the hotel will take good care of me (and my VIPs) – that’s easy – but I want them to take good care of my attendees, too. That is as important to me, if not more so, than just looking out for me and my VIPs.

~ Karl Baur, CMP • Project Director, RDL enterprises

What is the difference between a Split Set and a Double Set?

When this question came to me, I went looking for an “official” definition of the terms and found…none. So – I will present my definitions of the terms and, hopefully, a bit more information about each as well…

First off, definitions. How do I define these terms?

Both sets share the fact that you are placing more than one type of seating in the same room; the difference is in how and when they are used.

Split Set: This refers to a room set in which there are multiple types of seating being used at the same time in the same room. For example, I have a group that uses a U-Shape configuration (a variation of Hollow Square) and Classroom seating in the same room at the same time. The members of the group sit at the U-Shape to conduct their business, while the Classroom seating is for observers and staff who are there to support the work being done. Another example would be setting up a convention hall with Classroom seating in the front and Theater seating along the sides and in the back. Everyone there is part of the same session, listening to the same speakers, but they have more than one seating style to choose from.

Double Set: I use this term to refer to a room with more than one set (but usually just two) where the two types of seating are not used at the same time. As an example here, I may request one half of a ballroom to be set up with Classroom seating for the meeting but have the other half set up in Rounds to be used for lunch service. When possible, I will often create a visual barrier with plants or privacy screens to separate the two spaces. Yes, they share the same room but they are used for two different purposes.

As you can see from the examples, there are certainly plenty of times that you might use either a Split Set or a Double Set. But can you do both? Of course you can! In fact, I have done this myself on more than one occasion. The beauty about most meeting spaces at hotels and convention centers is that they can be used in a wide variety of ways – how you use the space is limited only by your imagination (and certain legal codes…).

~ Karl Baur, CMP • Project Director, RDL enterprises

A Closer Look at Space Requirements for Event RFPs

Time to examine in more detail another area that is a must to include on your event RFPs – Space Requirements.

When I discussed the major areas that needed to be covered by your RFP, I said that you needed to provide an outline of the space requirements for the group and gave a couple of details that go into that outline. Let’s look at those items a bit more closely and see what we can add to them. And, remember, you will need to provide this information to the venue for each function room for each day of your event.

1. How many rooms will you need and how will they be used? This is usually pretty easy to figure out but can throw a couple of curves at you. If you have a general session and four concurrent breakout sessions for your one-day event, you might be tempted to simply put that you need five rooms. However, the venue may want to know if the general session room can be used for one (or more) of the breakouts. The answer to that will change your space requirements. Does your program have the flexibility and time to do a “change-over” from one set to another like that? Will you be providing lunch or dinner or holding a reception – or all of the above? Will those food functions need to be served in their own spaces or can they use rooms already held for the meeting portion of your agenda? All of these questions affect the answer to “how many rooms do you need?” After all, if you don’t know how the space you’re requesting is going to be used, how can the venue properly prepare for you?

2. What types of room sets will each room need and for how many people? This is a critical component of your RFP. Since each type of room set takes up a different amount of space, providing this information allows the venue to figure out how much space they need to commit for your general session, each breakout, or any other function you might hold as part of your overall event. For more about room sets, check out these posts: types of room sets, what is the best room set, and how to calculate room capacities.

3. When will you use the space you are requesting? Do not just assume that the venue knows that you need the space from 8am to 5pm – tell them. Likewise, if you know that your general session is in the morning only and your breakouts are only in the afternoon, let the hotel know so they can block out space accurately for you. If you need a 24-hour hold on a room, you had better say so. Otherwise, you may find that the venue has sold the space you are using during the day to another group to use for their dinner. In many cases, this is not an issue but I will always ask for my “office” room to be held on a 24-hour basis. Another example: if I have an extensive audio-visual setup, I do not assume that the venue will automatically reserve the space for me overnight. I will ask for a 24-hour hold – and explain why I am requesting it.

I also stressed in my previous post the importance of making realistic estimates of your event’s attendance and space needs. This is where your group history is invaluable to you. Even if you do not share all of the historical details you have for the group, that history will guide your requests. You will know what they have used in the past, what trends exist (if any), and when a particular space request is outside the bounds of what the group historically has done.

~ Karl Baur, CMP • Project Director, RDL enterprises