May 09 Focus.pub - Missouri Society of Association Executives

Issue 2—2009
Inside this issue…
•
Ins and outs of contracting
entertainment
•
Venue Solutions in a changing
economy
•
Meeting economics
page
St. Joe full page
page 2
Executive Focus
Issue 2—2009
Published bi-monthly by:
Missouri Society of
Association Executives
722 East Capitol Ave.
P.O. Box 1574
Jefferson City, MO 65102
Telephone: 573.659.8898
Fax: 573.635.7823
[email protected]
Submissions
News items from our membership are
welcome. The editorial staff reserves the
right to edit and/or reject all materials
received. Submissions may be condensed
in order to fit the allotted space.
Contracting Entertainment
Local photographs may be submitted by
our members for consideration of cover
placement. Please submit photo in high
resolution and include a photo release.
Venue Solutions
Deadline for submissions is the 15th of
the month preceding publication.
Advertising
Advertising deadline is the 15th of the
month preceding publication. For
advertising rates or information contact
MSAE office at 573.659.8898.
The appearance of advertisers does not
constitute an endorsement of the
products or services featured by the
Missouri Society of Association
Executives.
Whether you’re securing a national act or local talent, the
guidelines in this article will help you understand and
negotiate a contract with any artist.
By David Gabri
Learn trends that will help planners select venues that
balance today’s challenging economic climate with your
members needs.
Member Focus
Resort and Yacht Club @ Toad Cove hires Andrea Foulkes
and Jennifer West, Jefferson City CVB to offer tours of
decommissioned Missouri State Penitentiary, Springfield
CVB details free services, Oasis Convention Center
becomes part of Ramada, Central Missouri Green Built
Program, MCTA announces golf tournament, Van Gorp
inducted into leadership society and new Certified
Meeting Planners.
On the Cover: Pictured on the cover is
Springfield Expo Center. Springfield is
Missouri’s third-largest city has more than
6,000 hotel rooms at various price points,
a variety of meeting space and plenty of
quality attractions, including Bass Pro
Shops Outdoor World, Fantastic Caverns,
Wilson’s Creek National Battlefield and
many others. Set in the rolling hills of the
Missouri Ozarks and surrounded by area
lakes, streams and natural areas, the city’s
outdoors beauty adds to its charm.
Meeting Econmics
Whatever a group’s needs, the staff at the
Springfield Convention & Visitors Bureau
are available with a variety of free services,
including assisting with booking venues
and negotiating hotel rates, setting up
information booths, news release writing
and distribution, and much more.
4
President’s Message
4
MSAE Board of Directors
6
Membership Application
For more information about Springfield, call
the Convention & Visitors Bureau at 800678-8766 or visit SelectSpringfield.com.
By Robert Skrob
Top meeting planners reveal their successful strategies
to thrive in a tough economy
MSAE Spotlight
Pictures from the April 24 Membership Meeting and
roundtable discussions.
Departments
14 Welcome New Members
19 Calendar of Events
page 3
From Your President
Board of Directors
PRESIDENT:
Gwen Pelzer
(573) 893-3700
Email: [email protected]
Hello again everyone! Are you as excited
as I am that Spring finally arrived, bringing
a few days nice enough to get outside and
play? I’ve not found time yet on my
calendar for golf, but I’m certainly looking
to clear some space! We need to get
warmed up before our Funfest you know!
PRESIDENT-ELECT:
Ryan C. Rowden
(573) 634-2941
Email: [email protected]
SECRETARY TREASURER:
Linda Oligschlaeger
(573) 638-2258
Email: [email protected]
IMMEDIATE PAST PRESIDENT:
Ron L. Fitzwater, CAE
(573) 636-7522
Email: [email protected]
BOARD MEMBERS:
Lee Bunch (573) 632-6722
E-Mail: [email protected]
R. Dennis McClelland CAE, RCE, CMP
(573) 445-8400
Email: [email protected]
Daniel P. Mehan (573) 634-3511
E-Mail: [email protected]
Cindy Neff (660) 882-1468
Email: [email protected]
Lil Pfaff (573) 680-1307
Email: [email protected]
William Schwartz (573)636-9455
Email: [email protected]
VICE PRESIDENT PROGRAMS:
Jennifer Bauer (573) 635-0830
E-Mail: [email protected]
VICE PRESIDENT OF MEMBERSHIP:
Dawn Heidbreder (573) 893-6834
Email: [email protected]
VICE PRESIDENT OF EDUCATION:
Jennifer Baker (573) 893-2060
E-Mail: [email protected]
FOUNDATION REPRESENTATIVES:
Richard “Mo” McCullough
(573) 636-2553
Email: [email protected]
Brenda S. Roling (573) 636-2822
Email: [email protected]
EXECUTIVE DIRECTOR:
Sandra C. Boeckman
(573) 659-8898
Email: [email protected]
I want to let you know that your MSAE
Board of Directors continues to work hard
and represent you well. There has been
some great discussion on many different
issues, and I always feel good about the
decisions when they have been made. They are never made lightly
and no one hesitates to share their thoughts and insights.
