Issue link: https://digital.copcomm.com/i/187632
•pg_13-27__BMT_pg3-58 9/25/13 1:08 AM Page 23 And by the way, Perks is proud to announced they exceeded their clients' attendance building goals. Many planners, "are a little unsure what we do," said Perks. "When we receive an RFP some fear we just send it out everyone and fear they are going to hear from properties they don't like." Nothing could be further from the truth. Cincinnati, like many DMOs, look for the best fit as regards to hotels, convention services and attractions. Perks said, some great sage once told him "we sell everything, but own nothing." While that's true of most DMOs, the CVB is responsible to the entire city and its members. As such, Perks and other DMOs are in a unique position to look at the big picture. What's already in town when a planner wants to schedule an event? Are there seasonality issues? While the CVB doesn't sign contracts they can certainly assist in contract negotiations with a full understanding of the destination. One final benefit that Perks' asks all his new business opportunities is, "what is your perception of Cincinnati?" This allows the CVB to paint a picture of Cincinnati by sending out direct mailers, provide a link to the Cincinnati USA website and other tools in his arsenal that lets new and returning visitors know how much Cincinnati has to offer. Charlotte Haymore, co-founder of Travel Professionals of Color (TPOC), looked inward when evaluating the process and says one of her biggest challenges is the last minute registrant; even when financial incentives are in place to register early. TPOC plans for last minute additions, but even then the numbers can be overwhelming. C HARLOTTE H AYMORE "Often they come after we've returned a block of rooms to the hotel," says Haymore. Some properties will work with us if they have openings, but we're at the mercy of the supplier at that point. For groups whose individual members must fund their own travel and registration, international destinations prove especially challenging. TPOC has held two events overseas, one in the Bahamas and this year's event in Trinidad and Tobago. While everyone loves the idea of international conferences, the cost is prohibitive, especially in some regions of the world where airline lift capac- ity has been reduced allowing prices to rise for what remains. Haymore says, many of her suppliers and vendors skip their overseas conferences because of cost – the cost of sending a representative and shipping materials proves financially unpalatable. Most successful groups start their planning process by identifying a purpose for their event, a preliminary budget, a site selection committee and a timeline to accomplish certain tasks. While these items might appear to be simple endeavors, they are incredibly complex with many layers. For the seller, whether it be a destination, hotel, convention center or a vendor there is never enough time to complete every task, which is why virtually all sellers print and distribute a checklist with due dates to facilitate a smooth and seamless event. Many of these checklists are available online and can be downloaded even before you contact the supplier. Seasoned meeting planners are well aware site selection is tougher than it might appear. Do you choose a top tier city, which are typically more expensive and popular or a second or third tier market? If you choose a smaller market, do they have all the necessary venues, hotel space and vendor services to support your group? According to a recent Destination Marketing Association International's empowerMint initiative survey, 54 percent of the 280 meeting planners polled said they struggled to find a hotel that can provide the right space and configuration for their meeting objectives and still meet the group's budgetary constraints. Here are a few more stats from the survey: 68 percent of meeting planners depend heavily or solely on their own research. Fifty-two percent would be interested in securing honest, insider information on venues and locales from DMOs. Another 42 percent want concrete recommendations tailored to the specific needs of their meetings. Other site selection issues to consider include, proximity to an airport and the number of available flights, sufficient parking, availability and cost of shuttle service. Is your event being held during peak travel season or off-peak where you might be able to negotiate better rates? How about environmental factors such as local attractions, shopping, recreation, restaurants, weather, safety, support services availability from the local convention bureau and other vendors. Meeting space comes in all shapes and sizes. It's not enough to receive floor plans and measurements – a site inspection is a must. How many meeting rooms are required, what are the seating arrangements – theater style, classroom or conference. What is your estimated attendance? For African-American organizations, the greater Black community has become acutely aware that some suppliers have few, if any African-Americans in management at hotels, CVBs or convention centers. Some destinations, even in 2013, have few Black-owned vendors that can supply things like printing services, catering, transportation and the myriad other items necessary to ensure a well-rounded event experience. Many African-American meeting planners make their decision to award a contract to a destination based in part on the diversity of the supplier and their team. Budgeting requires a great deal of thought and attention to detail. Let's face it, few people, unless you're an accountant or CFO, like to deal with numbers, but it is absolutely necessity. Here is a short list of budget considerations: • Site Selection • Preparing and distributing the RFP • Basic destination research • Travel (housing, airfare and other site visit costs) • Staffing • Salaries • Wages of temporary staff • On-site expenses such as housing and travel • Custodial Expenses • Security • Audiovisual • Promotion • Production and distribution of promotional pieces • Telephone fees • Advertising Costs Oh, you thought the list was done. Here's a few more budget concerns; printing forms (registration, program agenda, badges, special handouts, etc) and program planning (speakers & honoraria, travel, audiovisual, meeting room rental costs, press room, etc). There are exhibit promotions expenses, spouse, children and guest program expenses and miscellaneous expenses such as insurance, taxes, shipping, accounting and legal. Food and beverage is a headache all by itself and is often the most noticed by attendees. Technology has changed the art and science of planning and executing a seamless, problemfree event. But technology should not act as a substitute for personal contact between buyers and sellers. Direct communication solves problems and you might find a new friend or two in the process. B M & T ••• September/October 2013 ••• www.blackmeetingsandtourism.com 23