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·          The increased security and hassle of commercial airline boarding.

·          There are fewer airlines around.

·          Fewer airlines are flying to fewer cities

·          Because of economy restraints there are fewer seats for more passengers.

·          It is now easier to charter, lease or rent a plane because there are more companies entering the aircraft leasing business.

·          Also, a new generation of small jets is being produced as we speak, the so-called air taxis seating between 4 to 6 passengers for a total airplane cost of as low as 1 million dollars.

·        These small jets are being produced in a so-called cookie-cutter design, 100 at a time and are also being purchased 100 at a time.

Real Air Taxis will soon be on their way into major cities,” says

·          Meeting planner Tips

·          Business meeting Tips

·          Meeting room Tips

·          Corporate meeting Tips

·          Board meeting Tips

·          Annual meeting Tips

·          Meeting facility Tips

·          Conducting a meeting Tips

·          Meeting planner association Tips

·          Conference meeting Tips

·          Medical meeting Tips

·          Meeting planner international Tips

·          Business meeting etiquette Tips

·          Conducting business meeting Tips

·          Need help with meeting Tips

·          Help with meeting Tips

·          Medical conference meeting Tips

·          Meeting directory Website Tips

·          Meeting and conference Tips

·          Meeting planning company Tips

·          Meeting planner job Tips

·          Location of top meeting Tips

·          Planning checklist meeting Tips

·          Meeting agenda Tips

·          Meeting facilities Tips

·          Conducting effective meetings Tips

·          Hotel meeting room Tips

·          Meeting planning software Tips

·          Meeting travel planning Tips

If you are interested, please direct all articles and inquiries to: Heres Editor: heresnetwk@yahoo.com

Here are six steps to help you develop successful meetings:

1. Establish a realistic and specific objective. Ask yourself, ‘What do I want to accomplish?’ or ‘Why am I calling people together at this time?’

Do I want:

• to solve problem(s). * to inform. * to gain feedback. * to orient.
• to motivate. * to reward. * to buy. * to sell.

Then decide the best mode to accomplish your objective. Ask yourself which best suits your needs:

• a conference with a panel(s) of speakers?
• a half-day workshop? Or a full-day seminar?
• a staff meeting that includes your immediate staff?
• a staff meeting that includes your department or division?
• a staff meeting that includes everyone from all levels of the entire organization?

2. Create a well-developed agenda. Review your agenda before announcing your meeting. Make sure it avoids:

• spending too much time on details technical subjects. (It puts people to sleep and does not communicate with them.)
• failing to specify the starting and ending times. (Employees need to know when to be there, when it is expected to start, and when it is expected to be finished so that they can reschedule their other duties and responsibilities.)
• adding irrelevant topics. (Doing so only lengthens the meeting time and serves to anger people or put them to sleep.)
• having speakers or presenters who are known to ramble. (One of the surest ways to put your audience to sleep is to have a boring meeting with speakers or presenters who talk on and on. This is especially true in cases where the agenda covers technical or scientific material.)
• crowding the agenda with too many subjects. (It is better to have a question and answer period during the meeting than to try to cover everything.

Now review your agenda and make sure you have included:

• a chairperson or Master of Ceremonies to move topics along without rushing the presenters, or allowing them to ramble.
• general logistics before hand, such as restroom locations, break times, and telephone or walk-in interruptions.
• a priority system so that the most important topics or pressing matters are covered first.

3. Assign particular responsibilities. Be sure to select responsible people to carry out the responsibilities of your meeting. Also be sure:

• to match the topics and tasks with competent presenters.
• to give them clear, complete, and specific instructions including assigned time to complete their presentation.
• to gain the concurrence of your key participants.
• to have a clock in clear view of the presenters.
• to start on time, regardless. (This is perhaps the most important aspect of running a successful meeting.)

4. Establish a positive meeting environment. Take the time to plan your meeting. Perhaps the most important aspect to consider is the environment where you will hold your meeting. To insure its success, be sure you:

• create an environment that is conducive to effective communication.
• set start and ending times that are conducive to all.
• develop the environment around a theme.
• consider the objective of the meeting when selecting the room.
• consider decorating the room, if this is warranted.
• arrange and test the audio-visual support before hand.
• arrange the seating of participants and attendees, depending on the estimated number of attendees.
• arrange the seating plan for optimal effect.

5. Plan all the activities. Take the time to plan and plan again all the events, people, places, and things related to the objective and theme of the meeting. Be sure to:

• gather input where relevant.
• take notes where necessary.
• prepare adequate quantities of handouts.
• prepare to post adequately the announcement of the meeting along with its agenda, times, participants, and any other relevant information.
• prepare backup materials.
• prepare post-meeting evaluations, where necessary, and summary handouts.

