Leveraging our conference dollars: African Americas are the convention industry's biggest customers--to the tune of $5.6 billion. It's time we flexed our collective muscle and cashed in on some benefits. (Consumer Empowerment).BEFORE THE NATIONAL BAPTIST CONVENTION National Baptist Convention is the name of several historically African-American Christian denominations, among which are the following:
v. perked, perk·ing, perks v.intr. 1. To stick up or jut out: dogs' ears that perk. 2. To carry oneself in a lively and jaunty manner. as free meeting spaces, hotel rooms, and limousines, a savings of about $175,000 to $300,000 per event. The nation's largest black religious group also flexes its financial muscle to reap the best rates for delegates. It's no wonder cities scurry to meet this group's demands--as the saying goes, there is power in numbers in numbered parts; as, a book published in numbers. See also: Number . Last September, the National Baptist Convention's 121st session attracted about 35,000 ministers, deacons, laymen, and women missionaries to the Minneapolis Convention Center The Minneapolis Convention Center is a large convention center located in downtown Minneapolis, Minnesota. It is located one block off of Nicollet Mall near Orchestra Hall. . Its out-of-town delegates spent an estimated $45 million while visiting the Minneapolis/St. Paul area making it one of Minnesota's largest black events. The event made a strong impression, particularly since it occurred when the state's convention business is normally slow. The National Baptist Convention's annual conference, however, is just one black event among many. African Americans African American Multiculture A person having origins in any of the black racial groups of Africa. See Race. are one of the most popular and one of the fastest growing segments of the nation's $545 billion travel industry, according to according to prep. 1. As stated or indicated by; on the authority of: according to historians. 2. In keeping with: according to instructions. 3. the Travel Industry Association of America (TIA (1) (Telecommunications Industry Association, Arlington, VA, www.tiaonline.org) A membership organization founded in 1988 that sets telecommunications standards worldwide. It was originally an EIA working group that was spun off and merged with the U.S. ), a Washington, D.C.-based travel and tourism group. TIA also reported that African American travel rose to 69.6 million personal trips in 1999, up 16 percent from 60.1 million in 1997, the biggest gain among any minority group and much higher than the one percent growth for all U.S travelers in 1999. The increased activity among African American travelers translates into billions of dollars for U.S. cities, especially among those hosting major conventions, conferences, and festivals. But while African Americans are among the nation's biggest travelers and conference goers, experts say they typically fail to get the best deals from local cities, convention and visitors bureaus, hotels, convention site operators, and travel businesses. In fact, some black groups are even tricked into overpaying because hotels and other service providers often tack on hefty service fees for the large number of "paying" guests the group is bringing in. But smart event planners know better and this piece will tell you why you have clout, how you can use it, and what benefits you stand to gain. So whether you're planning a full-fledged black convention or your next family reunion Often an annual event, a family reunion takes place on a specified day each year for the purpose of keeping an extended family closer together. Some reunions may be held less often. , you'll know the financial juice your group brings to the hosting city and be able to claim your fair share of benefits. WHY YOU HAVE CLOUT In 2000 there were an estimated 1,600 black conventions and conferences with an economic impact of $5.6 billion in the U.S., up from 1,500 such events in 1999 where $4.9 billion was spent, according to Black Meetings and Tourism magazine, which tracks the black travel industry. And those numbers are conservative because they only include what was spent on things like hotels, food, and shopping, not other expenses like airline travel. Those numbers also don't include the additional dollars spent at events and retreats where overnight stays are not required. The millions of dollars African Americans spend on shopping, dining, and partying are also not recorded. Plus, vendors have been more open to negotiate since Sept. 11. African American conventions can range in size from 25-30 attendees to 25,000-35,000 participants or more. The average attendance at black conventions is about 300. The average delegate, including those at black conventions, spent about $814 per event in 2000, up from $785 in 1999, according to the International Association of Convention & Visitor Bureaus, a Washington, D.C.