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 is Happening with Federal Travel

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

An Update on What is Happening in the Hotel Industry and How it Affects Meeting Planners

An article in the Oct. 11, 2010, edition of Business Travel News (posted online October 15th) warns meeting planners to expect more difficult negotiations in 2011. According to the author, attrition clauses, demands for room cut-off dates, and deposits will become much less negotiable and planners should be prepared for this new trend. The article goes on to say that planners can still expect to negotiate freely for food and beverage credits, room upgrades, and waivers on resort fees and parking. This is helpful to know as we begin moving forward in sending out RFP’s and negotiating for sites for future meetings.

We have all been reading room rates are rising. One source for the article predicts that we could see anywhere from a 7 – 11 percent increase in room rates. Others have projected a 5 percent increase. I think we have all been expecting this increase and have just been waiting. This can be interpreted as an optimistic move on the part of the hotel industry. We also are encouraged to watch out for the hidden fees such as occupancy tax, resort fees, etc. Some properties have increased those fees in order to keep their rack rate low, yet still raise their bottom line.

The one thing not taken into account is the issue of Video Conferencing. Everyone pays lip service to this type of meeting as it a method of cutting travel and lodging costs. The question is how will this affect the bottom line in the hotel industry? Are they gearing up for meetings that include this component? If not, they need to be developing marketing strategies to the planners with ways for attendees to be video conferenced into a live event. We are constantly dealing with this issue with clients and expect to see an increase in this demand as the government begins implementing their new travel guidelines. An increase in room rates may not deter a client from using a convention property, but not having the facilities to conference others in or do a live feed out could eliminate a property from consideration.

We would love to hear your thoughts.

~ Linda Begbie • CEO & Executive Director, RDL enterprises