Nov/Dec 2007

VOLUME 3, NUMBER 117 • NOVEMBER/DECEMBER 2007
THE NEWSLETTER FOR THE SACRAMENTO CHAPTER OF THE SOCIETY OF GOVERNMENT MEETING PROFESSIONALS
www.sgmpsac.org
20TH YEAR CELEBRATION KICK OFF
Oh What a Night!
By Wendi Williamson, CMP, California Department of Aging
The 20th Anniversary Team really looked outside the box when
they dreamed up a Bunco tournament to kick off the 20th Year
Celebration. This impromptu event not only provided seed money
for our 20th Year Celebration, but also contributed to the YWCA
programs including their Encore Plus program which provides free
mammograms for women in the Sacramento area.
A huge thank you goes to our corporate sponsor, Stephanie Wilkes, CMP, the
Hilton Worldwide Sales family; food and beverage Sponsor Anne Seymour, CMP,
the Riverside CVB; and table sponsors, Teri Onorato, LA Athletic Club, Julie
Verduzco, Riverside Marriott, Amy Dempster, Marriott Rancho Cordova
Sacramento, and Linda Vanderwold with VanWrite. In addition, we had generous
donations from suppliers and restaurants. The complete list of supporters will
continue to be advertised on our Chapter website throughout October.
Above: Marty Zavala provides security and welcomes
the Chapter to bunco night at the Sacramento YWCA
Top: The Sacramento Chapter playing some serious
bunco to raise funds and support a charity
The bunco team in true SGMP style rolled up their sleeves and dug in to raise funds
to offset expenses for our 20th Year Celebration. Thanks go to: Tasha Wilson
(Bunco Queen), Sandi Hartsock, Raquel Correa, Pamala Corona CMP, CGMP,
Donna Carey, CGMP, Johnna Meyer, Stephanie Wilkes, CMP, Gloria Anderson,
Kim Meyer (honorary member) and Janice Hayden. We met weekly, pounded the
pavement for donations, built decorations, cooked food, worked the event and
swept the floor. A special thanks to our security guards, The three Amigos, John, Joe
and Marty for escorting everyone to their cars and helping wherever needed.
Stay tuned for more “fun” raising events. Anyone interested in helping on the 20th
Year Celebration, please contact Wendi Williamson, CMP. Thanks again for your
support. It just goes to show you don’t have to be crazy to belong to this organization, but it sure does get the job done!
SGMP
INSIDE THIS ISSUE
President’s XPRESSIONS . . . . . . . . . . . . .2
Meeting Industry News
CGMP Review: CGMP Benefits . . . . . . .3
September Charity: Babcock School . . . .3
Personal Development
CMP Review: Journey to the CMP . . . . .4
CHSP Review: The Personal Touch . . . . .5
Hotel Systems . . . . . . . . . . . . . . . . . . . .6
Recipe Box . . . . . . . . . . . . . . . . . . . . . .6
Chapter News
Member Profile: Bethlehem Taddesse . .7
Two Planners Attain CMP Designation . .8
Sept. Meeting: ABCs of Site Selection . .9
➜
DON'T MISS THE UPCOMING
Oct. Meeting: Safety and Security . . . .10
CHAPTER MEETINGS—
Membership Statistics . . . . . . . . . . . . .12
SEE PAGE 11 FOR DETAILS!
Team Mailbox . . . . . . . . . . . . . . . . . . .12
Sacramento Chapter
National 1st Place Winner of the 2006 Carole Anne Nelson Newsletter of the Year Competition
Upcoming Meeting Previews . . . . . . . .11
Board Talk . . . . . . . . . . . . . . . . . . . . . .11
Board of Directors . . . . . . . . . . . . . . . .13
Chapter Community Events
Chapter Event Calendar . . . . . . . . . . . .13
NOVEMBER/DECEMBER 2007
Sacramento SGMP
Newsletter Team
President’s XPRESSIONS
Board Liaison:
Chair: Carol Owens
Red Lion Hotel Redding
Tel (530) 221-8700
[email protected]
PonyXpress
Richard L. Heitke, CMP
California Redevelopment Association
Tel (916) 448-8760
[email protected]
Team Members:
Dina Fong
California Department of Education
[email protected]
Garey Hamel
SoMa Hotels
[email protected]
Janice Hayden
California State University, Sacramento
[email protected]
Stella Pak
Beverly Garland Holiday Inn Universal
Studios
[email protected]
Lu-Lu Ramos
Department of Conservation
[email protected]
Design: mlangdesign
The PONYXPRESS newsletter is published bi-monthly in January, March,
May, July, September, and
November.
Articles are due three weeks prior to
the publish date. January/February
issue articles due December 10, 2007
Send articles via email to:
Richard L. Heitke, CMP at
[email protected]
and Carol Owens at
[email protected]
© Copyright: All articles and
photography are property of the SGMP
Sacramento Chapter and may not be
used without written permission from
the Board Liaison of this Newsletter.
*Please be advised that submitted
articles are subject to approval and content may be edited by the Newsletter
Committee.
By Emily M. Schroeder, California Department of Aging
T
he fall season is upon us and the holidays are right around the
corner. It’s time for reflection, giving, and planning for the
future.
When you look back over the past year, what do you see? Did you
accomplish your goals? Did you take a risk or challenge? Did you
get the promotion you have been working toward? Did you receive
that accreditation for which you studied so diligently? Did you
make the right contacts, generating new business opportunities? If
you answered yes, then you worked hard to reach your goals and
can be proud of your accomplishments.
