Happy Holidays for the Meeting Planner!!!

MEETING PLANNER 2011 HOLIDAY POEM

Wow, 2011 was an absolute blur
Added responsibilities, doing more with less
But I continue to "raise the bar"
And in the process, elevate my stress

It's not easy to think about next year

I am on overload with business solutions
Which gives me the perfect excuse
To ignore those unrealistic New Year resolutions

I am planning my 2012 meeting agenda

Achieving team goals and objectives a must
Collaborating with all meeting stakeholders
Growing partnerships, building confidence and trust

Evaluating and selecting the perfect hotel is critical
The key to success, as everyone knows
And the best solution is to get on the phone
And call the Incentives & Promotions Department pros

There must be good weather
And lots of fun, you know
And if there's not championship golf
Our chairman won't show

I love managing a meeting with big ROI
It is fulfilling and really gives me a thrill
But I always get a big time headache
Thinking about reconciling the hotel's massive bill

I am consumed with hotel contract negotiation details
Reducing my company's risk is what will appeal
Always hammering out fair & balanced performance clauses
Let's just call it "The Art of the Deal"

My managers expect more meeting value and ROI
I guess post-recession, this is the trend
So I'm implementing my SMM action plan
Which will drive meeting consolidation & leverage spend

I must rework my meeting budgets
And find innovative ways to save
And my big picture goal
Is to make our company CEO rave

I can't succeed without my wonderful industry partners
A team oriented focus is where we all stand
Our collaboration delivers high impact outcomes
And I continue to grow my own personal "Brand"

Senior management's expectations are off the chart
And being a "Super Star" planner takes a lot of work
So, a few extra days off during the holidays
Is a well-deserved perk

Oh, my gosh, it's time to go shopping
Yes, gotta get ready for Christmas Day
So, need to catch-up on all my meeting projects
And start putting all my meeting planning notes away

It's time to focus on family & friends
And enjoy holiday cheer
And I will defer my thoughts of meetings
Until early next year

It's time to enjoy the gift of life and count our blessings
Let's give thanks, reflect and have a grateful point of view
And on behalf of our entire Incentives & Promotions Team
"Good Health, Happiness and Merry Christmas" to you!

Meeting Planner emerges from the rubble...

So I took a little hiatus from blogging because of an enormous load of work, travel and just overall stress!!!

Since August work has taken me to....

Honolulu-nice view

Key West-not a bad view again.....wish I could sit outside and enjoy it.

Chicago-wearing boas in light of the evening dinner theme.

Baltimore

Maui- how cute are we in our leis....


and San Antonio-yup thats me on a longhorn...

Its not all fun and games folks. Day starts off typically with an early morning flight and you hit the ground running either running an event or conducting a site inspection in which you are in back to back meetings with hotel, vendors etc to finalize plans or make some decisions on where you plan to negotiate the final contracts for your meetings and events. Your feet typically end up blistered and bleeding by the end. Sounds so glamorous folks I know.

Since August I have also lost a planner hired a new one and am now searching for another planner for another one I am losing again. Am I working these people too hard??? No....one had to move to kansas and the other is going to be a full time mom. So....its back to the drawing board to get another team member hired and trained in superman time before I leave on maternity.

Yes folks.....I am expecting a little girl in March and I think we are crazy!!!!! But we are excited and looking forward to her arrival in March.

In a nutshell.......thats whats been going on since August and if I really went into detail this blog would be a book so I promise not to be gone so long again as I share more of my stories from my life as a meeting planner and mom as I know it.

Happy Thanksgiving to you all!!!

Quebec City Day 1 and 2

In Quebec for a meeting for our top sales performers. So the trip started non eventful....left sunday afternoon and arrived at almost midnight in order to get to the hotel before most of my attendees and set up, meet with vendors and verify all the events for the upcoming week. Set up Hospitality Desk. Aren't I hospitable looking???

