The Art of Collaboration - Meetings Michigan is Leading the Way

The Art of Collaboration

By Kim Corcoran, CMP

Meetings Michigan is leading the way.  Michigan hotels, resorts, CVB's and service providers are working together to promote the state of Michigan to the meetings industry.  We have banded together for one sole mission, to bring more meetings to the Great Lakes state!

We have often heard that working together you can accomplish more.  We wholly believe that at Meetings Michigan.  Our partners can make their budgets stretch farther by cooperatively marketing their destinations.  They can attend trade shows they would not otherwise be able to afford, and have entry into sales missions as a team with ease, as planners are more willing to see a group of destinations together to maximize their time.

We have made it easier for the planner to shop for a Michigan venue as well.  Often it is a daunting task to choose a new location for your conference or meeting.  If the Midwest is an option, and you'd like to try Michigan, you've come to the right place!  We can help with your search and send out your RFP to all qualified destinations within Michigan.  Now that's a one stop shop!

Simple and efficient for the planner.  Time and money savings for the supplier.  We hope you will join us in our quest to make meetings even better in Pure Michigan!

Breathing Life into your Annual Event by Angela Keller Pelc, CMP

I recently spoke on a panel before a group of Certified Meeting Professionals at their annual professional development conference.  Many of these planners are tasked with providing great meetings and experiences with an educational edge and coming in on budget.  The topic was “Breathing Life into your Annual Event” with a value perspective. 

Being a veteran event planner at a cultural institution, I had a lot to say about this!  Here are the top 5 things that I can offer about getting value out of hosting your events at a cultural institution.

1. You’re supporting the community.  Planners can be the “good guy” by taking an event to a cultural institution.  Likely this is a place that meeting attendees would want to visit when meeting in a particular city.

 

2. You might just learn something.  Museums and other cultural destinations have so much to offer.  Besides the takeaway of great information, the exhibits are great conversation starters for large networking events.  Talking to each other about the displays helps break the ice! 

3. Inspiration around every corner.  Find an organization that matches your company’s mission and you will allow your guests to be inspired, think in a new way and maybe come up with the next big thing for your business.  Give the employees an opportunity to explore and get inspired!  Launch a new product with a backdrop of a historic version, gives relevance to the product and hooks it in with a historic perspective!

MIS Press Event, Matt Kenseth.  Authentic racing artifacts serve as backdrop!

4. An experience trumps everything!  Why do companies rent yachts, take spa retreats and do varied teambuilding events?  For something TO DO, for ways to connect!  Adults learn in many different ways.  Planners who add a component of hands-on experiential learning can really add value to their meetings by giving their attendees an experience!  At The Henry Ford, guests can ride in a real Model T, take a spin on a 100 year old carousel, sit on the Rosa Parks Bus (I’ve seen planners/guests moved to tears for having the experience) or watch a factory in action…all during private events! 

President Barack Obama Sits On The Famed Rosa Parks Bus

 

 

5. Give them the real deal! Why take time and budget to re-create a beach or casino?  Go there!  Same goes for art museums, natural and/or American history.  Give the people authentic artifacts to peruse and it will make a lasting impression!

In my eight years at The Henry Ford, I have found that planners see their attendance increase when they host their event at one of our varied venues.  That’s not only a direct increase to your financials, but engages more of your organization’s community.  By utilizing the non-traditional option of a cultural institution, you too can breathe new life into your event!

BIO: As manager of Group and Convention Sales, Angela Keller Pelc, CMP introduces The Henry Ford to group and meeting planners from all over the world.  In her 8 years there, she has had the opportunity to work on creating signature experiences in the varied venues across The Henry Ford’s campus for hundreds of groups.

Prior to joining The Henry Ford, Angela completed her Masters Degree at Wayne State and went on to manage the daily operations of Detroit’s Second City Theater.

Angela has served on Michigan Society of Association Executive’s CMP Task Force since it’s inception and has been honored with Michigan MPI’s Supplier of the Year award.

Be Prepared for the Unexpected

Recently, Chris Rowley, Executive Director with the Mount Pleasant Area Convention and Visitors Bureau spoke with Mary Estrada with the MichiganNon-profit Association about being prepared for the unexpected meeting situation.  

What steps do you take to plan for a possible crisis happening during a meeting?

“Luckily, this hasn’t happened to me very often in my many years of planning meetings and events.  Everyone thinks it’s not going to happen to me.” Says Estrada

Have you had something happen during a meeting and how did you handle it? 

