SGMP 2012 National Education Conference: Education

Educational Tracks & Sessions

Attendance at educational sessions below is on a first come/first served basis and requires no additional registration. Session descriptions, instructors and locations will be included in the program you will receive at the registration desk.

Educational session tracks are for organizational purposes only. Any attendee can attend any session. You do not need to register separately to attend these courses. There are also additional pre-conference programming opportunities that are optional and that have additional registration fees.

Thursday, 10:30am – 11:45am

"Don't Shoot the Messenger" Managing Speakers Beyond Their Presentations
Deborah Gardner, CMP
PowerPoint Presentation
Ever hired a speaker that resulted in not being a good fit for your program or group? It's been said that the most important part of a program is when a speaker is presenting. Yet, time again there seems to be a lack of focus and no understood logistics in place to create a successful and winning partnership. It's your job to confirm the right speaker for your attendees, members, stakeholders or customers. The speaker only knows what you have shared with them. Could it be that time spent with speakers is not enough? Let's find out who really should be evaluated on the success of your educational programs.

How Web 2.0 Can Build a Community for Your Conference
Jordan Schwartz
PowerPoint Presentation
This session will empower you to use Web 2.0 tools confidently, building community among your attendees that will improve their positive perception of your event, and of each other. At this talk, we'll cover a variety of tools available to build connections and community among your attendees while keeping information private and secure. You'll learn: 1) How did Twitter cause a revolt at the SXSW keynote? (And what you can do to create revolts in your favor); 2) How mobile apps have become something you can't afford to ignore (and how you make them work for you) and much more!

"It's a Multigenerational World! As a Meeting Planner, Are You Ready?"
Sonia Aranza
PDF Presentation
For the first time in history, individuals from four generations are working side by side event within a single organization. Each generation brings a different set of values and work philosophy that can impact how they experience the meetings you plan. This condition presents both challenges and opportunities! In this fun and dynamic session, Master Facilitator Sonia Aranza will help you understand the life-changing experiences that shape the views of each generation so you can create meetings that are inclusive and engaging for all generations.

Learning Lab – Advanced Supplier Part 1: Contracting with the Government
Shelley Mann, CGMP
PowerPoint Presentation
In this breakout, you will learn: Federal and State Contracts – what do they look like and what do you do with them? Letters of Intent – the good and bad as well as how to sell your hotel on using a LOI. Common Acts and Contract Language – what they are and why the government asks for them. This interactive session is a time for you to bring your questions on contracting and get them answered!

Learning Lab – The Foundation of Meeting Planning Part 1
Carroll Reuben, CMP, CMM
PDF Presentation
Meeting Planning is so much more than finding a meeting space and ordering the refreshments. It is both an art and a science. A true planner will start with the goals and objectives of the meeting, then design the event to achieve them. This session will take you on a journey through defining the criteria for site selection and then qualification of the chosen venues prior to a site inspection, site inspections and contract negotiations.

Sustainable Event Standards — a Timely Snapshot
Katherine Manfredi, CMM & Danielle Adams, CMP
PowerPoint Presentation
In an effort to develop best practices and stave off industry regulation, sustainable event standards and guidelines are emerging. From management systems (ISO), to the practical (APEX/ASTM), and supported by the Reporting Initiatives (GRI Event Organizer Sector Supplement), a lot has transpired. We will provide a snapshot of current status and delve into the APEX standards. From an overview of their structure and application, to an in-depth look at how they apply to planners and suppliers, you'll leave with an improved understanding and comfort level about these standards and how they will affect you, your organization, and your vendors.

"We've Got to Stop Meeting Like This!"
Edward E. Scannell, CMP, CSP
PowerPoint Presentation
Are those board meetings more like "bored" meetings? Was that last sales meeting a disaster? Does your committee keep "minutes" but wastes hours? Does your meeting leader suffer from "motion sickness?" Well, if any of these symptoms are showing up in your organization or property, and you think Mr. Murphy camps out at your meetings, then this session is for you! Designed primarily for smaller group meetings, this session will offer you several tips, tools and techniques that will make your next facilitation or meeting just that much more productive.

Your Emergency/Crisis Preparedness Plans – Why and How in 75 minutes
Ruth L Gregg, CMP, CGMP
You know you should have a plan, but don't know where to begin. Or you have a plan, but you're afraid you've left something out. We'll use these 90 minutes to review WHY your meetings should have a plan, why it must be written down and why it must be communicated to your staff, partners and attendees. Then we'll dig into HOW to create or improve your plan and customize it for your next event. Bring any existing plans with you – 90 minutes later you'll be on your way to a complete plan that keeps your meeting and attendees safer.

