Choosing The Correct Meeting Venue

By JJ White

In the 21st century the ever increasing usage of the internet has opened up a range of communication streams for businesses. Electronic communication via email and social media does make communication incredibly easy for businesses but this should not be used as the sole method of communication. Face to face meetings should play an integral part of daily or weekly business life. It's key for building up relationships, improving communication flows and increasing morale.

The vast majority of business to business partnerships are linked as a direct result of a face to face meeting. It is much easier to get an idea of a business through such a meeting. The tone, body language, presentation and preparation depth are all examples how a business can be judged in such an environment. The meeting venue itself plays a pivotal role. It can be the key between success and failure for the success of a meeting. There are many things to consider when looking at potential meeting venues.

Aesthetics

All successful businesses are conscious of their brand image. Does the venue fit our image? Will it give the correct impression?

Location

Considering the ease of access and travelling distance for the attendees is a must. A difficult journey just prior to a meeting does not put an attendee in the best frame of mind. Does the venue have good road and public transport access? If the attendee is travelling a long distance is there accommodation nearby?

Availability

The availability of the venue is fundamental. Is the venue available on the required dates? Do you need to book equipment prior to the date? Is there any date flexibility in case an attendee needs to reorganise?

Size

A key consideration is the size of the venue. Venue size needs to comfortably fit the number of people attending the meeting. The layout of the room is often an overlooked consideration. Do all attendees have a good view of the speaker? Everyone needs to be able to move around efficiently.

Cost

A crucial consideration for businesses is the cost of the venue. Does it fit within the budget? Can the price be discounted and can it be negotiated? Is a deposit required? On occasions proposed meetings may need to be cancelled - does the venue have a refund policy?

Many venue considerations may seem like common sense but it is surprising how often a key consideration is overlooked. Thoughtful planning and clear, regular communication is needed. A successful meeting only reflects positively on your business

Source: http://ezinearticles.com/?Choosing-the-Correct-Meeting-Venue&id=6723042

Gas Prices Impact Events

By Richard Brody

Most of all realize that the rapidly rising gas prices have an impact on many areas of our lives. Obviously, it impacts what it costs for us to use our cars, as well as impacting shipping costs which causes the price of almost every item we buy to increase. Although the official government figures indicates a far lower inflation rate, casual observation indicates that gas prices are making everything far more expensive. How could it not when gas prices have increased more than 25%. This economic "ripple effect" is adversely impacting most events, exhibitions, conferences and conventions, etc., for a number of reasons.

1. Obviously, it costs attendees and/ or exhibitors more to get to the event. Whether someone travels by car or by airplane, the costs have escalated dramatically. Many exhibitors look at their increased costs, including having their representatives get to the event, increased costs of shipping, and add that to the normally high cost of exhibiting, combined with many projections of lower anticipated attendance, and many exhibitors are being very selective in choosing which attends to have a presence in. Those attendees that were still considering attending observe that fewer of the exhibitors they may have wanted to see will not be there, and attendees also are being more selective as to which event to go to.

2. Rising prices has made it far more expensive for venues to put on an event. Those event organizers who have not previously locked in food and other pricing will see the venue pass along their additional costs in the form of higher prices. Those that have negotiated certain aspects have locked in those areas, but should not be surprised if the venue tries to "cut corners," either through reducing personnel or in some other manner that was not contracted. In addition, since most event planners overlook something, those areas will probably be far more costly, and a decision will have to be made to either pay the extra price, or for the event to "cut corners" also to reduce its costs. As you can see, this is a vicious cycle.

3. Companies who reimburse employees on a per diem and/ or transportation basis will have to raise that allowance to attract qualified representatives to participate. This entire cycle may make for a dramatically different type of event, and perhaps not what attendees anticipated, expected or thought they were paying for.

4. Because of this cycle, both attendees and exhibitors/ vendors, will be far more selective in deciding which events to attend, and which to overlook. Already, in many industries, vendors have created a ranking system for events, and are prioritizing what they consider Tier One (or larger, better attended) events, obviously at the expense of the smaller events. If this trend continues, or if exhibitors and vendors realize that there are less expensive alternatives to attending these exhibitions, etc., it could spell the long term elimination of many of the non Tier One programs.

Obviously, the economy impacts many aspects of our lives, and events are not considered by most to be the highest priority, and thus are one of the first items cut from many budgets. The longer term economic aspects, as well as the way we are used to doing business will be dramatically affected. In addition, the impact from Virtual Events has already had a somewhat dramatic impact on live events, and the projection is the event world will change considerably in the near future. Obviously, there will be a cascading impact on the incomes of many representatives, etc., which then continues the spiral downward in many economic circles.

