Meetings are the Solution, Not the Problem
This year has brought many changes and challenges to the meeting planning industry. Many organizations are apprehensive about investing in events and meetings during the recession, and have canceled planned events due to bad press and public scrutiny. On February 4, 2009 the federal government announced guidelines for companies receiving bailout funding that requires having a policy on entertainment, events and conference expenditures, causing an increased level of anxiety in the meeting planning industy. So how can meeting planners cope and battle the perception of excess?
It’s time to convince the cynics that meetings and events are good for business and good for the economy. Here are some tips to ensure that your next event is not perceived negatively by the public, media, attendees or exhibitors:
- Knowledge – Educating both meeting planners and the public of the advantages of meetins and events.
- Follow Guidelines – The US Travel Association togther with other meeting industry associations rolled out guidelines on acceptable business travel practices to companies receiving emergency government funding. These guidelines include best practices such as having a written business case for meetings or events exceeding $75,000 identifying purpose and return on investment.
- Be Ready for the Media – Have a professional public relations spokesperson representing your organization and events. Be ready to respond to any criticism of your event.
- Know the Value – know the value of your event to your organization, your attendees and your exhibitors. Measure the performance of an event and prepare a details ROI report for investors and clients.
- Keep Luxuries to a Minimum – avoid the “AIG Effect”. Promote the mission of the meeting, and keep the excessive luxuries to a minimum. Wining and dining attendees is no longer as important as the practical. Select business appropriate venues.
- Restrict Travel – many companies are replacing large national meetings with regional meetings to limit travel expenses.
The current economic environment calls requires meeting planners to be more thoughtful in their choices and their recommendations to clients, while promoting the economic benefits of meetings.