Remember: When you maximize your potential, every one wins. When you don’t, we all lose.

© Etienne A. Gibbs, MSW

Written by Susan A. Friedmann,CSP, The Tradeshow Coach, Lake Placid, NY, author: “Meeting & Event Planning for Dummies,” working with companies to improve their meeting and event success through coaching, consulting and training. Go to http://www.thetradeshowcoach.com to sign up for a free copy of ExhibitSmart Tips of the Week.

• Allow for rehearsal and set-up time in your meeting rooms.

• Give speakers a chance to rehearse with equipment they will be using.

• Test equipment immediately prior to the beginning of the event. Check acoustics Clap your hands sharply… talk loudly… listen carefully Check to see if there are any echo’s or dead spots. Do drapes or acoustic panels need to be added? Plug-in and test the audio. Is the public address system working? Is there any feedback at working level? Are the speakers correctly placed? Are there enough microphones, cords, stands?

Have spare bulks and extension cords on hand. If you are taping, is the tape recorder microphone working? Check to see if you have to erect a stand or move a table

Is the audiovisual the right distance from the screen, rigid and level? Know the location of circuit breakers and fuses Have spare fuses and standby circuits ready Test the intercom system. Is the emergency work light ready?

• Having a technician available to attend to your needs throughout the meeting may be your best insurance policy.

• If the facility where you are holding your meeting has AV equipment available check to make sure it is in good working order.

• Remember that poor-quality AV equipment can ruin a meeting.

To maximize your audio visual budget, try the following:

• If using an outside vendor, choose a reputable company and reserve equipment early. If you have never worked with the supplier before, ask for references and check them.

• Negotiate all costs. Package deals are good for you and the rental companies. If they know your needs and have your timelines, it will be more cost effective.

• Make sure all agreements are in writing. If one company is not able to meet your needs, look at other companies until your needs are met.

• Provide clear instructions in writing. Include agendas and room layouts so your vendors know exactly what you expect.

• If you need help, find experienced production managers and technicians to oversee the AV portions of your event. Introduce yourself to the technicians who will be working your event, and find out how to contact them should the need arise.

• Barter goods and services with your rental companies. They may want to advertise in your publications, exhibit at your trade show, or acquire leads from your attendees.

• Guaranteed performance is often a policy of AV companies. They will compensate clients for rental costs in the event of equipment failure. Even better, many will provide on-site back-up.

Check the audio-visual equipment that is available at the meeting facility you are using. Many facilities have their own in-house audio department. Ask if any audio-visual equipment is included in your room charge? Be sure to check out the quality and age of the equipment provided.

Most facilities only provide a podium and microphone, so you will need to rent additional equipment from a qualified local audio-visual rental company. The facility where you are holding your meeting can provide recommendations.

Written by Yvon Douran, http://www.keynoteresource.com/

1.  Volunteer to set up the call so you can assume the role of moderator. Confirm that everyone has both the dial-in and conference code numbers, as well as the correct time for their zone.  

2.  Poll the other participants in advance as to the items they want covered in the call. Develop a written agenda with a specific time allotment for each agenda item. Better yet, e-mail the agenda to all parties before the call.  

3.  Take charge of gathering and disseminating the printed background material, numbering pages clearly and prominently. Nothing creates conference-call chaos faster than a chorus of “Where are we?” or “I don’t seem to have that chart.”  

4.  Refuse to discuss major agenda items until everyone is on the line. Bringing latecomers up to speed on important issues wastes time and irritates those who were prompt.  

5.  Monitor the clock closely. Be prepared to intervene with “Excuse me, we have to move on–we’ve run out of time for this topic” or “Let’s discuss this topic at another time and report back to the group.” Stay polite but firm throughout.  

6.  End the call with a synopsis of conclusions reached and future actions required. Send out a written summary of these conclusions and action items to all participants promptly.    

Overall Tips:Use a handheld phone on a land line rather than a cellular phone or speakerphone. Your voice will be clearer, with minimal background noise. Use an office where you can close the door to further reduce noise.   If more than two other people are participating in the call, keep a written list of names beside your phone so you can be sure you are getting everyone’s input.    

Tips from eHow Users: Focus by eHow Friend
Do not do anything else but participate on the conference call. Answering e-mails, reading papers, etc., are counter-productive to the purpose of the call. And since many people forget to mute their phones, the noises you make will distract from the meeting.

