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The Basics of Meeting Planning: Interactive Session

The Basics of Meeting Planning: Interactive Session. Tanya Jisa, CME Coordinator Sherry Layton, CME Coordinator Duke University School of Medicine Office of CME. Agenda . The Basics of Meeting Management How Green is Your Meeting? Q&A. The Basics of Meeting Management.

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The Basics of Meeting Planning: Interactive Session

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  1. The Basics of Meeting Planning: Interactive Session Tanya Jisa, CME Coordinator Sherry Layton, CME Coordinator Duke University School of Medicine Office of CME Duke University

  2. Agenda • The Basics of Meeting Management • How Green is Your Meeting? • Q&A Duke University

  3. The Basics of Meeting Management • Site Selection Resources • Conventions and Visitor’s Bureaus—have a plethora of site possibilities • Duke Special Event Planners Council • Meeting Planning Trade Journals—e.g., Medical Meetings/Meetings and Conventions • Other Meeting Planners! Duke University

  4. Special Event Planners Council • Vendor-catered luncheons/Council networking provided every other month for Duke staff involved with meeting planning. • Excellent resource for finding new venue sites, networking with Duke colleagues, and enjoying a fine lunch “on the house”. • Contact Jenny Jones, Director of Special Events and Donor Relations, DUMC, jenny.jones@duke.edu; 667-2517 Duke University

  5. The Basics of Meeting Management • Advertising/Marketing • Duke Web Sites • CME Web Sites—Free! • www.cmemall.com • Calendars—Free! • Email Marketing • Medical Association Newsletters • Journal Ads—Costly but effective Duke University

  6. Registration Processes • What registration processes do you use? • Online Registration, Office of Event Management—Jim Hodges & Chuck Catotti • DOCME’s collaboration with the Duke Office of Event Management—Kathy Grichnik Duke University

  7. F&B • Cost savings! (see handout) • Finalizing BEOs • Leftovers? • Use Seasonal/Locational Items • Share Your F&B Experiences Duke University

  8. Audio-Visual • Hotel/Site AV or Private Company? • Who Uses Duke Technical Services? • http://events.duke.edu/technicalservices • Use Your Own Equipment? • The AV Guys www.avguys.com Duke University

  9. Logistics/Transportation • Offer to Registrants Web Sites for Local Transportation Options • Driving Directions/Public Transportation Directions • Does Duke Contract with Limo organizations and the like for Services? Leane Borgen, Duke Procurement, 684-4010 • Department Contracts for Services Duke University

  10. On-Site • Sales Staff • Banquet Services • Business Center • Front Desk • Concierge • Your Staff Duke University

  11. Budgeting • How to Save A Bundle?—Share Your Experiences Duke University

  12. The Basics of Meeting Management Checklists: Who uses them? What lists do you use? Share! Duke University

  13. Checklists: Checklist for catering an event Source: meetingsandconventions; 2006; May: 41:6, p 40. Duke University

  14. Checklists: Checklist for the venue contract Source: meetingsandconventions; 2006; May: 41:6, p 40. Duke University

  15. Checklists: Articles like this can also be used to create a checklist Source: meetingsandconventions; 2006; May: 41:6, p 38. Duke University

  16. Checklists: • http://meetingsnet.com/checklistshowto/checklist/ • The Most Critical Checklist? • Large Meeting Timeline (handout) • 10 Ways to Boost Attendance • Checklist for Speakers • Site Inspection Tips • Food and Beverage Savings • Evaluation Forms: Increase Your Response Rates • And More! Duke University

  17. Print Resources… Medical Meetings Magazine Good for: • latest news on site venues • pharma news • listings of products and vendor directories… • free subscription www.meetingsnet.com Duke University

  18. Print Resources… Meetings and Conventions Magazine Good for: • latest news on site venues • pharma news • listings of products and vendor directories… • free subscription www.mcmag.com Duke University

  19. Print Resources… Duke University

  20. How Green is Your Meeting? Funded our “green” lunch! Duke University

  21. How Green is Your Meeting? Last year Dr. Dzau and President Broadhead signed the Duke University Environmental Policy outlining Duke’s commitment to sustainable practices. Duke University

  22. How Green is Your Meeting? Duke University

  23. Green Ideas… • Some Resources: • Green Hotels Association (www.greenhotels.com; includes meeting planners questionnaire) • Five Easy Steps to Making your Hotel Greener • Coalition for Environmentally Responsible Conventions (www.cerc04.org) • Duke Green Purchasing Coordinator Ed Sharpe, Ed.Sharpe@Duke.edu Duke University

  24. Green Ideas… The Earth-Friendly Syllabus • Recycled-content materials from cover-to-cover •  Use smaller margins - 0.5 on each side – to fit more on each page • Double-sided printing • Bibliography instead of full articles/chapters •  Print PowerPoint hand-outs 6 or 9 per page •  Have them shipped directly to meeting site •  Consider an electronic syllabus (partial or full) -could be e-mailed ahead of time, or distributed on disc on-site Duke University

  25. Green Ideas… http://www.clothbag.com/ Duke University

  26. Green Ideas… Did you know you’re eating a Green lunch? Duke University

  27. Green Planning Guides • MIT: ZeroWaste Event Planning Guide • Duke: Green Event Planning Guide • EPA: Planning Environmentally Aware Events • City of Kansas City, MO: Green Event Planning Guide • National Recycling Coalition: Green Meetings Policy Duke University

  28. Q&A Duke University

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