I was thinking recently about what a wonderful experience it has been
to serve MSAE, and I want to take a minute to encourage each of you
to consider the opportunity as well – whether it’s service on one of our
many committees or service on the board. PLEASE, don’t be shy about
letting us know how you would like to get involved!
MSAE has provided such an enjoyable learning experience for me. It
seems that so many times I’ve had to learn things the hard way, but
this learning experience with MSAE has been so pleasant! MSAE
provides an avenue to learn from some amazing professionals, many
of whom have already tackled whatever it is that we are currently
struggling with in our careers. We just need to take advantage of that
opportunity to learn!
By the time this edition goes to press we will have held our April
membership roundtables and luncheon and will be looking forward to
our social on May 21 at Summit Lake Winery and the Joint Meeting
Planners Tradeshow on July 14! I will look forward to seeing each of
you at one or both of these events!
Gwen
Mark your calendars for May 21…
MSAE Mixer at Summit Lake
Winery
Make plans now to attend
MSAE’s first ever membership
mixer at the beautiful Summit
Lake Winery in Holts Summit.
Enjoy great wines and snacks
as you get to know your
colleagues in a casual, fun
setting.
For more information call
Sandy at 573.659.8898.
page 4
Whether you’re securing a
national act or local talent,
these guidelines will help
you understand and
negotiate a contract with
any artist.
Beatles tribute band Fabforever.net
Booking entertainment requires background knowledge of genres and
types of music, production experience in staging, lighting and sound and
being able to communicate in the same ‘biz’ terminology. That’s why
many groups turn to a talent or booking agency, particularly when booking
expensive acts. An agency can save you time and headaches tracking
down the right talent, negotiating and preparing contracts. Two of the
largest agencies are William Morris Agency (www.wma.com) and Paradise
Artists (paradiseartists.com). These are ‘exclusive’ agents directly
representing specific artists on their rosters. If you know exactly what
talent you want for your event, checking the artist’s website will give you
the name of their exclusive agent. Starting at the top has its advantages
in that you cut out the middle man but also requires extra shrewd
negotiating skills as well as the aforementioned background knowledge.
Second tier agents, on the other hand, work with all the largest agencies
and most are able to book just about any talent you desire. They are
particularly helpful when you have a budget and type of entertainment in
mind but are not sure what acts might be available to fit your parameters.
A quick internet search for ’booking agents’ will turn up hundreds. These
agencies typically charge 10 to 20% commission on top of the band’s
price. Start by explaining your event, give them your budget then allow
them to detail what they can do for you. Ask for their exact procedure in
submitting an offer to the entertainment, what percentage they charge
and what services the agent provides after the contract is delivered.
If you are seeking local/regional talent, you can often acquire referrals by
contacting venues around the area. Booking them is generally an
uncomplicated process. They usually don’t have standard contracts, they
bring their own gear and are happy if they get fed but don’t expect it.
Often these musicians can be a great source of information concerning
production and determining the correct sound levels for your venue. They
typically have lights and soundboards included in their price thereby
negating the need for an outside audio company.
If you are hiring a DJ for your event, the most important quality is their
personality as it will greatly influence the success or failure of your event.
A DJ with an engaging personality and a good play list can intuitively
create the mood you want and make sure your guests are well
entertained. Meet with the person who will be working your event and
spend enough time with them to determine if they are a good fit with your
guests.
(Continued on page 7)
page 5
Membership Application
MSAE Can Take You There!
Among the member benefits of MSAE are the
Education Programs, Bi-monthly meetings, Speakers
Showcase and Meeting Planners Trade Show. At any
one of these events you'll learn about topics
affecting association management.
In addition to great business meetings, MSAE hosts
terrific social events like the annual FunFest Golf
Tournament and Christmas party and much more.
