the secret to successful csm/planner collaboration

MISGMPJan. 15, 20141–2:30 p.m.

THE SECRET TO SUCCESSFUL CSM/PLANNER

COLLABORATION

Aaron WolowiecMSA, CAE, CMP, CTAFounder & PresidentEvent Garde LLC

Kelly Van DykeCMP, CTAConvention Service ManagerAmway Grand Plaza Hotel

INTRODUCTIONS

↠ I’m grateful when…

↠ Responsibilities

↠ Timeline

↠ Discussion

↠ Wrap-up

Strategic planning Project management Risk management Financial management Human resources

Courtesy of: CMP International Standards

Stakeholder management

Meeting/event design

Site management Marketing Professionalism

PLANNER RESPONSIBILITIES

Uphold contract Meet obligations and goals of both parties Logistical planning Anticipate needs Communicate effectively Act as a liaison

CSM RESPONSIBILITIES

Request to speak with likely CSM

AT CONTRACT SIGNING

Venue CSM is assigned Schedule a preliminary site visit Add CSM to mail and email lists Share pertinent information

ONE YEAR

Group profile Scope/type/frequency

Group quirks Historical figures Past experiences Responsibilities

Knowledge/skill level Current ideas and roadblocks

Objectives and budget goals

In-conjunction with groups (ICW)

PERTINENT INFORMATION

Submit preliminary agenda CSM will envision event clearly Major red flags Look ahead to 90-day checklist

6 MONTHS

Submit meeting space assignments Submit estimated cover counts for meals Discuss special meals Set up the master account Discuss exhibit show plans Look ahead to 30-day checklist

90 DAYS

Submit event specifications in writing Submit rooming list Contract review Submit pertinent information

30 DAYS

Arrival/departure patterns

Luggage storage needs

Planned offsite events/tours

Media and press

Signage instructions Department instructions

Billing instructions Shipping needs Parking arrangements Gift deliveries/amenities

PERTINENT INFORMATION

Receive BEOs from CSM Return signed BEOs Review internal group resume Submit final agenda/conference program

2 WEEKS

Submit final guarantee numbers Submit special meals

GUARANTEE TIME

Your CSM will greet you Attend the pre-con meeting Discuss last-minute changes Share onsite expectations for venue

ARRIVAL DAY

Relax Your CSM is your liaison All parties will work from BEOs

Check function space one hour prior to start time

Onsite billing review

DURING EVENT

Write and submit thank you cards Offer gifts or gratuities Share list of exceptional employees Communicate with CSM’s superiors CSM will offer farewell

DEPARTURE DAY

Post-con meeting with CSM Bill reconciliation with venue Adjust room block for future years Adjust meeting space for future years

POST EVENT

The secret is…COMMUNICATION

FINAL THOUGHTS

Leverage your calendar

Experiment with technology

Modify communication strategies

NEXT STEPS

CIC Publications:http://www.conventionindustry.org/marketplace/publications.aspx Blog post: http://aaronwolowiec.com/2013/02/22/the-key-to-successful-csmplanner-collaboration-is-communication/ Event Specifications Guide:http://www.conventionindustry.org/StandardsPractices/APEX/EventSpecificationsGuide.aspx

RESOURCES

Aaron WolowiecMSA, CAE, CMP, CTAFounder & PresidentEvent Garde LLC

Kelly Van DykeCMP, CTAConvention Service ManagerAmway Grand Plaza Hotel

CONTACT INFORMATION

P: 616.710.1891E: aaron@eventgarde.com

P: 616.776.6441E: kvandyke@amwaygrand.com