Meeting priorities. (ASAE Up Front).

Every organization that conducts meetings faces a similar set of challenges. Clearly, current economic conditions make it all the more important that associations consider the key issues affecting their meetings and make careful decisions during the planning process.

The first decision that association meeting planners must wrestle with is where to hold the meeting. While some may decide to repeat successful destinations, other organizations will look to new and different locations to hold their meetings. For example, for the third consecutive year ASAE is taking its annual meeting to a new location. After experiencing strong attendance in Philadelphia and Denver, ASAE will leave the continental United States in 2003 and go to Honolulu.

Why Hawaii? Sparkling beaches, turquoise waters, and gentle trade breezes are certainly natural enticements to travelers worldwide. However, as I plan my next site visit to Honolulu, other issues soon take priority: housing, transportation, exposition, general sessions, education sessions, optional tours, keynote speakers, outstanding facilities, and attendance.

Secure necessary resources

Once the destination is confirmed, contracting with the convention center, identifying key players at the CVB for reserving space and venues, and negotiating hotel rates and securing room blocks are all key to enriching meeting value for your attendees. Working with our associate members, ASAE has secured official airline carriers and obtained great rates to get members to and from the location while remaining within their budgets. Selecting a production company, audiovisual company, destination management company, and decorator are all-important components in ensuring a smoothly run and well-received meeting. Use an RFP process and referrals from other associations to help select the right partners for your meeting.

Selecting the right venues for off-site events is another vital element of success. Don't hesitate to rely on the local convention bureau in the host city to assist you; after all, they have a track record in matching meeting requirements with venues for events of different sizes, themes, and audiences. Particularly with offshore locations, make use of conference calls to communicate with event partners, keeping in mind the differences in time and how they affect participant availability for the call.

Include your members

Members are one of the best resources you can tap in getting information about meeting experiences. Ask questions about hot topics, reformatting the meeting structure, possible incentives to build attendance, and ideas for cutting costs. Most important, ask them what worked and what did not. Sometimes we learn more from what did not work for another organization and can avoid potential pitfalls as we move forward.

Focus marketing efforts

Meet with the host committee early in the planning process to review all aspects of the annual meeting. Perception, cost, and location can be the decision maker or breaker for members considering attending a meeting. Therefore, it is critical to market the value of attending, the high level of educational programming, and so forth. At the same time, the key thing to avoid is the overemphasis on the destination itself. Staff who must receive approval for funds to attend the meeting cannot take to their supervisors a marketing piece highlighting nightspots and entertainment venues and expect to obtain approval to go to the meeting.

Keep parties apprised of happenings

Every single detail that affects your meeting, whether it is a marketing plan, venue decision, or speaker selection, needs to be communicated among all of the stakeholders. Having divergent marketing plans or ignoring the culture and history of your location partner can cause major rifts in your working relationship. Everyone needs to be on the same page at all times.

Whether your event is offshore or closer to home, success is in the planning. Remember, communicate early, communicate often, and communicate in writing.

Director, Meeting Operations

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