What's even better is that these functions go to
support the MSAE Foundation, which provides
scholarships to Missouri students.
page 6
Leegreenwood.com
(Continued from page 5)
Questions for Bands &
Entertainers
General Information. Are they
available for your event date? Have
they ever played for an event of your
type? Are they an appropriate fit for
your event? How many members are
in the band? What do they charge?
Price is usually based on popularity
and/or number of band members.
Do they have a press packet and/or
promotional photos you can use?
Music. What types of music do they
play? Ask for specific song examples
or a song list. If you haven't heard
the band before, ask for several play
dates so you can go and listen to
them. Also request a demo tape.
On-Site. When do they arrive for
setup? This is important since the
last thing you need is the distraction
of a band setting up while your
guests are present. (Ideally they
should be setup before the guests
arrive.) How many sets do they play?
What is the length of the sets? Do
they provide taped background
music during their breaks between
sets? Will they allow you to make
announcements using their sound
system? What do they wear?
Production Requirements. Have they
ever played at the facility where you
are having your event? If they
haven't played the facility, explain the
facility to them (i.e.
size, ceiling height,
etc.) and then
inquire about the
sound system they
will be using. What
are their electrical
requirements?
You should check
to make sure
adequate electrical
outlets and power
distribution are
available in the
area where you
intend to have the
band. Do they
provide a lighting
system? Do they provide all their
own instruments? Do they provide
staging? Is staging required? What
size and configuration? Ask for a
stage plot; it will detail all
requirements including the
equipment you may need to provide
as part of your contract. Do they
require set-up help or stage hands?
Do they need to be union?
Other Requirements. In dealing with
larger acts directly or working with a
talent agency or booking agent, they
will provide you with the band’s rider.
This document details everything
‘extra’ you have to provide, in
addition to the agreed performance
fees, including transportation and
accommodations, food and
beverage, etc. (think green M&M’s).
Contracts. What is their cost and
what exactly are you getting? If you
only have a certain budget, let them
know. Bands will often work for less
if you just ask. Ask if the band has a
contract. If they do not, use a
contract in letter form to draft the
agreement between you and the
band. Make sure everything is
covered: date and place; exact
number of band members; attire; setup times and requirements; payment
terms; and deposits. If you are
booking the band because of a
specific entertainer or personality be
sure the name(s) are included in the
agreement. If you are working with a
name act or agent they should
provide you a contract outlining
these terms plus how ticket sales
and profits and sales of band
merchandise are to be handled, if
applicable. A rider may also be
provided as an attachment to the
contract. Remember, they use the
same contract for everyone. Never
hesitate to negotiate terms; cross out
what doesn’t pertain to your event,
initial and send back for a
countersign.
Entertainment Contracts
Below is a listing, with explanation, of
a variety of types of contract
agreements and supplemental
documents that can be used when
booking your bands and entertainers.
Letter of Confirmation. There are
those times when a formal
performance contract may be
inappropriate or unnecessary. This
type of document is friendly, yet
describes the details of the booking
agreement fully. It's written in
paragraph, letter format and it
includes the essentials (such as
performance time, date, place,
producer, and artist), who provides
what and who is responsible for each
item included. This type of letter may
be used with organizations and
individuals unaccustomed to music
business industry standards, such as
charities and private parties for
example. The key here is to have a
written record of all the important
details and for each party to have a
signed copy.
Performance Contract - Non-Union. A
performance contract includes the
same information as a letter of
confirmation except that it is written
using legal art language or legalese.
Rather than business letter
paragraphs, the contract often has
numbered paragraphs and is more
formal. If you are working with clubs,
universities and concert halls or for
concert promoters, a performance
contract with the entertainment’s
management company or booking
agent is recommended.
(Continued on page 8)
page 7
(Continued from page 7)
Performance Contract - Union. The AFM,
American Federation of Musicians, has a
specific contract that their members
often use. The AFM contract requires
information that allows their members
to credit their Union pension plans and it
meets specific union stipulations
depending on the type of music and
area in which you perform. If you are
working with entertainers that perform
on radio and television, they may be a
member of AFTRA, American Film
Television and Radio Artists Union.
AFTRA artists are required to use the
AFTRA contract when doing radio and
television performances.
Performance Contract Rider. The
purpose of including this document is to
help define exactly what is required for
the artist to present their best
performance. It serves as an extension
of the performance contract to aid the
buyer in taking care of all the details.
You should scrutinize contract riders
and cross out unnecessary items that
serve only to inflate your budget or take
undue advantage.
