Have a Question on Savings? Ask the CSMs
Highlights
We’ve collected cost-savings tips from 19 top-notch convention services managers.- Walk the Talk.
Six to 12 months out, Touchette goes on site to walk through the meeting with the CSM. “The benefit is that you see the space at the same time, and you can manage each other's expectations,” he says. “They know what events have worked in a particular space.” They also know if there are décor options on site that could save you money.
- Get to Know Each Other.
“I like to have a meal with the CSM. The time together builds the relationship and creates trust. Then when you call and ask them to check something, you know it will get done,” Touchette says. “And when you know someone in person, it's much harder for them to say no.” Not that he suggests strong-arming anyone! “Really good CSMs want to be collaborators. But sometimes there are good reasons why you can't do something.”
- Write the Talk.
“When the CSM is building the BEOs, they have to remember and collect all the e-mails that have gone back-and-forth,” says Touchette. “So I take everything from VIP arrivals to menus to setup times and put it in a 20-page meeting specifications letter.” He sends it a month before the event, giving the CSM time to digest it and create the BEOs. “My last two sets of BEOs came back perfect. That's rare.”
- Be Sure Your CSM Has the Right Tools.
That means a BlackBerry or two-way radio, the ability to get to anyone at the hotel at any time, and empowerment to make decisions.
- Keep Sales in the Loop.
“Whether the BEOs come back perfect or with a lot of errors, I always engage the salesperson. I say, ‘Everything is going great’ or ‘Here are my concerns. I might need your help.’”
- Try a Little Motivation.
“If you meet the GM or the director of convention services, mention by name the people who are working hard. If you say ‘Kate is doing an amazing job,’ then Kate will really go the extra mile.” At the pre-con meeting, mention how confident you feel because of the CSM's good work. It motivates them to work all the harder for you.”
More On/ Meetingsnet.com
For more advice on planning meetings and events on a budget, visit our Web site, keyword: cost-savings/budget.
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