Now look to the future. What do you see? I see personal development opportunities for
you with SGMP. I see opportunities to connect and network; generating new business
and continuing to develop current business relationships. Opportunities to get that long
awaited CMP, CGMP, CHSP, CHSC and CHA accreditation. The sky is the limit on the
opportunities for your future, you only have to want it and go for it.
The Sacramento Chapter’s Board of Directors and our wonderful team members will help
in every aspect we can to assist our members in reaching their goals. We will improve the
education and personal development programs at our monthly Chapter meetings, held
the first Thursday of every month. Already in the past three months, the Sacramento
Chapter has seen an increase in attendance at our monthly Chapter education meetings.
The teams are also working hard to improve the education tracks and networking opportunities for everyone, at every level, for the Chapter’s Annual Education Conference and
Tradeshow on February 6-7, 2007. We will create fun networking and fundraising opportunities at events like the Silent Auction and 20 Year Celebration, that will not only benefit our members but also our local community. The Board is also ready to help you give
to our Chapter by volunteering, assistance with acquiring your long awaited accreditation, and awarding scholarships.
Your needs are our priority; we want to know what you need from the Chapter to reach
the goals you are setting for yourself. One way you communicate those needs is to
complete the online SURVEY at www.sgmpsac.org. The SURVEY can be completed
anonymously and we promise your voice will be heard. Another way is to get involved.
Join a team of volunteers and be a part of the planning for the next year.
This Chapter was created to be a resource for professionals in the government meeting
planning industry and this Board of Directors wants to ensure that the Chapter is the
resource it was originally intended to be. We are listening Sacramento Chapter members.
Help us help you.
“All you need in this life is ignorance and
confidence, and then Success is sure.”
—Mark Twain
PonyXpress
| PA G E 2
NOVEMBER/DECEMBER 2007 | MEETING INDUSTRY NEWS
CGMP REVIEW
Certified Government Meeting
Professional Benefits
By Dana Ohmann, CGMP, Senior Account Executive, Marriott Lodging
I
t has been about a year and a half since I completed my certification for the CGMP designation. Many benefits come from
achieving this distinguished certification. In my company, I am
considered an “expert” in the government market, even though
I don’t feel anyone can ever know everything, as there is so
much to learn and the market is ever changing. I feel very
blessed to have had the opportunity to work closely with all the
terrific government meeting planners I have met through my
position and SGMP. Additionally, in part due to this CGMP designation, my organization has asked me to facilitate training
and development for my co-workers on “Successfully Working
with the Government Market.”
Many of you may remember the program I presented, along
with fellow SGMP planner member Crystal Spencer, called
“Government Planners and Suppliers: How to Work Together.”
This was first introduced at a monthly SGMP Sacramento meeting and then we had the privilege of presenting it at the SGMP
National Conference when it was held in Sacramento.
Since then, we have been asked to present this program to
other SGMP Chapters, San Francisco and Oregon. The CGMP
has provided me with knowledge and expertise that has assisted
me in my current position and will continue to be a valuable
resource for me. The Government sector is a market that I truly
enjoy.
If you have the opportunity to pursue this designation, and you
see yourself continuing to be a part of the government market
segment, you will benefit from the information and education
you receive when pursuing and completing the coursework to
achieve your CGMP certification. Oh, and by the way, the accolades you’ll receive are pretty nice, too.
SUPPORTING THE BABCOCK SCHOOL:
The Sacramento Chapter of SGMP’s September Charity
By Martin Zavala,
California State Department of Developmental Services
I
want to thank each and everyone who participated to help
out this elementary school. This summer I called the principal
of Babcock Elementary School, so they had an idea they were
going to receive some help. What they weren’t ready for was
the amount of school supplies they received from us. Almost
every one of the 20+ donated backpacks we received were also
full of school supplies which made them even more special.
There were so many bags of supplies that the school staff
where overwhelmed. But that wasn’t the end of it. We were
able to hand the principal $232 for them to do what they felt
would be the most helpful for the kids. This all happened
because members of the Sacramento Chapter of the Society of
Government Meeting Professionals took time to care a little and
that helped a lot.
Betty Von Werlhos, Babcock School Principal and students standing among
SGMP Sac donations
| PA G E 3
NOVEMBER/DECEMBER 2007 |
PERSONAL DEVELOPMENT
CMP REVIEW
Journey to the CMP
“The secret of success
is constancy of purpose.”
—Benjamin Disraeli
By Robin Pollock, CMP, California State University, Sacramento
M
y long journey to take the Certified Meeting Professional
exam began in February 2007 when I innocently had dinner with a friend, Pam Corona, CMP, CGMP. Although she
encouraged me to take the exam before, this time I was actually
ready to consider it. Pam told me that the deadline for applying
was less than six weeks away, which I thought would be plenty
of time. I was wrong. I believe that 40 percent of the process of
obtaining this designation is just getting your CMP application
filed. I also found out Marie Ziegler was planning on going
through the process. Then Wendi Williamson, CMP found out
we were applying, and she started e-mailing us (along with
Pam) encouraging words and help.
At first, I waffled between whether to go for the CGMP or CMP.
After talking with many SGMP colleagues and suppliers, I
decided to try for the CMP. As usual, I analyzed everything—all
of the costs involved (CMP is much more expensive); time
involved (CMP takes more time); and the risk of failing the test
(more people pass the CGMP the first time around than the
CMP). Still I considered it a sign when a copy of the article I
published in Advantage magazine arrived a week before the
applications were due and I needed the points.