2. What type of network is it run on?  Hotels will advertise high-speed Internet connections but what are you connecting to?  Ask, as you may be comparing apples to oranges. 

3. Is the Internet easily accessible?   Ask how guests or attendees connect. 

4. Will VPNs (Virtual Private Networks) run in the hotel?  If you are concerned about attendees connecting to your office through a VPN, a key question to ask is if your attendees need to share a unique IP address. 

5. What do attendees need to access their computers?  It’s important to remind the conference attendees to check that their equipment is configured to connect to the Internet and bring any equipment that is specific to their laptops, in particular their own power supply.  Laptops and computers will need a working Ethernet card (NIC) for wired connections and a wireless card to connect to the wireless network.

6. Who controls the entry points for Internet access? Having a third-party vendor providing the Internet service adds another level of complication to planning your meeting.  If there are problems, will you need to contact the vendor to troubleshoot the problem?  

7. Can kiosks/cyber cafes be set up?   Cyber Cafes are an easy way of providing attendees a way of checking email and staying up-to-date during a conference. 

8. Is wireless access available and where?  If the meeting includes attendees not staying in the hotel, wireless allows them to stay up to date. 

9. Is the staff knowledgeable and does hotel offer tech support?  This may impact the level of sophistication of your program.

10. How will the group be charged?  Options include setup charges, daily rental fees and fees per room or event. 

Finally, discuss the goals of the function in addition to the technology needs.  Often, by giving the Conference Planners and Sales Team background on the meeting, they can make suggestions for technology applications never even imagined - such as wireless breakouts in a garden - definitely a breath of fresh air to attendees!

Ask Fairmont First, and call 1(866) 662-6060, a dedicated toll-free number for meeting planners.  Visit us online at www.fairmont.com for information about local sales offices or to submit on online proposal. 

Fairmont Hotels & Resorts is a collection of world-class resorts and city center hotels that enjoy unrivalled prominence in the communities where they are located. Operating 42 properties throughout six countries,

SEAL Inc.

847.394.9857

stinnish@ameritech.net

Innovative meetings occur where there is a good match between speakers, topic, your requirements/needs, desired outcome and the setting with a twist of the right chemistry.

The best speakers create in audiences the desire to change, the confidence to act, and the knowledge or tools to succeed. Speakers can impact people’s:

·          Attitudes (how they feel)

·          Knowledge (what they know)

·          Actions (what they can or will do)

Before even previewing or considering a single speaker, be clear on your objectives for hiring a speaker. “Because we always have a keynote speaker.” is not a good reason to hire a speaker again this year.

Clarify why you want to hire a speaker. Select speakers who will deliver the outcomes you want/need. Some common objectives include the desire to:

·          Entertain (change how they feel)

·          Motivate (change how they feel)

·          Promote a cause or organization (change how they feel and what they know)

·          Educate (change what they know; perhaps what they do)

·          Shift behavior (change what they do)

Many other sources (including speaker bureaus) offer checklists that cover logistics, legal issues and also content. This checklist is intended to help you hire a speaker who is the best match with your meeting. This checklist of 20 questions will help you create an innovative meeting.

Checklist for Innovative Meetings

1.       What size of a group do you work with?

2.       What level of people do you work with?

3.       Are we an attractive audience for you? Why? Most top speakers don’t accept every engagement even if they are available. They select audiences with whom they have the greatest chance of success.

4.       How would you characterize your “style” of speaking?

5.       What is your focus? Are you more of a “special event” speaker? Do you focus on keynotes? Do you offer ongoing, long-term training as well? Most speakers operate a three-pronged business: Keynoting, workshops and consulting.

6.       Do you specialize by topic or industry?

7.       How long is your “typical” program?

8.       How do we make sure your program works?

9.       What will you do to make your message relevant to our group?

10.    How will you create an empathetic connection with the audience?

11.    How will you create involvement and interactivity? Professional speaker Patricia Gardner says “People don’t want to listen to a lecturer.” That requires speakers to use techniques and tactics that involve the audience.

12.    What will you do to finish on time?

13.    How can you help us promote this meeting?

14.    What else do we get when hiring you? Some options include:

·          Deliver one or two “breakout sessions” or a spouse program

·          Introduce other speakers

·          Emcee the event that they are part of

·          Host a book signing

·          Meet and greet at a reception

·          Coach other internal speakers either in advance or on-site

·          Moderate a panel

·          Sign autographs

·          Appear in the sponsor’s booth to increase the value of their sponsorship

15.    What are the pros and cons of having you speak to our organization more than once?

16.    Will you customize your program for our organization? Content, titles, introductions, props and visuals are areas that can be customized? For example, your organization’s name, logo, and meeting theme can be incorporated in the handout.