Technical Rider. This document details
the artist's sound, lighting and stage
requirements. It should be attached to
the performance contract with
instructions to have copies distributed to
the appropriate technical personnel at
the venue.
Stage Plot. It is a detailed layout of the
stage with all the sound equipment and
instruments positioned. The stage plot
should accompany the Technical Rider.
Lighting Plot. This diagram describes the
type and placement of lighting that best
highlights the performance. It may
include song lists and lighting cues.
Hospitality Rider. This describes the
artist's food, housing and travel
requirements. This is the place where
you will find dietary restrictions and
necessities when meals are provided.
When negotiating with a name band or
national act, there are several
provisional aspects to the contract that
will be determined by the type of
engagement you are hosting. For every
event, there will be a deposit which is a
portion of the guaranteed fee. Deposits
are generally returned with a signed
contract. Any percentage may be a
suitable deposit, though 50% is the
norm. Deposits are legally supposed to
be held in an escrow account until the
date is played. Should anything happen
to cause the date not to be played, the
deposit may have to be returned
depending on the contract agreement.
The Artist’s Team
Agent
Representative for the artist
who makes the artist available
for performance dates. The
agent negotiates the fees,
contracts the dates and
coordinates tours. This is
generally done with promoters
and talent booking agencies –
not the end user.
Business Manager
Manages the artist's finances.
This team member is usually
added once the artist is
making a substantial income
requiring a full-time person to
handle finances at gigs, artist
investments and general
financial advice.
Personal Manager
Provides an artist with overall
career direction and guidance.
They coordinate all the team
members who play a role in
the artist's development. They
negotiate record deals,
publishing deals, find an
appropriate agent, publicist,
business manager and other
team members. In most cases
a personal manager does not
book performance dates and
in certain states it is illegal for
them to do so.
Publicist
Coordinates artist's publicity
and marketing campaigns.
Provides public notice to the
media to create an awareness
of the artist.
Road Manager
Takes care of all the details
prior to and during the tour.
They advance each tour date,
make sure the artist arrives at
each date in optimum
condition to fulfill their
contracted duties. This is the
person you will most likely be
working with on-site.
Drzhivegas.com
page 8
By David Gabri
President and CEO, Associated Luxury Hotels
International
Finding
Balance in a
Changing
Economy
One of the most important decisions to make in the meetings and
incentive marketplace is where to host your program. With today’s
more challenging economic climate, when you need to balance all of
your constituencies, this decision can become more difficult than ever.
Even if your company or organization is faring well, the perception
effect is that everyone should “hunker down” and be extra cautious
with expenditures. While it is always wise to control costs and curb
unneeded expenses, the current mindset seems to be to deliver a
program with equivalent standards, but do it for less.
So here is the big challenge. How do you maintain the high-caliber of
programs, attain the “Experience Expectation” of attendees, and meet
in venues that substantiate the importance of the event, when
executives within your organization and participants attending your
programs are expecting the budget to be at the same (or even a
reduced) level as last year?
Meeting Regionally Becoming More Popular
One trend we have noticed recently is that an increasing number of
planners are opting for regional site solutions for their national
programs. Having meetings, conventions or incentive programs closer
to your organization’s headquarters can often meet all expectations of
a first-class program, while offering cost-savings benefit to meet
budget objectives.
We are all well-aware that higher fuel prices can affect virtually
everything, including air fares. By selecting a site closer to home, you
can reduce overall expenses, because more attendees can reach the
site by automobile or train, or can drive together.
In addition to travel cost-savings, you may enjoy other benefits as more
members of the headquarter’s staff may be able to attend. This can
contribute to motivating staff, enhancing camaraderie and the
page 9
(Continued from page 9)
exchange of information, and providing an
opportunity for them to meet their counterparts
from around the nation or world.
There can also be a much-overlooked time-saving
benefit for key leadership and staff away from the
headquarter’s office. There can even be “green”
benefits, as programs conducted regionally tend to
have less of a carbon footprint, since fewer
individuals travel by air, and attendees may drive
together or take mass transit.
Choices Within Close Proximity
While meeting regionally isn’t an option -- or the
best choice -- for all programs, it can be a way to
present an opportunity to save without negatively
impacting your meeting or incentive program. The
good news is that there are many qualified
solutions that can work for you as there are many
exceptional offerings in each part of the country.