We had a meeting scheduled to be held at Central Michigan University (CMU) in Mt. Pleasant and were expecting 300+ attendees when a snowstorm hit the area and CMU closed its campus.  We were able to work quickly with the Comfort Inn & Suites Hotel and Conference Center down the road to continue the conference in a small form for those who had already drove in the night before.  Luckily, I had staff that was able to update everyone of the change via email and social media. 

The staff at the Comfort Inn did a fabulous job of finding space, finding food and making an amazing meal that they hadn’t been expecting.  Once the weather cleared up, the Governor was even able to come up and still speak as originally planned and the conference was a success in the end.  CMU and the Comfort Inn & Suites in Mt. Pleasant were both great to work with. 

Any suggestions for meeting planners based on this experience?

Mary says “Keep a plan B in the back of your mind.  You hope you don’t have to resort to it, but have an idea of what you are going to do if something changes your original plan.”  Be prepared for the unexpected. 

Any suggestions for suppliers based on this experience?

Everything was able to come together based on the relationships I have built with different facilities.  I knew the team at the Comfort Inn and called them and they bent over backwards for me.  “I would recommend Mt. Pleasant to anyone based on this experience.” Says Estrada 

Recently, the Michigan Chapter of SGMP held a meeting on Emergency Preparedness.  Here are some resources when planning for the unexpected:

Have a plan.  Include items such as:

• Contact information of the attendees, exhibitors, venue, staff (Both work and personal contact information)
• Map of the venue
• Map of the City
• Floor plan of escape routes and where to meet in case of emergency
• Local hospital and pharmacy contact information
• Roles and responsibilities of the staff and venue – You’ve called 911, now what?
• Communication (Staff, attendees, facility, media)
• How to respond to medical emergency
• How to respond to weather emergency
• Security

Always think not “What if, but when…..”

Unusual, Creative Meeting Spaces

Unusual, Creative Meeting Spaces by Kristen Granzo, The H Hotel

Being a representative of the H Hotel (a boutique-style hotel located in downtown Midland – formerly known as the Ashman Court) – A DOLCE Hotels and Resorts property, one would think I would be an expert on how to utilize ‘unusual and creative meetings spaces’ (in fact, I was asked to present on this very topic at the Michigan Meetings Expo in May of this year – I did it and it was quite nerve-wracking, to be frank).  The truth is – I am in no way an expert, but more of a novice …

The H Hotel is difficult for me to describe (and, please don’t take that expression as negative).  I just feel as if words simply do not do it justice!  I am always telling potential customers, industry colleagues, friends, and even family that have not set foot in the doors, that the best way to understand the H … is to experience the H!  (And, if you’re not in anyway familiar with the H – check us out via www.facebook.com/theHhotel or by visiting www.theHhotel.com.)  The H is known for a lot of things: its innovative, delicious cuisine (we have awards to prove it), stunning, contemporary décor (most people don’t feel as if they’re in the Midland, MI when they walk in the doors), memorable, one-of-a-kind event/meeting experiences and a top-notch, dedicated team of associates (we are blessed to have folks that have been with us for more than 18 years).  And, here’s the truth: they are the real experts on this topic!  The H has just over 8,000 sq. feet of state-of-the-art meeting space, however, the way the space is utilized, set-up, and ultimately used, it feels as if the H has more, MUCH more … and, here’s why:

Most people think of unusual, creative meeting spaces as two-fold: traditional vs. non-traditional.  Traditional meaning conference centers (meeting/break-out rooms) and hotels (ballrooms, suites, restaurants) and non-traditional meaning outdoor (courtyards, gazebos, tents, parks, etc.) and perhaps even adjacent venues (restaurants, colleges, museums).  Both have their issues, whether it’s a room with 4 walls that lacks the inspiration for creativity (i.e. does not allow for ‘thinking outside of the box’) or it’s a space that has no walls that lacks the cultivation of core meeting essentials (shelter, food and beverage, and/or audio visual) … the fact is, it is not the space that defines whether or not it is ‘unusual’ or ‘creative’ – it is the individual(s) orchestrating the event (and by that, I mean both the planner and supplier) that are ultimately responsible.

Here are a few things to keep ‘top of mind’ when dealing with unusual, creative meeting spaces:

Planners: Trust your supplier - they know the property and the surrounding area.