Those of you familiar with this process know it to be tedious
and time consuming. The CMP application is not on-line. First,
you pay the Convention Industry Council (CIC) $45 for the
application to be snail-mailed. Once you receive the application,
you either type it (yes, on a typewriter) or hand-print it. It is 15
pages long and everything you’ve ever done must be documented and attached. Documentation can include: copies of
your current SGMP membership card (or a copy of the invoice);
every meeting you’ve attended that you want to count in; continuing education units (CEUs) that must be documented; college transcripts; CEU certificates from SGMP National
Conferences; as well as articles and copies of awards. ALL must
be attached. If copies aren’t attached, you risk losing the points
and not being eligible to take the exam. Once the application is
completed (which took me over 40 hours by the time I found
everything I needed), you then pay $175 to submit it. Then the
waiting begins. Did I get enough points counted to sit for the
examination? It takes 3-4 weeks to receive notification.
Meanwhile, it was time to register for the CMP study course at
SGMP’s National Education Conference. However, since I did
not yet know whether I qualified to sit for the exam, I was not
sure whether I should pre-register and make plans to take the
3-day intensive CMP study course, which costs $450. I took my
first leap of faith and pre-registered. Now it was May. Three
“I believe that 40% of the
process of obtaining this
designation is just getting
your CMP application filed.”
days before I left for Atlantic
City, I found out I qualified to
sit for the exam. Whew! If I
only knew, the waiting
process had barely begun.
Next, came ordering the
manuals. Which manuals should you order? They are all expensive. Does anyone have the International Manual, which costs
$79, but is required? When are you ever going to use it again
after the test? The Professional Convention Management
Association (PCMA) manual is no longer required, but is
strongly recommended. What does that mean? Which manual
was I supposed to take all the way to Atlantic City, New Jersey?
Luckily, the instructor for the CMP study course, Joanne
Dennison, was very patient and helpful. She e-mailed us often
and gave us many tips for both studying and taking the exam.
The CMP study course was fantastic! Joanne is part of the group
that helps to write the exams each year, so she is very knowledgeable. Although her manner of teaching is different than
other instructors, because she gives very few handouts and does
not do a mock exam, I took 67 pages of hand-written notes and
felt her process worked for me. Since 90 percent of the people
she teaches pass the test the first time, I felt my confidence rising after taking her course.
I started studying in April and fell asleep with highlighters and
manuals almost every night. I took the glossary with me to doctor appointments and studied while waiting for dinner with
friends. For four months, that glossary went with me everywhere. I took my first on-line practice exam on a laptop computer while on vacation in Tahoe at a noisy coffee house. I took
the second one two weeks later. I passed both, but still felt rusty
in some areas. I studied harder. Everyone who knew me also
knew I was taking this exam. My husband said he couldn’t wait
until August to no longer fall asleep with four manuals in our
bed.
Five months later and it was July now. Finally, the day of the
exam came. I flew to San Diego (where my daughter lives) and
followed everyone’s tips to succeed. I went to the testing site
the day before, found the classroom, sat in the chair, and visualized taking the exam the next morning. My daughter took me
for a massage, and I relaxed that evening. Although I wanted to
stay in a hotel the night before (as suggested), there was a citywide conference in town, and there were no rooms available
under $250/night! Needless to say, I stayed with my daughter.
continued on page 5
PonyXpress
| PA G E 4
NOVEMBER/DECEMBER 2007 |
PERSONAL DEVELOPMENT
CHSP REVIEW
Hotel Sales – The Personal Touch
By James Lynton, CHSP
I
n sales, building rapport is one of the most important steps in
the process and being a hands-on salesperson can only put
you in an elite status with your customers.
What do I mean by hands-on? Well, I am not saying you have
to be everywhere and do everything, but you should make your
presence felt. People still like personal attention and that is what
brings them back again and again. Service with a smile, calling
someone by name and meeting those special requests are just a
few of the ways we do our job a little better than the “next
guy.”
as possible and then sending out thank you letters once it is
over. Beyond that, I am getting some personal information and
storing it in my database. Birthdays are the best way to surprise
someone and let them know you “care.” From the simplest of
emails to a card to flowers, it all goes beyond the expectation
and makes for a relationship that keep them coming back again
and again.
So how do I do it? I see every customer as a friend for life. What
do you mean, James? Well, for the customers that fit our hotels,
I make it a point of over-communicating. Can I have an example? These are all very good questions…yes, you can.
The personal touch is what we all look for and when we find it,
we keep going back again and again. I like it and if I do, I am
sure they will too. In the next PonyXpress, I will address paper
vs. electronic…Daytimers vs. PDAs.
I am detailing the meeting, making suggestions on menus,
assigning the rooms with my front office manager, even checking rooms with the housekeeping manager. I am popping in
and out of the meeting area throughout the day. I am going
into the kitchen to check on the food (my favorite job of all)
and I am checking in with my planner throughout the day making sure all the needs are met, and if not, fixing it right away. I
am working with accounting to ensure the billing is as accurate
Happy Selling!
James Lynton, CHSP, is a regular columnist for the PonyXpress.
James is Director of Sales and Marketing for the Clarion Hotel
Mansion Inn and for the Holiday Inn Express Sacramento
Convention Center. James can be reached at (916) 438-2549,
or [email protected].
CMP continued from page 4
Would you believe there was a heat wave and she didn’t have
air conditioning.
