By: Michelle Strong

Have you ever planned or attended a meeting that left you feeling totally unfulfilled? Did the keynote speaker lullaby you to sleep? If so, then this article is for you. Many planners believe that heir events leave attendees inspired and motivated, but many f the attendees don’t feel that way at all. Meeting formats that may have been effective years ago just don’t cut it anymore.
Attendees want to be stimulated; :o have the material delivered by speakers who are creative in their presentation; to interact with their peers; and to be given a chance to put together plans for practical use. Here are a couple of innovative formats my association has tried to create more energy in our meetings.

Interactive Keynote. Most programs start with an opening speech that goes for an hour or so, usually delivered by an expert, celebrity or a corporate executive. Sad to say, most of these general sessions are real snoozers. An interactive keynote speaker can have a totally different result. Have the speaker talk for 10 minutes at a time making one or two points maximum. Then give the audience 10 to 15 minutes to think about what was said, ask questions, and discuss what they agree or disagree with in small groups of their colleagues. Then the presenter can take another 10 minutes or so to present another stimulating idea, inviting the audience to repeat the questioning and discussion process. Afterwards another idea can be presented and the process again repeats itself. The sport medicine association I work for has used this format and according to post-event evaluations the attendees loved this kind of opening general session.

Talk Show Format. Imagine this: Key people in your organization or several leaders in your industry are talking to one another animatedly about challenges and opportunities they face. They agree and disagree with one another spontaneously. There’s a lot of energy flying around. The whole discussion is moderated by a facilitator standing between the guests and the audience. Audience members jump in with comments as the person with the microphone roams the room. What the experts think and what the audience thinks are all out on the table for discussion. This format can serve as an alternative to the panel of talking heads. It will allow for give-and-take among leaders and between the audiences.

My department tried this format at a recent meeting and he only downside to the talk show format is that if you don’t know the answer.... it shows!

If you want to keep your attendees excited and motivated and give hem a feeling of fulfillment when hey leave, try either of these formats at the next meeting you plan.

Power In The Job
By: Tiffany Blair

In each of my classes I have at least two students who are going back to school to get another degree in something other than what he/she majored in originally. n speaking with these people the majority of them went for a degree and didn’t realize what they were getting into. Advice that was proven on more than one occasion by these students included, “find yourself”, “get a job that gives you in idea of what you will be doing in the future”, and “if you are not happy with your intended career now, chances are you won’t be happy with it later”.

Tips on direction in your degree:

-Job shadowing: observe the duties of an employee in your field of study interviewing employers in intended career: speak with future employers on what qualities and abilities they are seeking

-Talking with academic advisors: consult academic advisors to obtain a direct layout of classes, information on internships, competition in the your field of study

-I.U.P.U.l.’s Career Center: Visit the center to get help in developing and implementing a plan that will allow you to gather information on employment trends, career opportunities and job placement. You will also be able to explore career opportunities by taking a career assessment inventory.

-Summer internships: start looking as early as the year before

-Volunteering time at one or more places of interest: help you observe what is really going on in your job force

-Job fairs: attend career fairs to study the competition in your career and learn what employers are looking for

All tips will help you discover whether or not you are going in the right direction toward your career or if their is something better out there. Using summer internships, volunteering, and job shadowing will help you build a dynamic resume and definitely give you a well-rounded view on your intended career.

COUNTDOWN TO A CONVENTION 10…9...8...7...
By Carol Dunham

Thousands of conventions are planned and executed each year in the United States. Attendees at conventions should be able to enjoy the program without interruption because you have done your job well. An experienced meeting and convention planner should be able to accomplish this fluidity even through the most trying problems can occur without warning. A well planned and executed meeting will flow smoothly, and any behind the scenes problems are oblivious to attendees. Preparing a chronological schedule for a meeting or convention can make a planner’s work much easier and eliminate missed deadlines and forgotten responsibilities. The following excerpts are from a personal business diary of a meeting planner for a recent convention.