-based trade group. In addition, the $80-billion-a-year hospitality industry gets a hefty $6 billion to $8 billion from African American conventions, one of its fastest growing segments. "The minority market is a large and fast-growing market," says Cathy Keefe, spokeswoman at the TIA. According to the TIA survey, minority travelers accounted for 20%--or $90 billion worth--of total domestic travel in 1999, paying for such things as shopping and travel to destinations. And of all minority groups, African Americans were more likely than any other group to travel on group tours to attend business or group conventions, cultural events, and festivals. "That's why many major cities, like St. Louis and Washington, D.C., are taking great pains to target the market and promote what they have to offer," adds Keefe. WHAT YOU STAND TO GAIN As evidence mounts to prove the importance of the black consumer in the travel industry, it's more imperative than ever that black groups stake a claim on their share of the benefits, according to the National Coalition of Black Meeting Planners. But the organizers of these various conventions often consist of board members, executives, or staff who don't have the know-how or experience to negotiate for the best deals. For instance, when it comes to boob ing hotels for conventions, many black groups are unaware that everything from hotel rates--including commissionable room rates that provides rebates--as well as surcharges for long-distance phone calls and meeting space fees are negotiable NEGOTIABLE. That which is capable of being transferred by assignment; a thing, the title to which may be transferred by a sale and indorsement or delivery. 2. , experts say. That means black groups end up shelling out millions of dollars in convention expenses that could be saved or used to train staff to bargain for the best deals. Concessions for larger groups might include the waiving of convention center fees, depending on the city where the event is held. These fees can range from $100,000 to $1 million, according to Romona Riscoe, president of Riscoe & Associates Inc. in Philadelphia, a company that helps groups like the National Baptist Convention book convention sites. Other concessions might include discounts on hotel suites, complimentary or discounted meeting space, and VIP gifts like fruit baskets, flowers, and free round-trip airport transport services The collective functions of layers 1 through 4 of the OSI model. . Black groups have much to gain if they ask and shop around, either in cash or "in-kind" sponsorships, notes Clyde C. Allen, chairman of the National Alliance of Market Developers (NAMD NAMD National Association of Membership Development NAMD National Association of Marble Dealers ) and president of Allen and Partners Inc., a Plainfield, New Jersey-based marketing services firm. He's seen cases of local car rental agencies offering free cars for an event; airlines featuring discounted coach rates or first-class seats for speakers; local or national media outlets providing free promotional and advertising packages; and convention site venues granting lower rates, particularly on events tied to themed local events. Benefits can be very extensive if organizers allow enough time for planning. If a group is interested in pursuing money or perks from a city or local convention bureau, for example, the group should plan to get on those entities' budget cycles at least a year before the event. The perks garnered can amount to thousands of dollars, depending on the entity and what's offered. The NAMD offers a case in point: It marketed 2002 as being its 50th annual celebration as a black group and used that to bargain with city leaders and the convention bureau in Washington, D.C. for the 3-day convention. The result: The group landed a $129 rate for up to 400 rooms at the Washington Plaza Hotel The Plaza Hotel in New York City is a landmark 19-story luxury hotel with a height of 250 feet (76 m) and length of 400 feet that (122 m) occupies the west side of Grand Army Plaza, from which it derives its name, and extends along Central Park South in Manhattan. , rooms that typically run $200 each per night. "The key is [to] have supporting data [showing] what you can bring to the city," Allen points out "Specifically, things like your group's economic impact, [the] number of attendees [to the event], and [your group's] spending power The power of legislatures to tax and spend. Spending power is conferred to state and federal legislatures through their constitution. Judicial Review of legislative spending varies from state to state, but the law of federal spending informs courts in all states. provides strong leverage to bargain with." WHAT YOU NEED TO BE AWARE OF Black groups should be cautious of contracts with attrition Attrition The