Pam and Wendi were our cheerleaders throughout this entire
process. Wendi mailed us four inches of mock exams, quizzes,
and other sample tests which we used to help study. I used all
of this material and drove my CMP friends crazy with endless
questions about the exam. In fact, I know I tried the patience of
Pam when she finally said “Just take the exam—you’ll pass it.”
Now that I look back on this journey, I am so glad that I started
down the path. I learned so much from not only the books and
materials, but also the entire test-taking process. I have new
appreciation for everyone who has the letters "CMP" after their
names. Although I may never get a raise for passing this test, it’s
not about the money. It’s about recognition as a professional in
the industry and the accompanying respect and responsibility.
My conference planning skills have vastly improved. I am proud
to have this designation, and encourage everyone who is considering it to go for it. It is definitely worth it.
“Every exit is an entry somewhere.”
—Tom Stoppard
PonyXpress
| PA G E 5
NOVEMBER/DECEMBER 2007 |
PERSONAL DEVELOPMENT
Hotel Systems
By Carol Owens, Red Lion Hotel, Redding
I
t’s probably a familiar scene…you have just been asked to
book a meeting and are making initial inquiry phone calls. You
get a sales manager on the phone, give him or her your preliminary specs and now you are listening to the click, click, click of
a keyboard. What exactly is he doing? If the sales manager has
an automated system and, he is accessing a plethora of information. First, he will check the availability of meeting space and
guestrooms. Every hotel allows a certain percentage of its inventory (those are the guestrooms) for “group” business. This
amount may vary based upon “season,” days of the week
(weekday vs. weekend) and of course, what they already may
have on the books.
The next bit of information your sales manager looks at is “history.” If your organization or event has been at the property
before, they are looking at the room block from the last time it
was there, and they are investigating the nature of the meeting
and how well the group did on its pick-up. If you blocked 200
rooms last time, but your group only picked up 150, it will be
extremely difficult for the sales manager to hold 200 or more
rooms this time.
The next piece of the pie is “pricing.” What did you pay last
time? Armed with this information, your sales manager can now
either “tentatively” book the space and rooms you need, or
advise you that it is not available.
This same information can be accessed in an office that works
on a “paper” system; it just isn’t always right at our fingertips
RECIPE BOX
(pardon the pun). Speaking of tentative, this is a term we suppliers typically use when holding space before a contract is sent
out. Once a signed contract is received, the booking becomes
“definite.” So if you ever have a sales manager tell you that
there is a tentative hold on something, it means they have not
signed any contracts so that space may still be available.
There are several systems out there that essentially work the
same way. Delphi is considered the industry’s longstanding standard for sales and catering automation. Some systems do not
interface directly with the PMS. Oh, oh! What is a PMS? No, it’s
not an excuse for bad behavior. PMS stands for Property
Management System, which is basically the brains of a hotel.
This is the computer program used to make reservations, check
guests in and out, and produce several statistical reports we use
to forecast and plan. In most cases the PMS is interlinked to a
central reservations system (we call it C-RES). I mention this
because if a hotel has a dedicated PMS for guestrooms and
another system for sales and catering, the probability is that the
sales manager is going to have to access each one separately to
check availability.
Automation certainly makes our jobs quicker and can keep us
from “double-booking” ourselves; however, even in a fully automated office, most still keep a paper booking diary (the real
name, most of us call it is “The Bible”). This “Bible” insures that
if our system ever crashes, we won’t lose all of the data we need
to conduct business.
A recipe from Janice Hayden, California State University, Sacramento
Slow Cooker Tamale Casserole
1 large onion, diced
1 16-ounce jar green tomatillo salsa
2 15-ounce cans chili con carne without beans
1 15-ounce can black beans, rinsed and drained
1 2-1/4-ounce can sliced ripe olives, drained
8 to 10 chicken or beef tamales, wrappers or husks removed
1 15-ounce can corn
2 7-ounce cans whole green chilies, drained and cut into
1/2 inch strips
Shredded cheddar cheese and sour cream as accompaniments
Place half of the diced onions in a 4-quart electric slow
cooker. Top with half each of the salsa, the chili, beans,
corn, and olives. Place 4 or 5 of the tamales on top and
cover with half of the chili strips. Repeat the layers ending with the remaining chili strips.
Cover and cook on the low setting 6-1/2 to 7 hours. Pass
shredded cheese and sour cream on the side. Shredded
lettuce is also good as a topping.
| PA G E 6
NOVEMBER/DECEMBER 2007 | CHAPTER NEWS
Member Profile By Carol Owens, Red Lion Redding
SUPPLIER PROFILE Bethlehem Taddesse
Wyndham Hotel San Jose
In June of 1994, at the tender age of 17, Bethlehem (“Beth”)
Taddesse arrived in Long Beach, California, all by herself, from
her home in Addis Ababa, Ethiopia. Beth was fluent in proper
English, so naturally the dialect she heard in the United States
was foreign to her due to the myriad slang phrases and words.
In the time since, she has adapted to the Americanized version
of English.
Beth recently assumed the position of Sales Manager for the
Wyndham Hotel in San Jose; however, her hotel career actually
began 12 years ago.
A year after her arrival, Beth relocated to Northern California.
