What amenities are being cut from meetings?

“We have seen more donations to charity in lieu of amenities delivered to guest rooms. Even if they donate the same amount as the traditional gift, they still save on the room delivery charge.”

The key to successful CSM/planner relationships:

“Early introductions and a face-to-face meeting are the best places to start. Once you have broken bread with a client, you gain insight into their priorities. I find out what other projects are on their plate and what other interests they have away from work. A longtime Marriott tool is to uncover three service elements that the planner believes are critical. These become our focus.”

DAWN K. DAWSON, LES, CMP
Senior Convention Services Manager, Disney's Yacht & Beach Club Resort, Lake Buena Vista, Fla.

Budget savers:

“Set aside a small conference room with a speakerphone. These are great for ad hoc executive meetings and conference calls, and it eliminates rush charges, room resets, and last-minute scrambles.”

The key to successful planner/CSM partnerships:

“Planners should be upfront with their budgets and expectations. As convention services managers, it's our responsibility to show you a return on your investment, whatever that investment might be.”

TODD HICKEY
Director of Event Management, JW Marriott Orlando, Grande Lakes

Budget savers:

“Instead of canceling the evening cocktail reception, switch the full bar to beer and wine only, with passed hors d'oeuvres or cheese. Instead of a full hot breakfast, go with a continental breakfast and add a hot egg item. Ask for smaller portions of individual desserts.”

The key to successful CSM/planner partnerships:

“Simple: Tell the truth! The best relationship is one where the CSM or planner is not afraid to immediately pick up the phone and inform the other of challenges that may lie ahead. If we become friends as well as business partners, there is nothing we can't accomplish together.”

What amenities are being cut from meetings?

“Many groups are leaving one night open for attendees to dine on their own. Room gifts and registration gifts are disappearing. Spa and golf activities are being downsized, if not eliminated. We've also seen a decline in décor for themed events, with planners focusing budgets strictly on food and beverage.”

HEATHER HUMPHRIES
Associate Director of Convention Services, Hyatt Regency Century Plaza, Los Angeles

How are meetings changing because of the economy?

“Major meetings are being scaled back or eliminated. Some companies are holding several smaller meetings instead of one or two large meetings. As a result, meeting planning is falling to executive assistants who may not have much experience. And staff cuts have added to the workload of remaining planners. Either way, this decreases the pre-planning time the planner has with each hotel CSM.”

What amenities are being cut from meetings?

“When budget constraints were less of an issue, planners worked with hotels to create the newest and greatest ideas, especially with food and beverage. Now, themed breaks with bells and whistles and elaborate receptions are seen as wasteful and not using company money efficiently. A positive trend for hotels is that more companies are holding events on property that previously would have been planned off property in order to save the expense of transportation, additional contracts at venues, and to manage time constraints. The option to have ‘movie night’ in the hotel ballroom instead of renting the Cineplex down the street saves money in more ways than one.”

VIKKI VALENCIA KELLY, CMP
Convention Services Director, Visit Denver

Budget savers:

“Do more online marketing and use CVBs for digital information and visuals. Develop e-blasts and micro-sites to build attendance. If key planner positions have been eliminated, use local vendors to assist on site.”

MELISSA JOHNSON
Associate Director of Catering, Hyatt Regency Tamaya Resort & Spa, Santa Ana Pueblo, N.M.

The key to successful planner/CSM partnerships:

“Communicate by phone, not just e-mail. E-mail gets the job done, but you lose the personal connection that is necessary for a truly successful partnership.”

Planners should know that:

“My job is to make their jobs easier. I can help create menus, themes, choose activities, décor, etc. They don't have to do it all on their own; that's why I'm here!”

BRIAN LEADBEATER
Director of Convention & Conference Services, Walt Disney World Swan and Dolphin Resort, Orlando

Budget savers:

“Many properties can provide or rent linens at a lower cost than if you used an outside vendor. Many properties will also be able to theme events without using an outside special events coordinator.”

What amenities are being cut from meetings?

“Many companies are no longer providing transportation to and from the destination. Also reduced are the number of guest room upgrades booked for staff and VIPs at a higher rate.”

CHRISTINA MONKEVICZ
Conference Services Manager, InterContinental Boston

How does your hotel help you do your job effectively?

“The InterContinental Hotel Group corporate structure is designed to empower its employees so that we can think out of the box and quickly make decisions that fit the needs of the guest.”