Depending upon your program, this may be a trend
to consider as a short-term solution, as we expect
to see this phenomenon continuing in 2009. Retooled budgets and external costs for 2010 and
beyond may not require planners to think in these
regional terms, and planners may go back to
previous rotations. But for now, this strategy can
address some challenges that many planners are
facing. If you need assistance determining optimal
options within your region, please talk with your
sales professionals in your National Sales Office.
Give them a call so they can help you identify the
best solutions to present to your management.
David Gabri is president and CEO of Associated Luxury
Hotels International (ALHI), which has the national sales
responsibilities to the meetings and incentive industries
for its membership of over 120 premier Four- and FiveDiamond/ Star quality hotels and resorts worldwide. For
information, contact your nearest ALHI National Sales
Office, call the “ALHI Luxury Group Desk” toll-free at
866-303-2544, or visit www.alhi.com .
page 10
page 11
Resort and Yacht Club @ Toad
Cove Hires Two
Andrea Foulkes joins The
Resort and Yacht Club @
Toadcove, Lake of the Ozarks
as the Kansas City Regional
Sales Manager with nearly
11 years of hotel experience
in the greater Kansas City
area. She received her
Bachelor’s degree in Liberal
Arts with a concentration in
Hospitality Management from
the University of Missouri –
Kansas City. Andrea is an
active member of KCMPI and is the current Chair of
Member Recruitment. She will continue her
appointment to the Board for 2009-2010 as the Director
of Satellite and Student Members. You can reach
Andrea at [email protected].
Jennifer West joins The
Resort & Yacht Club @
Toadcove, Lake of the Ozarks
Sales Team as Convention
Service Manager. Jennifer
was born and raised in Lake
of the Ozarks and after
graduating high school at
School of the Osage, she
earned a Bachelor of Science
degree in Entertainment
Management at Southwest
Missouri State University (now
MSU). Upon graduating
Jennifer spent 7 years as
Event Coordinator for Osage
National Golf Course at Lake
before joining the Toadcove team. You can reach
Jennifer at [email protected]
Jefferson City CVB to Offer Tours of
Decommissioned Missouri State
Penitentiary
In 2004, the
Missouri State
Penitentiary
(MSP) sent all of
its inmates to be
housed in a new
correctional
facility. Now,
almost five years
later, people are
lined up to get back inside the walls.
The Jefferson City Convention and Visitors Bureau has
partnered with the Missouri State Penitentiary
Redevelopment Commission to offer “Hard Hat Tours” of
the oldest continually operating state penitentiary west of
the Mississippi River, the Missouri State Penitentiary.
“Since the day it was decommissioned, the Bureau has
received calls from countless individuals and groups
wanting the opportunity to tour MSP,” said Steve Picker,
executive director of the Bureau. “We are thrilled to be
able to start allowing people to explore the great history
that resides within the walls of the penitentiary.”
The tour will showcase cells dating back to 1836, when
MSP was built, including those of famous inmates such
as heavyweight champion Sonny Liston who learned to
box during his time in the big house and James Earl Ray.
Other stops on the tour will be the gas chamber where 40
men and women were executed, the buried cells, several
housing units and the upper yard.
In 1967 the Missouri State Penitentiary was infamously
named the “bloodiest 47 acres in America” by Time
magazine because of the incredibly high number of
serious assaults on the grounds between 1963-1964.
Public tours will be available starting May 2 and will cost
$12 per person. Call the Jefferson City Convention and
Visitors Bureau at (800) 769-4183 for more information.
page 12
Springfield CVB Welcomes
Meeting Planners
When it comes to
hosting meetings
and conventions,
Springfield offers
big-city amenities
without big-city
hassles at a price
meeting planners
will adore.
Springfield, in fact, consistently ranks on “The Corporate
Travel Index” as one of the least expensive cities in the
nation for visitors.
Missouri’s third-largest city has more than 6,000 hotel
rooms at various price points, a variety of meeting space
and plenty of quality attractions, including Bass Pro
Shops Outdoor World, Fantastic Caverns, Wilson’s Creek
National Battlefield and many others. Set in the rolling
hills of the Missouri Ozarks and surrounded by area lakes,
streams and natural areas, the city’s outdoors beauty
adds to its charm.
Springfield’s largest meeting facilities are at the Expo
Center, Ozark Empire Fairgrounds, University Plaza Hotel
& Convention Center, Ramada Oasis & Convention Center
and Clarion Hotel. Several other venues are available,
including unique space at the Discovery Center, the
recently restored Gillioz Theatre and the historic Landers
Theatre.