While looking for work, Beth initially was searching for a position in retail; however, a friend suggested she apply for a job at
the hotel he worked for, the Hotel Biltmore in Santa Clara. This
friend assured her that the job would be a great experience and
that the schedule worked really well for students. Beth is
exceedingly well-rounded in the hotel industry due to the multitude of positions she has held. Her first position in a hotel was
as a Front Office Agent, and it didn’t take long for her to be
promoted to Front Office Supervisor. From there, she spent
some time as a Night Auditor, and then moved into Accounts
Payable. Ultimately, she moved into the Sales and Catering
Department, first as the Catering Assistant, then as the Sales
Assistant, which prepared her well for her current position as a
Sales Manager. During this time, she also achieved an Associate
of Arts degree from De Anza College in Cupertino, and then
completed her bachelor’s degree in finance from San Francisco
State University. This fall she will return to college to begin work
on a graduate program in psychology.
Beth is a new member to SGMP, having joined this past July.
The benefit of being a supplier member, in addition to the networking opportunities, is the education. So far her favorite event
was the September meeting where Reggie Sears, CMP presented his “RFP’s and the ABC’s of Site Selection.” This information is particularly useful for someone new in a sales position, as
it offers insight into what a meeting planner is looking for when
selecting a venue for an event.
Her hotel sales responsibilities are the government and religious
markets which fit well for her, as she says “…these are my
favorite people to work with.” Some of the other aspects of her
position she finds particularly enjoyable are the people she gets
Bethlehem Taddesse, Sales
Manager, Wyndham San
JoseBethlehem Taddesse, Sales
Manager, Wyndham San Jose
“The benefit of being a
supplier member, in
addition to the networking opportunities,
is the education.”
to work with at the hotel, the
meeting planners, and assisting
with all of the details that go into a meeting or event. She also
cites the monthly SGMP Meetings as a favorite pastime. Since
Beth has accepted the Chairmanship of the Silent Auction committee and is a member of the Trade Show committee, she will
be spending even more time immersed in SGMP.
Beth says that they do about three government events each
year at the Wyndham Hotel San Jose. She feels that their location is excellent for these events as well as corporate events due
to their proximity to the San Jose International Airport.
Additionally, with over 14,000 square feet of flexible meeting
space, they are well equipped to handle groups as small as 10
people or as large as 1,800 guests. Their competitive guestroom
rates (they offer the government per diem with no restrictions
any time of the year) combined with complimentary guest parking make this venue especially appealing.
Beth is currently single, but looks forward to having children in
the future and should be well-equipped for motherhood when
that time arrives. Six years after her immigration to the U.S., her
youngest brother Nebiyu, also just 17 years old at the time,
came to stay with her to pursue his education. He attended UC
Berkeley and earned a degree in engineering. Her younger
brother Mezmure followed a few years later and currently
attends college in Monterey. Her parents live in Ethiopia and she
has been able to go home for a visit just twice since her arrival,
most recently last year. Beth has traveled extensively in her life,
continued on page 8
Know someone you’d like to see featured in the next
“Supplier or Planner Personality Profile?” Please email
Carol Owens at [email protected].
PonyXpress
| PA G E 7
NOVEMBER/DECEMBER 2007 | CHAPTER NEWS
Member Profile continued from page 7
having visited Kenya, Qatar, which is a small island in
the far east next to Dubai, and “a great place to shop
for jewelry”; England, Germany, Mexico, Canada and
Switzerland…her all-time-favorite—all that chocolate! She
has also traveled widely throughout the U.S. and hopes to
visit Greece, Turkey, Egypt, and Israel in the next couple
of years. It’s no surprise that when asked about her hobbies, she mentioned traveling first. Beth also loves to read
and watch movies when she is not working or at church.
Beth describes herself as quiet, independent, and a hard
worker, and these qualities are certainly evident. At 17,
she arrived on her own to a new country, taught herself
how to drive, explored the cities and towns of California
on her own, and supported herself through college. She
has lived in Los Angeles, San Jose, San Mateo, Monterey,
and Sunnyvale, where she currently resides, but says her
favorite is the city of Mountain View: “It’s historical and
beautiful, with a downtown street that offers lot’s of
restaurants, coffee shops, and shopping.” She claims that
her friends would describe her as very spiritual, dedicated,
loyal, and a great counselor. She loves to eat Italian and
Thai food, but admits that there are times she simply
craves genuine Ethiopian cuisine.
Brand new CMPs Marie Ziegler
(left), and Robin Pollock (right),
celebrate their success
Two Planners Attain CMP Designation
By Carol Owens, Red Lion Hotel, Redding
P
eople in event planning and hospitality exemplify professional dedication on a daily basis. For most of us, it’s not just
a job….it’s a calling, a passion, a commitment to excellence
every day. When someone takes their own time, and often their
own money, to study and sit for an exam that designates their
industry expertise, we all want to celebrate their determination,
and all of us at the PonyXpress and Sacramento Chapter SGMP,
offer our sincerest CONGRATULATIONS to Robin Pollock, CMP,
Sacramento State University, Dean’s Office, and Marie Ziegler,
CMP, California Public Employees Retirement System, for
becoming the newest Certified Meeting Professionals.
Beth is truly a dynamic, energetic and fascinating person.
Please make sure to spend a little bit of time talking to her
at our next meeting.
“If A equals success, then the formula is
A equals X plus Y and Z,
with X being work, Y play, and
Z keeping your mouth shut.”
—Albert Einstein
SACRAMENTO SGMP
VISION
The Sacramento SGMP Chapter is universally recognized within the
industry as the premier resource for the government meeting profession.
