Event Registration and Planning

1. Event Registration and Planning Ann McLeod, CEM, CAE Director of Meetings & Expositions

2. SAME HQ Conference Team Ann McLeod, Director of Meetings and Expositions Amira Ismail, Registration Specialist Kathy Off, Meeting & Exhibit Manager Necoya Tyson, Meeting & Exhibit Manager Post Leader Workshop - Event Registration and Planning

3. Agenda • Regional Conference Guidelines • Event Registration Systems • Registration Tips • Requests for Proposal • Contracts • Logistics • F&B • Other • Hiring a Planner Post Leader Workshop - Event Registration and Planning

4. Regional Conference Guidelines Intended to set some standards and best practices for SAME regional conferences. First published in 2004 and updated several times, most recently in response to recommendations of Regional Conference Task Force Guidelines supplemented by Conference Library on SAME website Suggest Regional Conferences planners review guidelines and website library Post Leader Workshop - Event Registration and Planning

5. Regional Conference Guidelines Identify purposes of conference and organize conference to accomplish them For 2012, conference dates have been approved. For 2013, need to have RVP request approval from Executive Director for dates—eliminates conflicts Host Post responsibility to provide SAME HQ with information to put on SAME HQ Calendar of Events Names of Regional Conferences should follow this format: “2-13 TEXOMA and Missouri River Joint Engineer Training Symposium (JETS), by the Oklahoma City Post” Name guidelines were put in place for branding and consistency purposes, and most importantly, to better support government and young member participation. Post Leader Workshop - Event Registration and Planning

6. Regional Conference Guidelines • Registration should open at least 90 days prior to conference with a late registration fee 3 weeks prior to conference and for on-site registrations • XD would like 15 minutes to present SAME national perspective when SAME President not on agenda—up to Host Post to invite SAME President • Reduced registration and exhibit fees for: • Government - NCOs • Young Members - Small Business • Higher registration fees for Non-Members (suggest $100 difference) • Role of RVP • Assist in planning conference • Provide an RVP perspective at General Session • Recognition—presentation of RVP Medals and Coins Post Leader Workshop - Event Registration and Planning

7. Regional Conferences 2012 • March 12-15: Rocky Mountain, Glendale, AZ; Hosted by Phoenix Post • June 25-27: New England and North Atlantic, Portland, ME; Hosted by Boston Post • August 27-29: Great Lakes and Ohio Valley, Pittsburgh, PA; Hosted by Pittsburgh Post • October 2-4: South Atlantic and South Central, Tampa, FL; Hosted by Tampa Post • October 16-18: Missouri River and TEXOMA, San Antonio, TX; Hosted by San Antonio Post • October 29-31: Carolinas, Pinehurst, NC; Hosted by Bragg/Pope/Fayetteville Post 2013 • Feb 26 –March 1: Pacific and Northwest, Anchorage, AK: Anchorage Post • April 23 – 26: North Atlantic and New England, Baltimore, MD; Hosted by Baltimore Post • October 16-18: Great Lakes and Ohio Valley, Rock Island, IL; Hosted by Rock Island Post 2014 • November 3-4: Northwest and Southwest, Portland, OR; Hosted by Portland Post Post Leader Workshop - Event Registration and Planning

8. Event Registration Systems • Key factors in selecting a registration system: • Ease-of-use for both attendee and conf. planner • Data! • Cost • What is used by SAME HQ? • ClearVantage (membership database) for smaller meetings and conferences • eShow for JETC, SBC, and DOD Briefings/Golden Eagle • We have phased out RegOnline Post Leader Workshop - Event Registration and Planning

9. Event Registration Systems • Options Suggested for Regional Conferences: • RegOnline – used by many Posts • eShow – new system HQ using • Hiring a meeting planner? Use their system! • For Monthly Post Meetings: • RegOnline • Other suggestions include cvent, Event Bright • What are others using? Post Leader Workshop - Event Registration and Planning

10. Event Registration Systems • RegOnline • Cost: $150/event + $2.75/registrant + 1% of amount paid by credit card • Benefits: simple; members familiar with it • Cons: badging… • eShow • Two systems…full and “eReg” • Full system comes with website, interactive exhibit hall.. • “eReg” similar to RegOnline - $5/per person, negotiable • Benefits: easy to use, great reporting, badge printing • Cons: new system to learn Post Leader Workshop - Event Registration and Planning

11. Event Registration Tips • Always send a DETAILED registration confirmation letter • Establish a cancellation date and fee • Collect as close to 100% of payments PRIOR to conference – hard to collect after-the-fact • Government credit cards + PCI compliance QUESTIONS??? Post Leader Workshop - Event Registration and Planning

12. Hotel/Facility RFPs When issuing RFPs, include as much information as possible! Include list of desired concessions – know what is most important for you to receive Include the “SAME Preferred Contract Language” in RFPs so hotels can incorporate this immediately Include “history” in RFP Sample is included in your binder Post Leader Workshop - Event Registration and Planning

13. Contracts • Remember negotiation is give-and-take! • Attrition • 80% is the standard – ALWAYS request lower…max of 75% • Should be responsible for lost revenue ONLY (75% of rate) • Pick-up should be CUMULATIVE…also can ask for cumulative revenue rather than number of rooms • Penalty on unsold rooms only; Hosted by all rooms part of block regardless of rate; Hosted by audit clause • Ask for regular review dates and final block based on last review date • Request two-week cut off • State “prevailing government per diem at time of event” Post Leader Workshop - Event Registration and Planning

14. Contracts (cont.) • Meeting space – always easier to start at max and release if not all space is needed • Concessions • Comp rooms – request 1 per 40 and that room credits can be accumulated and credited to master account • Discount on in-house A/V • Request that F&B pricing be confirmed one year in advance. • “Exclusives” – requirement to use a particular vendor • Force Majeure Post Leader Workshop - Event Registration and Planning

15. Logistics – F&B • Ask if an “all-day package” is available • Don’t have to pick from menu • Guarantees • For buffets, GTD at least 20% less • Sit-down meals – know your group…many do not participate. Reduce GTD to close to 50% for evening dinners and end-of-conference meals • Get history from previous years “set, served, guaranteed” • Be aware of F&B minimums! Post Leader Workshop - Event Registration and Planning

16. Logistics - Other • Provide meeting specifications to hotel 30 days in advance • Prepare “function sheets” • One sheet for EVERY activity every day • Outlines everything about each activity: room set-up, audio/visual, F&B, etc • Makes it easy for both hotel and YOU • Sample in your binder • The more communication in advance, the better the experience for your attendees!! Post Leader Workshop - Event Registration and Planning

17. Logistics – Hiring Planner • Remember that planning a conference is a profession and a full-time job • No need to pay out-of-pocket, can hire someone at outset to negotiate contract and payment comes from commission on hotel rooms QUESTIONS???? Post Leader Workshop - Event Registration and Planning