reduction in staff and employees in a company through normal means, such as retirement and resignation. This is natural in any business and industry. Notes: clauses where a penalty is assessed by a hotel when room, and food and beverage F&B is a common abbreviation in the United States and Commonwealth countries, including Hong Kong. F&B is typically the widely accepted abbreviation for "Food and Beverage," which is the sector/industry that specializes in the conceptualization, the making of, and delivery of foods. goals are not met. In other words Adv. 1. in other words - otherwise stated; "in other words, we are broke" put differently , if your group figures it will need 1,000 hotel rooms for an event but only uses 500, it might get stuck paying for those 500 unused rooms. "People will sign contracts guaranteeing numbers they hope to get rather than what the group's history at conventions dictates they typically attract," says Riscoe. "That's why it's very important to understand the worth and value of your business." Black groups also fail to work with local convention and visitors bureaus or local governments, entities that often offer funding and other breaks for conventions, Allen says. By doing just that, NAMD landed a $35,000 promotional grant from the state of South Carolina South Carolina, state of the SE United States. It is bordered by North Carolina (N), the Atlantic Ocean (SE), and Georgia (SW). Facts and Figures Area, 31,055 sq mi (80,432 sq km). Pop. (2000) 4,012,012, a 15. and the local county in 1997. It was an incentive to encourage the group to hold its 1998 conference in the city of Columbia. "That's significant because that has become a checkpoint (programming) checkpoint - Saving the current state of a program and its data, including intermediate results, to disk or other non-volatile storage, so that if interrupted the program could be restarted at the point at which the last checkpoint occurred. item we now use as a key strategy in our negotiations when looking for Looking for In the context of general equities, this describing a buy interest in which a dealer is asked to offer stock, often involving a capital commitment. Antithesis of in touch with. future conference sites," states Allen. Typically, a NAMD conference costs between $200,000-$230,000 depending on when and where it's held. Those expenses can include $30,000 for promotions and advertising, $15,000 for printing, $20,000 for food and beverages, $30,000 for special themed events, and $5,000 for audio-visual services. Financial aid from government entities or guidance from the local convention and visitors bureaus captures a big chunk of those expenses. A lot of people are not using or getting bids from local convention bureaus, limiting their ability to get the best rates when it comes to crucial things such as hotel selection or other services needed for the event. Moreover, black groups should assess how the selected location can affect their budget. Larger cities, such as New York New York, state, United States New York, Middle Atlantic state of the United States. It is bordered by Vermont, Massachusetts, Connecticut, and the Atlantic Ocean (E), New Jersey and Pennsylvania (S), Lakes Erie and Ontario and the Canadian province of , Chicago, Philadelphia, and Los Angeles Los Angeles (lôs ăn`jələs, lŏs, ăn`jəlēz'), city (1990 pop. 3,485,398), seat of Los Angeles co., S Calif.; inc. 1850. , typically charge higher rates for hotel rooms, convention space, and other hospitality services than smaller cities like Charlotte, North Carolina “Charlotte” redirects here. For other uses, see Charlotte (disambiguation). Charlotte is the largest city in the state of North Carolina and the 20th largest city in the United States. and Memphis, experts say. Those locales typically offer more affordable rates because of the lower cost of living overall. HOW TO LAND THE BEST DEAL Riscoe says groups often are able to get better rates and more concessions by negotiating or signing contracts to book conventions over several years, or agreeing to have their event in the same city over a certain time period. Other black convention experts are mixed about whether this strategy can be used to land the best deal. Ophelia Long, chairperson of the Black Congress on Health, Law and Economics (BCHLE), an organization that represents 12 black trade groups in those fields, says the groups meet collectively every four years and typically attract approximately 50,000 visitors to the host city. According to her, the BCHLE has been able to get perks from cities and negotiate better hotel rates as an organization because it pools the resources of the groups it represents. Another strategy for landing a good deal for your group is securing bids from various cities. Before selecting a site, Clarence Smith Clarence Smith can refer to:
(1) (ElectroMagnetic Field) See electromagnetic radiation. (2) (Enhanced MetaFile) See Windows metafile. ), suggests that leadership of black groups, particularly larger organizations, ask cities and convention-related businesses, what incentives are being offered. Essence gets RFPs from four to five cities before beginning the bidding process, asking such things as how many hotel rooms are available; what's the city's fee for convention space; the number of nearby restaurants, stores, and cab stands; and how many spaces are available for black vendors. The EMF has even more bargaining power since the annual event last year in New Orleans New Orleans (ôr`lēənz –lənz, ôrlēnz`), city (2006 pop. 187,525), coextensive with Orleans parish, SE La., between the Mississippi River and Lake Pontchartrain, 107 mi (172 km) by water from the river mouth; founded attracted about 182,000 visitors and pumped about $100 million into the city. Now other cities, including Houston and Atlanta, are expressing interest in the event. "All African American organizations should realize that most major cities are competing for [their] business because they need the revenue," Smith says. "That gives you more negotiating leverage." Another tip is to do your research so you can be specific about your needs. For example, if you don't determine the difference between a hotel's net and commissionable rate for rooms, then you don't know Don't know (DK, DKed) "Don't know the trade." A Street expression used whenever one party lacks knowledge of a trade or receives conflicting instructions from the other party. what percentage of the rate is negotiable, explains John C. Graves, president of B.E. Unlimited, which hosts and sponsors BLACK ENTERPRISE's annual conferences. Adds Graves, "You need to specifically state what your group wants and understand the host's needs as well. Then you can clearly communicate to get the best deal." Hiring a professional or at least using an experienced member of your organization to help with the negotiations is key. Just make sure a few of your active members sit in on the process, advises Riscoe. Most importantly Adv. 1. most importantly - above and beyond all other consideration; "above all, you must be independent" above all, most especially , don't forget to use your financial clout to benefit local black residents and business owners. Before booking a site, the NAACP NAACP in full National Association for the Advancement of Colored People Oldest and largest U.S. civil rights organization. It was founded in 1909 to secure political, educational, social, and economic equality for African Americans; W.E.B. Du Bois and Ida B. asks how many African Americans are employed by the local hotel or convention center, how much money the hotel or convention center spends with local black-owned businesses, and what mentoring programs or job opportunities are in place for black youths. Further, the NAACP determines how the hotel fared in its economic reciprocity reciprocity In international trade, the granting of mutual concessions on tariffs, quotas, or other commercial restrictions. Reciprocity implies that these concessions are neither intended nor expected to be generalized to other countries with which the contracting parties initiative, a special rating system the organization applies to the lodging industry. "You can use those factors as leverage to get a better deal or decide to look elsewhere," advises Ana Aponte, director of event planning Event planning is the process of planning a festival, ceremony, competition, party, or convention. Event planning includes budgeting, establishing date and alternate date (rain date), selecting and reserving the event site, acquiring permits, and coordinating transportation for the NAACP. So before planning your group's next annual convention, don't just make your assessment by strolling through the malls or taking stock of the city's special events. Instead, do your homework and stir up the creative juices Creative Juice is a daily craft show hosted by Emmy-nominated hosts Cathie Filian and Steve Piacenza on the HGTV and DIY Network. Nominated for an Emmy in the Best Lifestyle Host category in 2007. They are up against Paula Dean, Martha Stewart, and Emeril Lagasse. . You'll be able to land more perks than you ever imagined. Conference Planning Timeline Planning Phase In amphibious operations, the phase normally denoted by the period extending from the issuance of the order initiating the amphibious operation up to the embarkation phase. The planning phase may occur during movement or at any other time upon receipt of a new mission or change in the (month 18-14) * Conduct research on conference locations * Select committee members and co-chairs * Set objectives and tasks * Set meeting schedules * Contact visitors and convention bureaus in desired cities * Develop conference budget * Establish registration, exhibit objectives * Develop workshops information and speakers list * Develop timelines * Determine city, and dates for conference * Establish public relations/promotion objectives Site Selection (month 13-10) * Establish specifications for hotel bids * Request hotel proposals * Receive and review hotel bids * Conduct site visits * Organize a food tasting for key members * Conduct site negotiations * Visit local city, county, and state officials * Meet with local convention and visitors bureau * Finalize fi·nal·ize tr.v. fi·nal·ized, fi·nal·iz·ing, fi·nal·iz·es To put into final form; complete or conclude: "They have jointly agreed ... hotel and venue contracts Planning Program Planning (month 9-8) * Establish criteria for selection of resource people * Contact resource persons * Send confirmation letters to resource persons * Inventory needs of resource persons * Coordinate activities with public relations/ promotion committee * Distribute sponsor packages Logistics (month 8-7) * Determine airline carrier * Establish audio visual needs * Develop diagrams for meeting room(s) * Determine signs and banners needed * Arrange food and beverage * Arrange VIP amenities PR/Promotion (month 8-7) * Establish program book specifications * Determine advertising options * Determine public relations public relations, activities and policies used to create public interest in a person, idea, product, institution, or business establishment. By its nature, public relations is devoted to serving particular interests by presenting them to the public in the most release schedule * Select graphic design & printing vendors * Develop mailing schedule * Set-up on-line registration Registration/Exhibitor (month 8-7) * Develop pre-registration information forms * Determine on-site registration strategy * Determine exhibit area criteria * Develop exhibit floor diagram * Determine staffing needs * Distribute information to exhibitors Pre-Conference Coordination (month 6-1) * Follow-up with exhibitors * Coordinate sponsor needs * Remind registrants of travel/lodging deadline * Determine payment schedules * Finalize hotel/vendor credit authorizations * Receive certificates of insurance * Monitor room registrations * Finalize audio/visual * Determine final food/beverage guarantees * Monitor hotel room attrition * Prepare program book * Prepare ID tags and registration kits IN-site Event Management * Manage registration * Supervise food and beverage staff * Monitor hotel check-ins * Arrange event management of on-site and off-site special events * Manage program schedule * Conduct on-site evaluation * Manage conference transportation system Post Event (within 30 days after event) * Conduct post event analysis * Do evaluation form summary * Send out sponsor/speaker thank you letters * Handle return shipping * Do post event accounting Source: ALLEN AND PARTNERS INC What Our Group Means To Your City's Bottom Line Top 10 Things To Do Prior To Final Conference Negotiation 1 Develop an organization presentation for proposed cities highlighting the historical, financial, and promotional impact of your organization's conference on past sites. Include data indicating the full impact of the proposed conference on the proposed city. 2 Conduct a program of city convention and visitors bureau presentations to your organization for 2 to 3 years ahead of time. 3 Accept "FAM FAM 5-FU, adriamycin/doxorubicin, mitomycin C Oncology A chemotherapeutic regimen used with varying degrees of failure for advanced gastric CA. See Stomach cancer. " (familiarization fa·mil·iar·ize tr.v. fa·mil·iar·ized, fa·mil·iar·iz·ing, fa·mil·iar·iz·es 1. To make known, recognized, or familiar. 2. To make acquainted with. visits) expense paid invitations from prospective city convention and visitors bureaus. 4 Conduct extensive research on prospective cities to assess their financial and local services and community support. 5 Seek national/local sponsors for cash/inkind underwriting Underwriting 1. The process by which investment bankers raise investment capital from investors on behalf of corporations and governments that are issuing securities (both equity and debt). 2. The process of issuing insurance policies. for the conference. 6 Contact airline carriers to negotiate discounted rates. 7 Contact local municipal, county and state government officials to identify and access financial support programs. 8 Understand that contracts are negotiable Don't compromise the level of quality and service you may receive. 9 Consider small and mid-sized cities in your convention planning. 10 Establish organization affirmative action affirmative action, in the United States, programs to overcome the effects of past societal discrimination by allocating jobs and resources to members of specific groups, such as minorities and women. guidelines for prospective cities. |
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