The city also offers world-class restaurants, many with
international flair. Japanese, Argentine, American, Thai,
Chinese, Itialian, Mexican, Brazilian, German – you name
it, Springfield has it. Springfield, in fact, has more than
800 restaurants from which to choose.
The city is easy to reach by ground by major highways,
including a straight shot from St. Louis via Interstate 44
and four-lane access all the way from Kansas City.
For air travelers, the Springfield-Branson National Airport
is opening a brand new terminal on May 6. The airport
offers direct, affordable flights to major airport hubs in 13
cities.
Whatever a group’s needs, the staff at the Springfield
Convention & Visitors Bureau are available with a variety of
free services, including assisting with booking venues and
negotiating hotel rates, setting up information booths, news
release writing and distribution, and much more.
For more information about Springfield, call the Convention
& Visitors Bureau at 800-678-8766 or visit
www.SelectSpringfield.com.
Oasis Hotel & Convention Center has franchised with Ramada Worldwide
The Oasis Hotel and Convention Center has purchased a
franchise to become a Ramada. Ramada is part of the
Wyndham Worldwide family of hotel brands, which include
Wyndham Hotels, Hawthorn Suites, Baymont Inn & Suites
and Wingate by
Wyndham just to
name a few.
The Ramada Oasis
Convention Center
located in
Springfield, Missouri
is positioned to
appeal to midmarket leisure and
business travelers
offering guests a
harmonious blend of
comfort and
affordability. The
physical changes
that will be noticed to the former Oasis Hotel property will
be the newly remodeled rooms and changes to the
entrance signage. Fire & Ice Restaurant and Bar will
continue to offer its exquisite atmosphere and culinary
creativity to hotel guests and the general public.
"The Oasis Hotel has established a presence in the
Springfield market attracting group conferences and
travel. As the Ramada Oasis
Convention Center, our
focus will be to expand our
services to the corporate
traveler. We feel that a
national reservation system
as well as a rewards
program will enhance our
appeal to this market,"
stated Kevin Klein, General
Manager.
The Ramada Oasis
Convention Center offers
the finest accommodations,
from tropical poolside
rooms to executive business suites with over 31,000
square feet of flexible renovated banquet and meeting
space. The Ramada Oasis Convention Center is located at
2546 North Glenstone in Springfield, Missouri.
page 13
Central Missouri Green Built
Program
Van Gorp inducted into Leadership
Society
Home Buyers in Jefferson City and surrounding areas will
soon enjoy more choices if they want to buy a certified
green home. The Home Builders Association of Jefferson
City is now affiliated with the NAHB National Green
Building Program. As an affiliate program, “Central
Missouri Green Built” will offer national verification and
certification services to home builders in our 5 counties
including Cole, Morgan, Miller, Osage and Camden.
Builders and remodelers use the standard to “score” a
home in six categories: energy efficiency, water
efficiency, resource efficiency, lot development, indoor
environmental quality, and homeowner operation and
maintenance materials. Each project must a minimum
number of points in all six categories and a set number
of additional points in the categories of the builder or
home buyer’s choice to qualify for the Bronze, Silver,
Gold or ultra-green Emerald level of the standard.
Carol Van Gorp, CEO of the Columbia Board of
REALTORS, was one of the five 2009 inductees in the Dr.
Almon R. (Bud) Smith Leadership Society given by the
National Association of REALTORS this month. This
award is given to recognize those who excel in the
association management profession by demonstrating
uncommon leadership, a willingness to help others, and
acceptance of a responsibility to constantly improve
themselves. The achievements and practices of such
individuals are worthy of recognition, not only to honor
them for their contributions, but to allow others to benefit
from their examples. Admission to the Dr. Almon R. (Bud)
Smith, RCE, AE Leadership Society is not based solely on
past achievements. It is also conferred in recognition of
the honoree’s ongoing commitment to the advancement
of REALTOR® association management and anticipated
future contributions.
The Green Building Committee recently displayed their
“Central Missouri Green Built’ booth at the 2009 HBA
Home Show. Their hands-on display helped to educate
the consumers about this new program. For more
information visit www.nahbgreen.org or call the HBA
office at 573.635.6001.
Congratulations New Certified
Meeting Planners
MCTA Golf Tournament June 16
MCTA will have the Annual Bill Mullen Memorial Golf
Tournament at Lake Forest Country Club in Lake St.
Louis on Tuesday, June 16, 2009. Anyone interested
can register by going to http://
www.missouricabletv.com/ or by calling our office at ...