Suppliers: Trust your planner – they know their goals and ultimate objectives of the event/meeting they are creating.

Work together to experiment … planners, be sure to engage the appropriate staff – from your colleagues to your speakers.  Suppliers, same goes to you – from the culinary team to conference services (aka the real experts).  Each party involved will more than likely bring both knowledge and experience to the table. 

To stay within budget, ask questions – both planner and suppliers … never assume you know the cost of something unless you know for sure!  Planners – not staying within your budget could completely derail your event and put a stop to it all together. And, suppliers – not knowing the budget of the event could do the same thing to you … and, no one wants to lose business these days – NO ONE – not now, not ever!

Also, educate yourself! Do your research, ask your peers and reassess what you already know.

So, to say I am a novice is the truth – I am still dumb-founded sometimes as I see how our team at the H is able to collaborate with planners, and with each other, to make things happen at the H that technically shouldn’t even be possible. Case in point: This is a video of a ‘flip’ from a classroom style set-up for approximately 100 people to a lounge style set-up and was taken over the lapse of approximately 45 minutes.  Yes, we committed to completely flipping our space in just 45 minutes.  Some would have thought we were crazy, out of our minds, or perhaps even borderline insane for thinking we could do it – but, we did it … and, we even had time to spare. 

Amazing what happens when you trust your planner, your supplier, your team, and ultimately yourself … isn’t it? 

Kristen Granzo | Sales Manager | The H Hotel

111 West Main Street | Midland, MI  48640 

989.837.6027 – direct | Kristen.Granzo@Dolce.com

One event planner wishes she could clone Michigan’s Midwestern work ethic

Event planner Barb Beurkens of Gordon Food Service spoke with Experience Grand Rapids about what she likes in a venue.

As events manager for Gordon Food Service http://www.gfs.com/en in Grand Rapids, Barb Beurkens holds eight private trade shows a year each attracting up to 10,000 foodservice professionals. The company’s market area spans 30 states primarily east of the Mississippi – from Michigan down to Florida.

A 31-year veteran in the industry, she knows what she likes, and she likes Michigan.

“The Midwestern hospitality and Midwestern work ethic make Michigan meetings so much easier from a meeting planner’s perspective,” Beurkens said. “It’s like night and day. The concept of service is very different here. I think it’s head and shoulders above other places where we’ve done events.” 

Beurkens is fortunate enough to hold two trade shows in Michigan, one at the Suburban Collection Showcase http://suburbancollectionshowplace.com/ in Novi and the other in her own backyard, DeVos Place http://devosplace.org/ in Grand Rapids. She finds excellent service at both venues, but she admits to being prejudiced toward her hometown.

“I really can tell you with all honesty that I wish I could take the Grand Rapids building and their staff with us and plunk them down all over the country,” Beurkens said. “It is truly a beautiful facility that is orchestrated by a team of professionals second to none.”

The people she works with in Grand Rapids are “very service minded,” she said. “They’re absolutely thrilled to help and their attitude almost always is: The answer is yes; now what is the question?”

The city also has a lot to offer when trying to meet the growing desire for outside activities during an event, she said.

“I think people today are so busy that they need to combine great experiences with everything that they do,” she said. “A city that offers interesting off-site opportunities has an advantage because it allows the meeting planner to sell the ‘whole experience’ to potential attendees.”

 

Grand Rapids area offers events at the Van Andel Arena http://vanandelarena.com/ and performance halls http://www.experiencegr.com/things-to-do/art-antiques/theatre/ as well as museums a wide array of downtown festivities throughout the year, “and you can’t beat our restaurants,” she said.

In 2009, Gordon Food Service met with serendipity when the ultimate outside experience launched at the same time as the company’s annual trade show in Grand Rapids.  

“ArtPrize http://www.artprize.org/ and our fall food show overlap,” Beurkens said. “So our customers who attend our fall show now have this wonderful bonus of being able to explore downtown Grand Rapids and view all the ArtPrize exhibits.

This year the contest will feature 1,517 pieces of art spread over 162 venues in downtown Grand Rapids.

“That’s just such a gift,” she said. “It’s wonderful.”

Grand Hotel Celebrates 125 Years

You may have heard the exciting news that Grand Hotel is celebrating 125 years this season.   Twenty five years ago, in 1987, I was a new sales person at Grand Hotel, and was awed to be onsite for the 100th Anniversary celebration.  On that occasion, our big event, as I recall, was a ribbon cutting ceremony for the new Woodfill Conference Center – dedicated meeting space that had been renovated in fabulous Carleton Varney style.  (For those of you who have visited, this is the pink and white striped meeting room, with the three story cathedral ceilings.)