Thursday, 2:30pm – 3:45pm

Learning Lab – Advanced Supplier Part 2: Selling Government Business to Your Property
Shelley Mann, CGMP
PowerPoint Presentation
In this breakout, you will learn how to sell government meetings to your internal colleagues including how to gather your information "ammunition" and how to present the business to the DOS/Revenue Manager/REVMAX. You will also learn how to work with your entire hotel staff to have them see the value of government business and how to determine if your hotel is serious about hosting government meetings.

Learning Lab – The Foundation of Meeting Planning Part 2
Carroll Reuben, CMP, CMM
PDF Presentation
Following right along the path to good event planning, this class will address room set ups for optimum use of space and learning styles; audio visual/technology, food and beverage planning, identifying resources, and finally event evaluations. Throughout these courses industry terms and phrases, ethics and words of wisdom from a veteran planner will provide the foundation of good event planning.

Thursday 4:00pm – 5:00pm

ADA: Making your 2012 Meeting Compliant
Premila Whitney
PowerPoint Presentation
As the meeting's world continues to grow, the spectrum of meeting attendees varies. While we try to fulfill their every need, we need to ensure our meeting remains ADA compliant. New laws were passed in 2010, but became enforceable in March 2012. Do you usually assume your meeting venue is ADA ready? Do you think about ADA when deciding upon room layouts? Did you know that while using technology often saves us time and money, it still needs to be accessible to everyone? No matter how you answered those questions, if you want to be better informed about provisions you may need to make for your next meeting, come to this interactive session!

Creating a Culture of Service
Anne Pritchard Grady
PowerPoint Presentation
In today's challenging economy, experts agree that customer service is a critical defining factor of successful organizations, regardless of industry. Whether it is to retain employees, vendors, or other customers, this session will provide insight into how to provide personalized service and deal with challenging situations that often leave customers feeling dissatisfied with the service they receive. Through practical application tools, discussions and activities, participants will learn to create and maintain a customer service culture that will consistently exceed the expectations of both the internal and external customer.

Flag Protocol
Kathleen Ryan, CGMP
Whether during a speech, ceremony, event or when arranging flags outdoors on or in front of buildings, it is necessary to know the proper precedence to display flags. This program will deliver a stronger awareness of proper flag protocol and provide tools and practices for the government meeting professional. Specifically, customs and courtesies relating to the US National Flag, US state flags, and international flag protocol will be covered. The program will also incorporate usage of corporate and organizational flags and logos. It will also cover when one should place their hand over their heart — i.e. during the playing our national anthem.

Hybrid Events: Extending the Life and Reach of Your Event Program
Kristin Beaulieu, Michael Doyle and Steve Boyce
PowerPoint Presentation
While virtual events are perhaps better understood, hybrid events are emerging as an important way to turbo charge your events, before, during and after the physical program. Hybrid events can enhance physical events in a number of ways. As a pre-event tactic, they help drive traffic to an event. By streaming an event live, a physical event can extend the reach of event to create a growing community and enhance relationships. Additionally, creating a collaborative environment for physical event attendees and virtual event attendees is also critical to enhance engagement.

"Naked Negotiations" The Bare Bones Truth for Effective Negotiating
Deborah Gardner, CMP
PowerPoint Presentation
As a negotiator with experience, are you deploying proven, better practice strategies and tools that ensure consistently successful outcomes? When engaged in complex negotiations are your skills preventing losses and increase gains for you and your organization? Do you have a strategy that enhances your capability to prepare effectively? Don't be caught naked in your next negotiation encounter. You must be continually thinking ahead for new ways to succeed. Be free and let go of old techniques and strategies. Identify new negotiation tactics; conclude significantly better agreements as a result of creativity while formalizing deals that can be described as completely optimal.

Per Diem: Busting the Myths Behind Rate Setting
Jill Denning
PowerPoint Presentation
GSA's per diem program manager has heard many interesting (and odd!) theories about how GSA sets Federal per diem rates. In this session, you'll have the chance to hear from GSA directly about how the rate-setting methodology for lodging and meals per diem rates works. You'll also learn more about some of the most asked-about policies that relate to per diem from the Federal Travel Regulation, how special review requests really work, and how GSA is using new technology to reach out to more people than ever. (Bring your smartphone!) There will be plenty of time to answer your specific questions too.