MISSION
Expand the knowledge and expertise of Government Meeting
Professionals through education, training, advocacy and
industry relations to ensure cost-effective meetings and
provide added value to each organization.
| PA G E 8
NOVEMBER/DECEMBER 2007 |
CHAPTER NEWS
SEPTEMBER MEETING
The ABCs of Site Selection:
The Request for Proposal
By Reggie Sears, CMP
I
n my recent presentation on The ABCs of Site Selection
at the September meeting of the SGMP Sacramento
Chapter, I stressed the importance of beginning the
selection process with a good (translate: informative
and complete) request for proposal (RFP). A well-written RFP speaks for you, the meeting planner, as well as
for your unit, department or agency. You know the RFP
is complete if the sales manager does NOT need to call
or email you with any additional questions or for explanations.
It’s better to include too much information (if that’s possible)
than too little. Government planners should be sure to specify
the per diem requirements and rates—some sales managers
may be new to the government market and may not be aware
of the latest per diem specifics. Be sure to ask for what you
want up-front in the RFP (e.g., upgrades for VIPs, complimentary or reduced parking, airport shuttle, etc.).
Above: Jeff Dougherty and Tanjeet Bains
of Doubletree Sacramento
Right: Reggie Sears, CMP imparts sage advice
about RFPs and the ABCs of site selection
• Function space-meeting space requirements, i.e., type-exhibits,
registration, office, storage; room setup (theater, banquet, halfmoon, etc.); start and end times; number of people
Here’s what should be included in the RFP:
• Food and beverage (plated, buffet, roll-in, reception, refreshment break); number of people
• Name of the meeting
• Special events/activities
• Group profile-full name of group/agency/department
(acronym, if used)
• Special setups (include floor plans)
• Purpose of the meeting and website
• Technology requirements, i.e., wireless Internet access
• Contact person, telephone, e-mail and fax numbers
• Reservation method (master bill, individual reservations, etc.)
• Event profile
• Range of acceptable rates—when appropriate, put cost parameters in the RFP, i.e., if you need room rates for less than $100,
add it to the RFP; per diem rates
• Meeting objectives
• Number of attendees
• ADA requirements
• Specific per diem requirements
• Audio-visual needs (even an estimate if to be determined)
• Identify the competition (cities, sites)
• Deadline date for responses/submissions
• Attendee demographics, i.e., local, statewide/national, etc.
• Any determining factors (such as lowest hotel room rate; waived
meeting room rental fees)
• High-profile attendees
• Concessions
• Opportunities for publicity
• Critical needs
• Preferred/optional dates-if dates are set, say so; if flexible,
note desired time frame
• References
• Meeting history (include dates, cities, venues)
• Frequency of event-annual, quarterly, one-time event, etc.
• Future meetings and opportunities for repeat business
• Geographic location-you can be specific
• Preferred format of submission, i.e., mail, fax, electronic,
number of copies, no collaterals, include menus and audiovisual
equipment pricing, etc.
• Additional requirements or other factors bearing upon the
decision
• Facility type (downtown, suburban, resort, conference center,
convention center, airport, university)
• Decision process
• Daily agenda-including start and end times for each event;
include dates
• To whom to direct inquires
• Number of guest rooms (singles/doubles, etc.), daily requirements, including types of accommodations, e.g., suites;
check-in and check-out dates
• Date decision will be made
After receiving a proposal, remember to compare the proposal to
the RFP to ensure that all of your points and requests are
addressed in some fashion.
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NOVEMBER/DECEMBER 2007 |
CHAPTER NEWS
THE OCTOBER CHAPTER MEETING
Safety and Security
By Jeff Dougherty, Sales Manager, Doubletree Hotel Sacramento
Above: Speaker Marcelo Infante
of the Sheraton Grand
Sacramento and Robyn Cornell
of Doubletree Sacramento
H
ave you ever wondered if your personal or business information is safe? October’s Chapter meeting was all about
Security. Whether it is your medical records or money, laws
have been created to protect you and your attendees.
Our first presenter, Vonnie Ryser of the California Department
of Mental Health, spoke to us about HIPAA (Health Insurance
Portability and Accountability Act). Two key components to
remember include an understanding of Standardized Electronic
Records, and the standards established by law to protect the
privacy, security, confidentiality, and integrity of personal health
records. This is especially important to meeting planners due to
the common practice of utilizing databases to maintain information on our meeting/conference attendees, (i.e. contact
information, dietary restrictions, and possibly any needed
accommodation requirements.) The Standardized Electronic
Records clause warns that privileged information must not be
stored electronically where it could possibly be accessed inappropriately. Compliance with this would suggest that any
known medical conditions should not therefore be stored in a
database, but instead on paper which could then be shredded
when no longer needed.
After Ms. Ryser completed her presentation, there were several
questions. This subject is complex and many of the questions
could not be answered with simple explanations nor definitive
and exact parameters. Interpreting the liability we all face is “a
gray area,” yet interesting suggestions were shared. The liveliest
discussion in a long time at a Chapter meeting between the
speakers and the audience, and between audience members
ensued. This subject has the potential for much more in-depth
information and discussion.
Left: Speaker Vonnie Ryser of
the Department of Mental
Health receives certificate of
recognition from Robyn Cornell
of the Doubletree Sacramento
questioned. No longer can we provide certain services while
billing them as something else. Most importantly, everything is
documented, and each person involved in a piece of business,
up to the financial officers of the corporation, is required to sign
off on the billing and paperwork, in essence certifying the accuracy of the information. To ensure the laws are being followed,
companies may be audited up to three times a year.