17.    What type of pre-program research do you conduct?

18.    Do you provide handout masters and/or finished handouts? Who pays for the handouts?

19.    How do you accommodate hearing and sight impaired audience members (i.e., Handouts in Braille, audio tapes, etc.)?

20.    Will you be accessible to all attendees before and after the event?

Ultimately when narrowing down your selection, ask yourself these questions to help guide your decision:

1.       Have I considered a widely-diversified group of potential speakers? Does the pool of speakers address the type of diversity in my audience?

2.       Do I have a match between Content (topic), Style (delivery), and the Call to Action (outcomes)?

3.       Is the speaker entertaining as well as informative?

4.       How does our location/site influence our selection of a speaker and that speaker’s success? How will a rugged, individualist speaker play in a tony, urban 4-star property? Can I use our site to help build a theme or thread running throughout the meeting?

Does the speaker have verifiable references that increase my comfort?

These questions will help you get a great match between your speakers, topic, requirements/needs, desired outcome and the setting while maximizing that all important twist of chemistry.

Do your meetings fall victim to Corporate Attention Deficit Syndrome? 

The message of your meeting is the most important aspect of your meeting. Food, drink, sleeping rooms…yes these are all important. But the ultimate reason for a meeting is to deliver a message. Even an incentive trip to the most exotic, luxurious destination would go awry if the “message” sent to the participants wasn’t correct.

The message must be well crafted (clear, articulate, and consistent).
The message must be delivered (physically heard).
The message must received (fall upon receptive ears).

Presenters or paid speakers certainly shoulder responsibility for crafting their messages. But how can you create the optimal environment to allow that message to be heard and received?

 Today’s meeting audiences are typically filled multi-tasking and over-tasked individuals.  Many have likened the challenge of getting and keeping our audiences’ attention as Corporate Attention Deficit Syndrome.

The book, The Attention Economy, outlines what we pay attention to and divides our attention into 6 types:

• Attraction (victory, super models)
• Aversion (car wrecks)
• Captive (bad weather, movies)
• Voluntary (hobbies, print advertising)
• Front of Mind (discussion, task at hand)
• Back of Mind (to do list, commuting)

The authors, Thomas Davenport and John Beck, promote the idea that understanding and managing attention is now the single most important determinant of business success.

You can help meetings be an attraction.  You can help create environments where our audience feels they are participants not captives.

The majority of people are visual learners (60%). They retain information best when they can “see” the information. Numerous surveys show that retention increased by 70 - 80% when visuals are used. That’s one reason every speaker seems to use PowerPoint. (In addition, to the fact that speakers find it a great crutch!)

Beyond PowerPoint, consider changes in your meetings to make presentations more visual so you and your presenters shine:

• Stories This is not your traditional visual. However, stories woven within a presentation create pictures in people’s minds. Stories work to grab attention and create emotional connections. When done in support of a point in the presentation, stories help increase retention and interest.
• Props Props help make information tangible. Props should illustrate or emphasize a key point. Several suggestions for presenters when using props:

1.       Make sure the prop is large enough to be seen

2.       Allow sufficient time for the audience to see the prop

3.       Don’t let the prop become a distraction from you or your presentation

• Handouts Handouts need not be the PowerPoint slides reproduced. Handouts can include background information, supplemental charts and statistics, anything that supports the presentation. Handouts have the following advantages:

1.       Handouts can help fill in gaps in the audience’s knowledge and understanding of the topic

2.       Add to the presenter’s creditability

3.       Keeps everyone focused

4.       Serve as a place to take notes

• Flip Charts The old fashioned flip chart is still a work horse in small to mid-sized meetings. Flip charts allow a presenter to:

1.       Create group interest and attention

2.       Focus the group on key points

3.       Allow people to visually trace their conversation

• Change the scenery The same part of your brain that controls long-term memory also controls large motor skills. Who among us hasn’t sat through a mind-numbing presentation? When a presenter asks the audience to move, they get their attention and re-awaken the part of their brain that controls long term memory.
• Questions Questions ask the audience if the picture is complete for them. Presenters can ask rhetorical questions or they can ask the audience to respond to a question. Additionally, PowerPoint slides can be crafted in such a way that each slide asks questions thereby inviting the audience to reflect and possibly express their opinions and feelings.

You can fight Corporate Attention Deficit by creating visually more interesting meetings.  Work toward well crafted (clear, articulate, consistent), well delivered (physically heard) and well received (fall upon receptive ears) messages.  Both you and your meeting participants will be glad you did.