Anyway, my desk was literally at the base of the stairwell where the Fairmont Chateaux Frontenac ends all of their historical hotel tours. Yeah for me. I had to fight off small children, non english speaking europeans and crazy tourists who would make a B-line to my bottled waters and cookies for my attendees as if they thought for sure that sign that reads "this break is only for this company attendees" doesnt apply to me. Stay away from my bottled water you people!!!! Those are expensive and I have a budget I have to answer to!!! One guy actually ran up to the desk took a cookie and ran off. Really people???? Really??????

The first night went well with a nice casual buffet dinner overlooking the St Lawrence River from the hotel. Pretty Room.

I had this horrible dream that night that my CEO's driver that was picking him up at 4:15 the next morning in order to fly to New York for a board meeting forgot him. Well....at 4:17...my nightmare became a reality and got a call that the driver never showed and he was taking a cab!!! Ugh I almost died. I called the company to find out that some guy came downstairs at 4 am and when my driver asked if he was my CEO the guy said yes and STOLE my CEO's ride to the airport!!!!! When we called the driver to ask where the hell he was he said he had the CEO in the car and was on the way to the airport...the "theif" started to laugh......I just have to say that I hope that guy suffers some major injury soon. Who does that?????

Then I show up to the breakfast for my group in the reserved section we had prearranged the day before. All the waiters looked at me like I was crazy and they had no idea about the section we had reserved. Honestly...when I come down the day before and do a walk through with the restaurant manager I kind of expect your employees to have the information provided. lord....

That morning was a bit scary because of a major storm that blew threw. Apparently it hasnt rained in the area like this all summer. Grand.......my luck

But it cleared up pretty nice for our group tour around the area. We started at the falls.

then wine tasting at a local cave a vin....spectacular views!!

a little shopping at a local gallery and then tasting some locally produced mustards ciders and jams from the region. yum!!!!! maple mustard!!!!

We ended the night at a nice restaurant in the area. Some of my more....lets say "meat and potatoes" type attendees didnt quite appreciate the food but hey....cant please everyone all the time.

Lets hope Day 3 goes better. I am ready to get home to my little Brady who just turned ONE YEAR old on Friday!!!!! I cant believe it!!!! Travelling has definately become harder as he gets older!

I need a drink!!!

52 executives/ceos in one board meeting tomorrow and Friday...... 15 presentations and 52 sets stuffed and restuffed again because people keep sending changes (sorry trees).......power strips laid out and taped down to floors so each attendee can use laptops during meetings.........table tents placed and political standing for each of the 52 people taken into consideration as not to "offend" such 52 executives/ceos......changed rooming list 5 times in one day because of "changes".......... booked canceled rebooked and cancelled again sidebar meeting room for exec who wanted to have a breakout meeting.......tested Audio Visual in room....reconfirmed dinner counts.... reconfirmed transportation again.......took calls from executive admins asking questions all day long.......security badges secured from security team...... I NEED A DRINK........................

MOVING DAY!!!!!

For the past 11.5 years at my job, I have had to move department/office locations probably every 2 or so years. We just completed moving again this past week. What a nightmare. I know our department is small on paper 5 total people, but if they only knew how much space we all took up.... I mean......the shipping/receiving area alone is HUGE!!! and dont even get me started on our promotional merchandise closet. I have my suspicions that these moves are just a random source of income for the property managment people....but hey.....who am I to say anything.......

Here are some pics of the pack up. Yes......this is only a fraction of what we had to move....



here is our brand new shipping and receiving/packet stuffing area.


And....the all famous promotional merchandise closet. This one is under lock and key.....we have alot of people who like to come and shop for their clients and meetings here.... : ) coffee mug anyone?


And of course.......ta da......my brand new office. Or as I like to call it "organized chaos".

Well now that we are somewhat settled in.....on to the next meeting.....

Site Inspections Oh My!!!!