One Year Out (12 mos.)
-Determine objectives for convention.
-Prepare budget for convention; determine possible theme.
-Conduct site inspections on 5 local properties in designated city as per board of directors; negotiate and sign contract for one of meeting sites per criteria met
-Begin contacting speakers on specifically requested subjects; send contract along with required materials list

10 months Out
-Prepare files/queries and reports on computer to enter registrations.

8 Months Out
-Complete development of attendee brochure with information from speakers and meeting format

6 Months Out
-Check speaker materials sent in and deadline for completing development of meeting brochure.
-Order premiums for attendee packets.
-Contact special events company to commission theme decor.

4 Months Out
-Enter attendee registrations. Contact any speakers who have delayed sending in required materials.

2 Months Out
-Continue entering attendee registrations.
-Develop program for meeting from brochure file; have printed.
-Order necessary signage; general sessions, meals, special events, exhibits, sponsorships.
-Plan menus for all meal functions; water station for fun run; reception bar; hospitality suite (within budget).
-Check on current room pickups.

1 Month Out
-Begin preparing list of AV needs from the speaker materials and entertainment company.
-Check on delivery of program from printer for packets.
-Collect and collate speaker handouts for packets.
-Prepare all name badges with proper titles and designations.
-Begin preparing attendee packet
-Check with special events company to make sure theme lector is ready and note name of contact during convention.
-Check room pickup counts.

2 Weeks Out
-Have the precon meeting with property (sales, catering/chef, in-house
S.V, concierge, guest services)
-Have list prepared of property contacts for entire meeting, catering, AV, security, concierge.
-Double check all signage for spelling, dates, times, events, sponsors.
-Check room pickup counts; have property sent a printout of guests in room block.

1 Week to 2 days Out
-Give catering meal/attendee counts.
-Continue and finish attendee packets.
-Pack all office supplies needed for meeting.
-Pack attendee packets - add any last minute premiums. Make sure property has sufficient bell staff for arriving VIPs.
-Visit bank to obtain petty cash for convention.
-Make sure sufficient association staff has been scheduled for registrations.

1 Day Before
-Transport all materials to property; store in secured area.
-Check that morning rooms are ready and registration counters are set
-Obtain list requested of property contacts during convention.
-Check that VIPs rooms are prepared and welcome packages are displayed in rooms upon arrival.

Morning Of Two-Day Convention
-Make initial contact with property contacts before convention begins.
-Check all rooms for correct set ups, lighting, AV, refreshments/meal.
-Note where lighting switches and heating/cooling controls are in meeting rooms; note where house phones, business center, and restrooms are located.
-Set up registration materials.
-Make sure phone and electrical is working at registration.
-Keep list of problems, etc..
-Keep catering updated on walking counts for meals and room set-ups.
-Solve any problems with attendees, speakers, meal functions, setups, and events.

Morning After Convention (Before leaving property)
-Have PostCon Meeting and sit down with contacts and discuss convention results, problems, successes, and improvements.
-Take notes for next convention.
-Have property make a printout of all guests in room block or registered as with association.

In Weeks After
-Be sure and check the invoice sent from property for correct counts and amounts for services received during convention.
-Also check for taxes on AV, Room set ups and Fundraisers. (Non-profits are not charged tax on these services but are charged a service fee.)

IUPUI 5th Gingerbread Celebration

As a service learning project, the students in FN 203 prepared gingerbread structures. The class invited other entries from campus and from these entries, selected John Schild from Engineering as the winner of the $50.00 prize. Staff, faculty, and students were invited to view the gingerbreads on Monday, December 13. The “cost~’ of admission was $1.00 or two canned foods for Wheeler Mission. All donations were taken to Wheeler Mission. The gingerbread structures were delivered to Ronald McDonald House for the residents to enjoy throughout the holidays.

TOURISM AND HOSPITALITY SOCIETY

Members of the student organization used the proceeds from their Thanksgiving Super Snacks to purchase toys and clothing for a needy Indianapolis family. A total of $621.00 was used to help the family of seven.