Thumbonomics – The Essential Business Roadmap for Social Media & Mobile Marketing
Heather Lutze
Handout Document
In this action packed session, event managers and support staff will learn how to create an action plan that supports actively increasing attendance and creates pre-event excitement. Learn how to "gift wrap" the event with before, during and after social media marketing tactics to increase awareness, using technology for live "during conference" feedback and follow-up for continued learning.

Friday 8:30am – 9:45am

A Global Perspective: Planning International Meetings
Colleen A. Rickenbacher
PowerPoint Presentation
No matter if you are planning global meetings or never leave your backyard, we are all working globally and need to understand the basics of customs and cultures of the world. There are many varying factors when dealing with other cultures and understanding their hierarchy, the tradition of gift giving and the superstitions that are related with colors and numbers. Your communication skills will play a role regarding e-mails, face-to-face meetings and the proper meeting protocol. Even your dining skills will be tested from where you should sit for a meal to which form of eating is correct.

Doing Business with the Federal Government
Garland Preddy, CGMP
PowerPoint Presentation
This presentation is designed to assist hotels and other venues as well as the Federal government events manager plan and execute successful events. Both the venues and the planners will learn about the rules and regulations in spending Federal funds for events, and the ethics restrictions of the government planner. These presentations are designed to be interactive and open discussion is encouraged during the presentation.

Executive Orders, Cutbacks and Conference Planning
Jill Denning
PowerPoint Presentation
Over the past several years sustainable, effective and efficient travel has been identified as a goal in Executive Orders and Office of Management and Budget memorandums. What is the impact on federal travel, specifically conference travel? Learn more about the recent policy directives to cut costs and what you need to know, as well as ways to save already in the Federal Travel Regulation that you may not have known existed!

Keeping Your Attendees Safe Starts with Y-O-U
Ruth L Gregg, CMP, CGMP
What do you do to keep yourself safe when you travel? Do you provide the same guidance to your attendees? It is really just that simple. Often meeting planners are hesitant to begin putting safety and security plans in place for their events because they don't know where to begin. Or they are concerned about the cost. By reviewing some simple "safe travel" guidelines that planners and suppliers should be following in their own travels, attendees at this session will learn how to apply the same principles to their meetings and help keep their attendees safe and secure.

Leadership Lab – Using What You Know to be an Effective Government Leader
Anne Pritchard Grady
PowerPoint Presentation
The greatest difference between leadership and management is that while management is denoted by title, leadership is an art and may be demonstrated at any level in the organization. Over 90% of leadership occurs from the middle, not the top of the organization. The difference between successful people and REALLY successful people is the ability to influence others to action. While there's no magic formula for success, there are tools, skills and strategies that can take your personal and professional performance to the next level. Get ready for a fun, engaging and relevant discussion that will provide you the tools to help you improve productivity, personal leadership, and communication.

Managing your Event Budget with Excel
Carroll Reuben, CMP, CMM
PDF Presentation
Excel Example
A comprehensive budget is the backbone of an event and a dynamic process that occurs from event concept to completion. However, creating a budget can be an overwhelming task that intimidates many planners. This seminar will demystify the process. The key to controlling the budget is to determine the cost per head for each attendee. Using the template designed by Carroll, you will immediately see the changes to the bottom line when just a few cents are trimmed from a meal or an activity.

Meetings Management Technology: Are You Getting Everything Out Of It?
Brian Pirkle
Years ago, event management technologies were built to simply streamline the planning process. Today, we expect more out of our technology: it needs to increase our efficiency, boost our event's attendance and advance our preparation. We need technology that offers social media integrations; mobile-friendly event registration; budget tracking; and name badge creation. In this interactive session, we discuss ways event planners can leverage technology to make their lives easier. Attendees will learn what questions to ask when looking for an online registration solution, tips for getting the most out of the system and best practices for leveraging the technology to better market their event, drive event attendance and enhance the attendee experience.

The Celebration Factor – Creating Connected Culture
Scott Friedman, CSP
Celebration in the workplace is one of the most effective ways to honor your employees, create a culture of authenticity and innovation, and a way to brand your organization internally and externally. In this entertaining, interactive session, we will explore humor and celebration strategically: how to choose the best celebration for the right occasion while providing the greatest impact. From making your meetings more fun and effective to building your brand, you will discover that those who celebrate stay engaged.