(573) 635-1915
Welcome New Members
Stephen Abbate, St. Louis Marriott West, St. Louis
Gail Bryant, Director of Tourism, City of Lebanon, Lebanon
Dana Davis, Country Club Hotel and Spa, Lake Ozark
Judy Dietzel, Bee Seen Ad Specialties, Jefferson City
David Hults, Activ8 Career Coaching, St. Louis
Tara McConnell, Aladdin Hotel, Kansas City
Congratulations to the following MSAE members who
recently received their Certified Meeting Planners
designation…..Cindy Wrigley, Executive Director, Missouri
Association of Nursing Home Administrators; Jennifer
Baker, Manager of Education, Missouri Health Care
Association; Ramona Mormann, Consultant, Drury
Hotels, Jefferson City; Annette Wallace, Emeritus,
Jefferson City.
University Plaza Hotel
Jani Torrence, Association Sales Mgr for University Plaza
Hotel, will be starting a new job with the St Charles CVB
as their Corporate Sales Manager. We will miss her very
much but are thrilled with the new opportunities that
await her.
Taking responsibility for the Association Market for
University Plaza Hotel and Convention Center will be Ms.
Dee Palmer. Dee is a 2008 graduate from Missouri
State University and received a Bachelor of Science
Degree in General Business. She has been a sales
manager with University Plaza Hotel since March of
2008.
Ramona Mormann, Drury Hotels, Jefferson City
page 14
Top Meeting
Planners Reveal
Their Successful
Strategies to
Thrive in a Tough
Economy
By Robert Skrob, Executive Director
Only four percent of meeting planners
surveyed believe there will be more
meetings in 2009 than in 2008, but
meeting planners are getting creative
to keep their attendance up in a down
economy.
The Florida Association of Convention
& Visitors Bureaus, along with its cosponsor, the Orlando/Orange County
Convention & Visitors Bureau
(www.OrlandoInfo.com/Meet),
recently conducted a survey of over
300 meeting planners throughout the
country. Many of the meeting
planners provided their detailed
strategies on how they help their
events thrive, even in a tough
economy.
Responses to the survey show that
40% are planning for fewer meetings
in 2009 than in 2008. Although 56%
of meeting planners report that the
number of meetings will stay the
same in 2009, 67% predicted a drop
in attendance at the events they will
hold nationwide. Only three percent
believe that their meeting attendance
might be higher in 2009, with 30%
expecting attendance to be about the
same as it was in 2008.
When asked how they intend to deal
with anticipated changes in meeting
attendance, the meeting planners
surveyed were quick to offer creative
strategies that are working for them.
“The economy has affected
everyone,” says Annette Suriani, CMP,
director of PACE Meetings and
Exposition in New Orleans, who’s
members are small business owners/
painting contractors. According to
Annette, “A large percentage of our
members are residential contractors,
the initial slump in the housing
market began to chip away at their
business for new home paint, but
seemed to help those in residential
repaint since more homeowners were
renovating and refurbishing what they
had. However, when all the other
sectors of the market began
collapsing, people chose to buy
essentials rather than have their
homes repainted, or tried to do it
themselves.”
Annette’s event was in Los Angeles in
2008, and will be in New Orleans in
2009, and she is making sure she
gets the best value and price for
products and services by always
getting bids from multiple vendors,
rather than putting her faith in “tried
and true” vendors to give her the best
deal.
“No longer can I sit back and
think that the suppliers I’ve been
using are giving me the best
pricing. I’m going back and
looking at all of our relationships
and contracts and making sure
I’ve gotten the best possible deal.”
Melissa Hoffmeister, an Assistant
Director of Special Services for Stadia
East in New York State, says that they
are “increasing the amount of
bartering we are doing with our
vendors/exhibitors. Free marketing is
worth a lot to them.”
Helen Horner, a Meeting & Education
Programs Manager with the
Association of Equipment
Manufacturers in Milwaukee, holds
nine face-to-face educational
seminars on an annual basis
throughout the US as well as eight
tradeshows around the world with
(Continued on page 16)
page 15
(Continued from page 15)
extensive education offerings and
meeting needs. According to Helen,
“Given the current economic
environment, many companies are
poised to make budget cuts. Travel is
often among the first areas to receive
cuts.” She offers this small tip,
“Removing tabs from a seminar
binder can save you several
hundred dollars on assembly/
printing fees.”