This year, I am especially aware of the changes and improvements that have been made since that 100^th Anniversary in 1987.  Those include almost 100 more guest rooms, all on the original footprint of the Hotel, allowing us to maintain our status as a National Historic Landmark.   We have also added a lovely new private dining room, the Grand Pavilion, with seating for 250 guests and a balcony/patio overlooking the front nine of our 18 hole golf course.

We are pleased that we now have four off-site restaurants for our guests to enjoy, in addition to lunch service at the Tea Room at Fort Mackinac where guests may sit indoors or outside on the terrace and enjoy a breathtaking view of the harbor and the Straits of Mackinac. 

Twenty five years ago no one would have guessed that Grand Hotel would have a casual bar at the top of our Hotel – the Cupola, where guests can be casually attired through the day and evening, making it the perfect spot for a nightcap after dinner in one of our casual restaurants.

We now have air conditioning and color TV in every room (yes - people did come to Grand Hotel even when there was no cable available on Mackinac and therefore not much point in having a television in the room!).  We now have great cell phone reception (who even relied on a cell phone in 1987?) and we have complimentary high speed wireless internet throughout the hotel.  I’m sure I had never heard of high speed wireless in 1987!

The staff quarters where I stayed over that anniversary weekend in 1987 have been converted to a wonderful four-bedroom cottage, the Masco Cottage, which is very popular with social groups and families.  It also makes an attractive destination for a small board meeting or staff retreat where collaboration is enhanced im casual yet elegant full service surroundings.

Grand Hotel’s official birthday is Tuesday, July 10.   If you are on Mackinac Island that day, please come to Grand Hotel and enjoy a piece of the 125 foot long birthday cake that will be on display on the World’s Longest Front Porch.  Call me ahead of time, and I’ll make the arrangements!   We would love to have you join us in celebrating this historic milestone for America’s Summer Place – Grand Hotel!

Utilizing the Value of CVB's by Jodie Cady, CMP, CTA

Recently, Nate Melvin with Discover Kalamazoo sat down with Jodie Cady, an Events Manager with Michigan Association of Realtors for a Q&A on "Utilizing the Value of CVB's".   

1.       How has utilizing CVBs made your life easier as a planner?

Let’s face it—we may not admit it but we all love one stop shopping.  How else can you explain the growth of Meijer?  Working with a CVB is one stop shopping for the meetings industry.  CVB’s are the direct line to the resources in their area.  When you can submit an RFP to one person and get responses for all your needs it is a win/win and it makes accomplishing goals easier.  I value the resources that CVB’s offer and their commitment to the success of my meetings and events.

 

2.       Were there any surprises you encountered when you first starting using CVBs—things CVBs do you were not previously aware of?

I think many planners don’t realize that depending on the financial impact of their program on the city, the CVB may be able to help offset the meeting costs.  An example of this would be if you need to use motor coaches to shuttle attendees from hotels to a convention center and the CVB can offer the service to the organization for no additional cost.  I know this was a surprise to me when a CVB offered it in a proposal.  

3.       What are some examples of things CVBs have done to add to the quality of your conference for your attendees?

Too many to mention!  Some of the highlights include registration desk staff, restaurant reservation services, tours, marketing pieces to promote the area activities and event web pages directed towards our event.  These would be at the top of the list.  Every CVB has a long list of special services.  I think every planner needs to review them and take advantage of as many as possible!

4.       Are there any myths about CVBs you’d like to dispel?

I would like to take issue with two: CVB’s send your lead to everyone in their network, and all RFP’s need to come to the CVB first for them to provide services.

One, your leads go to only the properties that can meet your needs outlined in your RFP. Reputable CVB’s are not going to waste your time or theirs sending leads out to properties that could never meet your needs.  If you are getting information on properties or suppliers that will not work I suggest you look at the information you are providing the CVB with before jumping to conclusions.

The second—when CVB’s don’t get credit for your lead because you worked directly with the hotel instead of starting with them.  There may be some truth to this, but the bigger truth is that it is the CVB’s job to promote the city and bring business—if they are brought in at the first or fourth round of the process, it doesn’t matter.  However if you are hoping for assistance in your program it is best to start with who is going to know the most about the destination—the CVB!