Richard Brody has over 30 years consultative sales, marketing, training, managerial, and operations experience. He has trained sales and marketing people in numerous industries, given hundreds of seminars, appeared as a company spokesperson on over 200 radio and television programs, and regularly blogs on real estate, politics, economics, management, leadership, negotiations, conferences and conventions, etc. Richard has negotiated, arranged and/ or organized hundreds of conferences and conventions. Richard is a Senior Consultant with RGB Consultation Services, an Ecobroker, a Licensed Buyers Agent (LBA) and Licensed Salesperson in NYS, in real estate.

Richard Brody has owned businesses, been a Chief Operating Officer, a Chief Executive Officer, and a Director of Development, as well as a consultant. Richard has a Consulting Website (http://tinyurl.com/rgbcons); a blog (http://tinyurl.com/rgbstake); and can be followed on Twitter.

Article Source: http://EzineArticles.com/6178774

Seven Tips for Organizing an Office Event

By Janette Vince

Your boss turns to you and says the most chilling words any employee can hear (short of "you're fired"): "I want you to organize our corporate event this year." Reason to panic? For some, maybe. Planning a corporate event can be a stressful task--overwhelming, if you've never done it before. But it doesn't have to be. Here are seven tips for making the process easier.

Know your budget. Setting your budget beforehand is essential in guiding your planning. This may sound like obvious advice, but vague event budgets are more common than you'd think in some office environments. Make sure you know exactly how much you expect to spend. Include all the details, such as food, entertainment, location rental, parking fees, insurance, security, printing, and supplies.

Know who's going. Is there anyone in the office with an allergy to certain foods? Anyone who doesn't eat certain foods due to religious restrictions? Any vegans or vegetarians? How about the disabled? Will workers be bringing spouses and kids, or is this an adults-only event? You'll need to know who's coming in order to find a location with the right access and plan your menu. It's often best to pass around a questionnaire that addresses these questions.

Leave enough time. Many new event planners make the mistake of leaving too little time to plan an event. The amount of time to leave depends on the event, but expect to take three months for most smaller events and six months for an average one. Leaving things until the last minute is a big reason why event planning is so stressful for so many people.

Ask for ideas. Your coworkers will definitely do less grumbling if they're involved in making the event a success. If possible, organize a committee of planners who answer to you. They can be an informal group in charge of generating ideas, polling other workers, and getting a sense of what attendees would like to see. If not, pass out a questionnaire or set up a drop box for ideas. Some will probably be unrealistic, but there are sure to be some great suggestions as well.

Scout for food. At the start of your event planning, keep an eye out for good food. If you like a certain restaurant, ask if they cater. Check with friends at other companies to see if they liked the food at their last corporate event. If so, ask if you could get in touch with their event planner to get the name of the caterer.

Hiring entertainment? Be sure to get professionals. You may need to hire entertainment for your next corporate event. If so, ask the entertainer to come in for a live demonstration. Most entertainers will have videos to send, but you'll get a better idea of their skills and stage presence in person.

The entertainment you hire can make the difference between a memorable event and a torturous one. Whenever possible, hire professionals instead of people who entertain part-time. It will make a big difference.

Know your theme. You should have an idea of your company's personality and what's appropriate for the group. A more conservative company will probably be expecting a speaker. A company with a more relaxed personality may be up for anything, from hypnotists to rock musicians. If there are going to be kids at the event, make sure you hire performers who entertain the adults as well. This is crucial, as bored adults can bring a party down as quickly as bored children.`

Anticipate problems. Part of successful party and event planning is thinking of solutions to problems before they happen. As part of the planning process, write everything down that could possibly go wrong, from the likely to the outlandish. Then brainstorm solutions for each problem. If you're holding your party in an outdoor location, weather can definitely be an issue, so be sure to plan a rain location. Make sure you have more seating than you think you need. And always have at least one person on site who is certified in first aid.

Planning a corporate event doesn't have to be a nightmare. It takes organization, anticipation skills, and a little imagination to get it right. But these skills can be developed--especially if you give yourself enough time to plan. So take the time, write out a budget, and take a deep breath--your event is sure to be a success.

Article Source: http://EzineArticles.com/?expert=Janette_Vince

Event Insurance and How to Choose the Right Policy

By Brantley Graham

When organizing an event, it is important to consider getting event insurance. This can cover all types of events no matter how small or large they are and can cover everything from weddings to corporate functions.

Wedding insurance, for example, has recently been introduced by many of the leading providers and has become an important part in the planning of many weddings today.

Literally any event can be insured and it is important to consider insuring your event if it has cost a significant amount of time or money to arrange. This will protect your financial investment should the event be cancelled or if it has to be rescheduled.