When Melissa York, Development
Manager of Industry and Education
Services for SMC3, a transportation
industry association in Peachtree City,
GA, has trouble filling seats, her VPs
“personally invite industry leaders to
attend the conference, sometimes
giving them a comp room or
registration to ease the burden of the
cost.” The SMC3 Summer Conference
was in Boston in 2008, and in 2009,
Melissa will be planning for their
Summer Conference at Loews Lake,
Las Vegas.
“Partner with the hotel or resort on how
to promote the conference for the
benefit of all parties,”
suggests Bob Schuster, National
Director of Sales, for CMP Meeting
Services in Ponte Vedra, FL, who
believes, “Joint efforts in these times
strengthen relationships.”
“Discussion groups form, and
people attending the conference
can find each other on Ning.com
and then at the conference. It
makes the event more personal.”
Several meeting planners are directing
their marketing efforts toward social
networking. Jacqui Biddle, Convention
Director of the National Council of
Teachers of English in Illinois held her
event in San Antonio in 2008. For her
meeting this year, in Philadelphia, she
anticipates 20% lower attendance.
According to Jacqui, “A lot of schools
have had funding cut, plus with the
cost of gas to run school buses last
year, some schools have had to let
teachers go.”
Lawson Hockman, of IMN Solutions, in
Arlington, VA, agrees, “Marketing will
increase with social networking.”
While most meeting planners predict
fewer meetings in 2009, the prospects
for making your events successful are
terrific using the strategies created by
many of our nation’s brightest meeting
planners. Once you adopt them, these
new strategies can serve you and your
members for many years.
However, Jacqui will be making every
effort to increase her marketing by
utilizing social networking sites. She
started using a social networking site
called Ning.com, for her annual
convention, and she will be using it to
market another upcoming meeting in
San Francisco.
page 16
MSAE Spotlight
April Membership Meeting Featured Roundtable Discussions and speaker
Kent Rader
The April membership meeting, held at the Capitol Plaza Hotel, was
attended by over 100 members. The day started with informative
roundtable discussions led by various peers. Topics ranged from
conference planning to HR issues to marketing. The pre-lunch reception
was hosted by the Columbia CVB and Columbia Airports.
Following lunch, speaker Kent Rader provided recommendations on
reducing stress, increasing employee retention, improving creative
problem solving skills, better cooperation and collaboration within a
team, and bringing success to any organization. He provided a copy of
his book to all participants.
Special thanks to our reception sponsor,
the Columbia Convention and Visitors
Bureau and Columbia Airport
HR Issues/Hiring & Retaining Employees
Carol Van Gorp & Lana Martin, CAE
Trade Shows and Sponsorships
Margaret Booker & Sherilou Tokvam
Pre-Conference Planning
Cindy Wrigley & Diane Gillespie
Advertising/Printing & Marketing your Meeting
Melissa Albertson & Greg Meeker
Member Retention and Member Services
Travis Fitzwater & Linda Oligschlaeger
Conference Planning and Post Conference
Planning
Pat Amick & Kay Samuelson
page 17
Springfield CVB full page
page 18
Advertise in the MSAE Focus for as little as $85 an
issue. Call 573.659.8898 for more information!
Calendar of Events
NO MEETINGS IN JUNE
MAY 21
MSAE Mixer
Summit Lake Winery
Holts Summit
SEPTEMBER 21
Funfest
Meadow Lake Acres Country Club
JULY 2
Board Meeting
MSAE Office
JULY 14
Joint Meeting Planners Tradeshow
Capitol Plaza Hotel
Sponsors: Springfield CVB, Tan-Tar-A,
Promark Solutions and Technical
Sales/Kleertech
AUGUST 7
Board Meeting
MSAE Office
AUGUST 15-18
ASAE Annual Meeting
Toronto, Canada
NOVEMBER 6
Membership Meeting and Workshop
featuring Bob Harris “The 3
Proficiencies of Association Staff” with
an emphasis on:
• Efficient Management
• Board Development
SEPTEMBER 22
Annual Meeting
Capitol Plaza Hotel
Sponsor: The Resort and Yacht Club,
Lake Ozark
• Strategic Direction
Capitol Plaza Hotel
Sponsor: Courtyard by Marriott,
Columbia
OCTOBER 2-3
Board Retreat
St. Louis
DECEMBER 4
Board Meeting
MSAE Office
NOVEMBER 5
Board Meeting
MSAE Office
DECEMBER 17
Christmas Party
Jefferson City Country Club
For sponsorship opportunities call 573.659.8898
page 19
Lodge full page
page 20