The Basics of Meeting Planning: Interactive Session

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The Basics of Meeting Planning Interactive
Session

• Tanya Jisa, CME Coordinator
• Sherry Layton, CME Coordinator
• Duke University School of Medicine
• Office of CME

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Agenda

• The Basics of Meeting Management
• How Green is Your Meeting?
• QA

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The Basics of Meeting Management

• Site Selection Resources
• Conventions and Visitors Bureaushave a plethora
  of site possibilities
• Duke Special Event Planners Council
• Meeting Planning Trade Journalse.g., Medical
  Meetings/Meetings and Conventions
• Other Meeting Planners!

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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_at_duke.edu
  667-2517

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The Basics of Meeting Management

• Advertising/Marketing
• Duke Web Sites
• CME Web SitesFree!
• www.cmemall.com
• CalendarsFree!
• Email Marketing
• Medical Association Newsletters
• Journal AdsCostly but effective

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Registration Processes

• What registration processes
• do you use?
• Online Registration, Office of Event
  ManagementJim Hodges Chuck Catotti
• DOCMEs collaboration with the Duke Office of
  Event ManagementKathy Grichnik

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FB

• Cost savings! (see handout)
• Finalizing BEOs
• Leftovers?
• Use Seasonal/Locational Items
• Share Your FB Experiences

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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

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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

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On-Site

• Sales Staff
• Banquet Services
• Business Center
• Front Desk
• Concierge
• Your Staff

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Budgeting

• How to Save A Bundle?Share Your Experiences

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The Basics of Meeting Management

• Checklists
• Who uses them?
• What lists do you use? Share!

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Checklists
Checklist for catering an event
Source meetingsandconventions 2006 May 416,
p 40.
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Checklists
Checklist for the venue contract
Source meetingsandconventions 2006 May 416,
p 40.
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Checklists
Articles like this can also be used to create a
checklist
Source meetingsandconventions 2006 May 416,
p 38.
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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!

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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

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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
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Print Resources
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How Green is Your Meeting?
Funded our green lunch!
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How Green is Your Meeting?

• Last year Dr. Dzau and President Broadhead signed
  the
• Duke University Environmental Policy
• outlining Dukes commitment to sustainable
  practices.

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How Green is Your Meeting?
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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_at_Duke.edu

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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

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Green Ideas
http//www.clothbag.com/
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Green Ideas
Did you know youre eating a Green lunch?
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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

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QA