Certain policies also cover the event in case of death or serious injury to any of the key people involved in the event, as well as the key family members involved. They also cover situations where food or entertainment services fail to deliver and last minute replacements are required, ensuring that you are not left out of pocket by this.

When choosing your event insurance, compare the price to what the policy actually covers. Consider the schedule of the event and choose to add or remove aspects that are unique to your event. By tailoring your policy to your event, you can save money and also ensure that nothing is overlooked by the policy.

There are numerous providers and it is important to get several quotes before choosing which company you will use.

Ultimately, by choosing the right coverage, you will be able to enjoy the event with a peace of mind in knowing that your time and money is well protected.

Article Source: http://EzineArticles.com/?expert=Brantley_Graham

5 Best Team Building Events For Your Company

By Jeremy Hickey

It's vital that your employees work together as a team, that much is obvious. What is NOT so obvious is how to get them to work together as a team, especially if you're putting together new teams from scratch - or even hiring a lot of new employees at once. Most companies turn to team building exercises to encourage employees to work together. Here are five great ways to get your employees working together as a team.

1. Scavenger Hunts
This is a really inexpensive way to get groups working together. Each group gets a list of objects they need to find. One person is the "camera person" -- they take pictures with their smart phone and email or upload those pictures to get credit. The rest of the group works together to find the things on the list. Extra points are awarded to groups who send the most creative pictures.

2. Laser Tag
What says teamwork better that combat? Divide into teams and shoot beams of light at each other while playing a hi-tech version of capture the flag. At first, the teams will run around simply shooting at anyone in the wrong color uniform, but quickly they'll realize that to win the game they have to develop a strategy, protect their home base, and work together. Most laser tag places have the ability to track individual scores as well as team scores -- turn individual scoring off, or you'll have some showboating going on.

3. Paintball
A more expensive, more immersive, and potentially more painful version of #2 above. Paintball requires some protective clothing and a little bit of training, but the basic idea is the same as laser tag -- work together to shoot the other team. There's more incentive to not get shot in paintball since those little balls of paint hurt when they hit you!

4. Disc Golf
Golf can be a solitary event. Disc golf is more fun when played in a group -- especially when nobody knows exactly what they are doing! Rather than working together to achieve a goal, your team will be playing and laughing together as they each learn the game. More experienced disc golfers can help the less experienced, and ultimately groups can play a "best shot" format tournament which enforces the team experience.

5. Cooking Competition
Think "Iron Chef America." Or "Chopped." Or even "America's Worst Cooks." These are popular shows, and they can help build teamwork. There are businesses out there that will help you stage competitions like this, where your teams are coached by professional, executive chefs. The employees work together and enjoy the product of their efforts at dinner.

Booking A Jazz Band For Your Event

By: Mark J Gregory

In the 1940's, jazz bands reigned supreme in the United States. No other kind of music was as popular as jazz. Now, even though it is not the kind of music that most people listen to, jazz music and jazz bands still have plenty of fans, and there are enough of them around to be able to hire a band for a wedding or a corporate party or event.

For the smaller wedding or dinner party, a small jazz combo may be just the thing. These types of bands play what is known as "dinner jazz". Often the combo will be a trio of jazz musicians playing soft instrumentals or soulful jazz vocals that are meant to be listened to in the background while dining or conversing. If dancing is desired, larger ensembles can be hired to play the music of jazz greats such as Cole Porter, George Gershwin or Glenn Miller. There are also Swing jazz bands, and Latin jazz bands available for hire.

Once the type of jazz band is decided upon, the next step is to choose a band. There are several steps that should be taken to ensure that the band hired will be satisfactory and provide enjoyment for the guests of the wedding or corporate event. If a band is experienced and popular, they should have plenty of audio and video samples of their work. The person who is responsible for the hiring of the jazz band should try and listen to the audio sample and watch videos of as many bands as possible to determine which band is the most appealing.

Also, opinions and feedback of former clients of the band should be sought. Asking for references of a band, and then following up on those references is wise. Even if the recorded samples of a jazz band sound good, it is good to ask someone who has used them in the past, to make sure that the band has a good reputation for being dependable, and for conducting themselves in a professional manner.

When the decision is made, and the band has been selected, it is important to note that the more popular a jazz band is, the higher the chance that the band will already be booked for the date of the event you are planning, so booking early is vital. Some band in larger cities are booked a year to a year to 18 months in advance. Once the band is booked, the event planner should work closely with the band to make sure that the band knows exactly what kind of music they will be expected to play, and especially in the case of a wedding, knows the favorite tunes of the bride and groom.