Both subjects clearly indicate tighter controls for doing business,
and as meeting planners and suppliers, we all need to be
informed and educated about these types of legislation impacting how we conduct our business.
Right: Red Lion Hotel Sacramento
rolled out the red carpet for
SGMP, and personalized brie
Below: Anaheim’s 150th birthday was celebrated thanks to
Kathy Wilmes, CMP and Nancy
Garvey of the Doubletree
Guest Suites Anaheim Resort
The first word that comes to mind when you hear the word
“accounting” might be “boring,” however, Marcelo Infante,
the Director of Finance at the Sheraton Grand Sacramento,
made his subject very interesting. The second part of October’s
program focused on the Sarbanes-Oxley Act of 2002. This act
was created after several large corporate scandals (Enron, Tyco
International and WorldCom) were in the media limelight. To
reinforce public trust, this legislation rewrote the rules on
accounting practices for all U.S. public companies. In essence,
what the Sarbanes-Oxley Act of 2002 created is an exceedingly
long list of to do’s and don’ts with respect to accepted accounting practices. The impact on our industry is tremendous. No
longer can we operate on a “handshake”; contracts are
required with specific charges clearly defined. Irregularities are
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NOVEMBER/DECEMBER 2007 | CHAPTER NEWS
NOVEMBER SNEAK PEEK
“The cynic knows the price of everything
and the value of nothing."
—Oscar Wilde
“VIDEO CONFERENCING”
By Lu-Lu Ramos, Department of Conservation
G
eorge Hall, President of VideoSCC (Streaming Services
Company) will introduce us to the world of “Video
Conferencing” on November 1, 2007, at the Doubletree Hotel
Sacramento, 2001 Point West Way, Sacramento.
“Video Conferencing” enables a face-to-face meeting to be conducted without all the players having to leave their place of
business. You can look at video conferencing as an electronic
meeting where participants interact with other participants
through the use of various pieces of video equipment.
Registration and networking begins at 4:30 p.m. with the meeting starting at 5:00 p.m. Please be sure to register at:
www.sgmpsac.org.
DECEMBER MEETING
SGMP IN THE
SPIRIT of GIVING . . . .
Leadership / Board 101 / Charity
Drive / Holiday Social
By Lu-Lu Ramos, Department of Conservation and Raqual Correa,
Office of the State Public Defender
I
BOARD TALK
By Rich Heitke, CMP, California Redevelopment Association
T
he Board of Directors of the Sacramento Chapter held their
October meeting at the Doubletree Hotel Sacramento on
Thursday, October 4, prior to the Chapter Meeting.
Some items of discussion include:
• The worksheets of the Chapter budget were discussed.
Amended budget drafts will be circulated to Board members
who will review them again, and the goal is to vote on adoption of the budget at the November meeting.
• Team reports were tabled to make time for pouring over the
Chapter budget.
• We voted to upgrade the capability to manage advertisements on the Chapter website
• It was revealed that our emailed communications with members have a significant hard bounce rate of 40%, therefore,
members are all encouraged to apprise Lu-Lu Ramos of their
current contact information. Lu-Lu will collect business cards
at each meeting for updating our records.
• The Chapter meeting itinerary was discussed.
The next Board meeting was confirmed for Thursday,
November 1, 2007, at the Doubletree Hotel.
Board minutes are available on request.
n the SGMP spirit of giving, our December 6, 2007, meeting
will focus on what we as a Chapter can give to our community, to each other, and what we as members can give to our
Chapter. With Board elections right around the corner, we will
have current and past Board members speak on the benefits of
being a Board member.
Every year the Chapter sponsors a charity during the holiday
season. This year our Chapter will partner with the Department
of Aging to adopt the women at the YWCA. The YWCA houses
(for a modest rent) 30 low-income, single women who are 55
years and older. Currently, their oldest resident is 80 years old.
The Sacramento YWCA opened its doors to women in 1891,
and was the first YWCA in California. It remains true to its tradition of providing women a safe and comfortable place to live.
The women live in a very modest furnished 8’ x 6’ room with a
twin bed, dresser, table, chair, and a sink. They share communal
bathrooms, a small group kitchen, and living room space. Your
generous donations at the December meeting will go toward
purchasing new bedding, towels, pajamas, slippers, etc. Many
of the women are either breast or cervical cancer survivors.
Open your mind to leadership and your hearts to the women of
the YWCA on December 6, 2007, at the Sheraton Grand
Sacramento Hotel, 1230 J Street, Sacramento.
Registration and Holiday Social begins at 4:30 p.m. with the
meeting starting at 5:15 p.m. Please be sure to register at:
www.sgmpsac.org.
Proceeds from registration will benefit the YWCA.
Planners:
Suppliers
Non-Members
$10.00
$20.00
$30.00
PonyXpress
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NOVEMBER/DECEMBER 2007 | CHAPTER NEWS
Team Mailbox
By Rich Heitke, CMP, California Redevelopment Association
F
ind out what's going on in your SGMP chapter and how you
can help. It takes a LOT to keep the Sacramento Chapter of
the SGMP going strong, but when the work is shared by many
enthusiastic members, the work is light and the rewards many.
Call us and dig in.
Newsletter Team
Team News: Submissions for the January/February issue of the
PonyXpress are due by December 10.
Chair: Carol Owens: (530) 221-8700
Membership Team
-Recruitment
Team News: The Membership Recruitment Team is looking
for a chair and team members. Please contact the Board Liaison
to volunteer.