Now I have mentioned many times that my job is far from glamorous and fun as most people tend to imagine, but one of the perks I must say are site inspections. This is where you get to travel to a future meeting destination you are going to book for your group. This is done after you have conducted a thorough RFP (Request for Proposal) and reviewed the hotels and venues you would like to see prior to making a final decision and contracting those hotels/venues that are the best fit for your attendees. Now these site inspections are work, the agenda is usually jam packed so you can see all you need to see and your feet probably are bleeding or throbbing when it is all done. The good thing is you do not have 100 needy attendees in tow with you nor do you have to be up at 5 am and down at midnight. You get to see some really spectacular things in the different city destinations you visit, experience some of the culture and great restaurants in the area. This week I did a site in Key West.

First I flew in on a connecting flight on this!!!! Tell me about having a sense of mortality now that I have a baby!!! wow!!!

Now not all sites are going to be the "perfect" scenario....it rained pretty much the entire time I was there. Which meant I really had to "envision" the sun with my group enjoying the different venues. Hyatt in Key West is where I stayed. Pretty gloomy outside...but nice hotel.

We checked out the Hemingway house which I think had about 50 cats living on property...weird.

and the Truman White House. Great history. Kennedy stayed there during the bay of pigs.

We checked out a catamaran which can be used for a snorkel trip or a sunset reception. Because booze cruises are ALWAYS a good time. Check!

And of course the seafood restaurants were great as well.

There are a TON of bars on Duval. It is just hopping with all different types of people. It is kind of like a 6th street in Austin with all the live music and drinkeries. With a beach feel....

By this time I have stopped by the local CVS to pick up bandaids because I have gotten my typical site inspection foot blister. Fun times. Patch myself up and continue on...I am a viking!!!!

I tried keylime pie on a stick.....blah...dont think I am a keylime fan. Oh well. Too bad everything here revolves around key lime something.

Still it continues to rain.......and I look like a wet dog...and my foot hurts.

After all was said and done and I am at the airport getting my power point presentation ready for my executive team in order to make my recommendations.....my flight is delayed.......oh the travelling life of a meeting planner. Delays are never good and if you have a connetion.....boy....even worse!!! So almost 4 hours later I am finally on the tiny plane back to make my connection to houston and luckily there is a later plane back home (since I clearly missed my original flight) which I am able to get a seat on. Thank god!!! I just wanted to be home!!!! 4 hours late and I missed putting my son to bed after being gone 3 days. It really bites but it is what we deal with alot in this industry. Sigh. Now on to make some final decisions for my upcoming program. Cracking the knuckles now!!! Hemingway or Truman...hmmmm???

The Wonderful City of Nashville

Now out of my 11 years in the meetings business I have never been to Nashville for a program. And I just have to say....wow! What a great city!! The food, service, people, museums, nightlife are just awesome!!! I hope to be back there again for more programs soon! I also got to go see my best friend Aimee (Brady's godmother) while I was there visiting. An added bonus!!!

My group had dinner one evening at the amazing Country Music Hall of Fame Museum. Check it out http://countrymusichalloffame.org/ Pretty darn cool museum.
We then head out to tootsies where I had sweet talked the owner into a VIP table right up front! We felt like kings!!!! Check it out. I am a VIP!!!!!

Here is the whole group ready to party on Broadway!!!

Here is the Regional Vice President Todd and probably one of the COOLEST guys on the planet!

The next night we had a section of the Wildhorse Saloon reserved for my group. Great music and a great band!!!

And we had country western dance lessons for the group!!! It was pretty darn funny!!! Everyone had their country western attire on!!! And look at those hot boots!!!!

Yes we had all day business meetings going on in conjunction with this but that is not necessarily the fun part! : )

When I finally got home from being away for 4 days, my son I could tell was not happy with me. He cried when Damon tried to hand him to me. I guess this means I need to cut back on my travel!!! The guilt factor of a travelling meeting planner mom has begun to KICK IN. Took him a couple hours but he was happy I was home again!! I missed him terribly!!!