Co-Board Liaison: Lu-Lu Ramos (916) 322-5125
Education Team
-Monthly Education Programs
Team News: The RFP for our 2008 meetings will be going
out soon.
Co-Board Liaison: Lu-Lu Ramos (916) 322-5125
-Monthly Registration
Team Goal: The Registration Team provides the first impression
of the Chapter. Team members greet Chapter members and
guests, check them in, and answer questions. This year the
Team will provide better directional signage at each event and
ensure all Team members are prepared for registration tasks.
-Monthly Raffle
Team Announcement: Looking to host a Government Meeting at
your hotel? How about having government meeting planners
experience your service and/or product? What a great way to do
so by donating to the SGMP Monthly Raffle. Your donation will
be spoken about before being raffled off to the winning meeting
planner of the group. To donate, contact Maxine G. Reyes,
Director-Supplier of SGMP and Sales Manager at the Sheraton
Stockton at Regent Pointe: (209) 944-1140
Co-Board Liaison: Maxine Reyes (209) 944-1140
-Silent Auction
Team News: Prospective date of event is May 1, 2008.
Chair: Beth Taddesse (408) 451-3024
20-Year Celebration Team
Team News: Save the date May 1, 2008
Chair: Wendi Williamson (916) 419-7535
Co-Board Liaison: Raquel Correa (916) 445-5447
Membership Statistics
By Lu-Lu Ramos, Department of Conservation
Government Planners
104
Suppliers
93
Chair: Karen Nichols (916) 323-2538
-Education Conference
Team News: The team has been meeting to develop content,
secure a property, and secure speakers. The big news is that
Charles Sadler, Deputy Director of SGMP, has accepted our invitation to participate.
Chair: Marty Zavala: (916) 654-3258
Tradeshow Team
Team News: This team has been meeting, has divided up assignments, and is working toward the goal of a successful tradeshow.
Student
1
Retired
3
Government Planners
Assoc Suppliers
Grandfathered
1
Contract
Planners
2
104
Contract Planners
2
Assoc Suppliers Grandfathered
1
Retired
3
Chair: James Lynton, CHSP (916) 438-2549
Student
1
Hospitality & Fundraising Team
Suppliers
Total Chapter Membership
93
204
-Local Charity
Team News: Partnering with Department of Aging to adopt 30
women. SGMP will adopt 5 or more women.
Chair: Wendi Williamson (916) 419-7535
Board Liaison: Raquel Correa (916) 445-5447
Government Planners
Contracted Planners
Grandfathered AS
Suppliers
52.0%
1.0%
0.5%
46.5%
*as of 10/4/07
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NOVEMBER/DECEMBER 2007 | CHAPTER NEWS
BOARD OF DIRECTORS
President
Emily M. Schroeder
Website & E-mail Blast
Communications Liaison
Tel (916) 419-7534
[email protected]
Secretary
Rich Heitke, CMP
Newsletter & Education
Conference Liaison
Tel (916) 448-8760
rheitke@
calredevelop.org
Planner Director
Raquel Correa
Charity & 20 Year
Celebration Liaison
1st Vice President
Lu-Lu Ramos
Membership & Monthly
Programs Liaison
Tel (916) 322-5125
[email protected]
Treasurer
Sally Daugherty
Membership Retention
Liaison
Planner Director
Marie Ziegler, CMP
Silent Auction & Monthly
Registration Liaison
Tel (916) 795-1589
marie_ziegler@
calpers.ca.gov
2nd Vice President
Teri Onorato
Silent Auction &
Tradeshow Liaison
Tel (213) 630-5282
Supplier Director
Maxine Reyes
Monthly Raffle &
Tradeshow Liaison
Tel (209) 944-1140
mreyes@sheraton
stockton.com
Tel (650) 355-6300
sdaugherty@
pacificahotels.com
[email protected]
Tel (916) 445-5447
[email protected]
Immediate Past
President
Carla Slink, CGMP
Member Development &
Elections Liaison
Tel (916) 227-9126
[email protected]
SACRAMENTO CHAPTER
CHAPTER EVENT CALENDAR
The Society of Government Meeting
Professionals (SGMP) enjoys interaction of
government meeting planners (local, state
and federal), suppliers who support
government market and contract planners
who work with government planners.
SGMP is a national organization with
Chapters throughout the United States.
The SGMP Sacramento Chapter chartered
in June 1988 with 37 members. The
Chapter has grown to over 200 supportive
members, and is the second largest
Chapter in the U.S. Our website is
www.sgmpsac.org.
The National website can be viewed at
www.sgmp.org.
Remember to log in on the “Members
Only” section by using the first four letters
of your last name and your membership
number.
November 1, 2007
Video Conferencing
Doubletree Hotel Sacramento
2001 Point West Way
Sacramento, California
Registration: 4:30 p.m.
Meeting: 5:00 - 6:30 p.m.
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December 6, 2007
SGPM IN THE SPIRIT OF GIVING . . . .
Leadership/Board 101 ~ Charity Drive ~
Holiday Social
Sheraton Grand Sacramento Hotel
1230 J Street
Sacramento, CA
Registration: 4:30 p.m.
Meeting: 5:15 - 6:30 p.m.
Planners:
Suppliers
Non-Members
$10.00
$20.00
$30.00
Proceeds will benefit the Chapter’s Holiday Charity,
the Sacramento YWCA.
Additional monetary donations for the Charity are
welcome.
“To climb steep
hills requires slow
pace at first”
—William
Shakespeare
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