The Government Meeting Hangover: Recap and Remedies for the Government Meeting Professional

What Happens in Vegas...

First it was the OIG report on a $16 muffin the media so lovingly dubbed "MuffinGate" in 2011 . Then came the tax-payer funded GSA "Vegas Vacation" conference debacle unveiled in 2012, 2 years after the actual conference had taken place.  Earlier this year, the U.S. Department of Justice also came under fire for spending more than $600,000 for conferences held mostly in DC and CA.  Do you remember this video? 

 

Fast forward to 2013.  Federal agencies beyond GSA are slashing funding for training, conferences, food and beverage and travel.  Hotels, conference centers, and travel providers that rely on government business are losing revenue, government employees are missing out on training opportunities, and communities of practice are losing valuable face to face time and interaction with peers and decision makers.

According to an article in the Washington Post, agencies are reducing costs by trying to eliminate meetings, conferences and the need to travel.  "In August [2012], the GSA said it had canceled 47 conferences and cut $11 million in related spending since April. The Labor Department is in the process of eliminating 100 conferences, and the State Department has announced that it will increasingly hold meetings in government facilities instead of hotels".

In addition to reducing funding for meetings and travel, an online article in FCW states that GSA is trying to implement an enterprise-wide Meetings Management Program (MMP).  "GSA’s idea—the Meetings Management Program - would offer a disciplined, enterprise-wide approach to managing conferences and events, including the activities, processes, suppliers and data regarding the meetings."  Agencies are also following suit and drafting official guidelines that govern the planning of meetings and events. It sounds a lot like what corporations have been doing for years but a bit ironic given one of the reasons behind the renewed scrutiny on conference/travel waste and abuse stems from GSA's very own mishandling of their conferences and events. It also begs the question, how will implementing such a large program affect government and contract planners in the future?

 

 

The Future of the Government Meeting Professional

There has been open chatter among members in LinkedIn groups like the Society of Government Meeting Professionals (SGMP) and Society of Government Travel Professionals (SGTP).  Outside of online discussion, many individual planners and event management business owners are sharing their thoughts and concerns face to face at networking events, offline in small groups, or at community Round Table discussions.  Government agencies are handing out employee furlough notices while government contractors have laid off staff due to contract cancellations and delays.  Small businesses are suffering and the economy is stalling as a result.

Government and contract meeting planners are worried about their jobs.  One SGMP National Capital Chapter (NATCAP) LinkedIn group member said, "I'm feeling the effects at my company.  I had to take another position just to keep full time and not lose my benefits...This inability of our government to do its job is only causing the rest of the country to have to deal with the consequences."  

Professional and trade associations such as U.S. Travel Association (USTA), Meeting Professionals International (MPI), Convention Industry Council (CIC), The American Hotel & Lodging Association (AH&LA), and American Society of Association Executives (ASAE) have displayed a strong show of support publicly through campaigns and letters designed to bring awareness to the economic significance of both the meetings and travel industries. 

 

While these actions and campaigns have indeed captured widespread attention and created awareness, it does not offer solace to the government meeting professionals who have already lost their jobs or have been forced to transition into another career field to stay employed.  We are part of an industry that was already struggling to find a collective voice in an economy not yet fully recovered.  You can imagine the uncertainty facing those planners who support government agencies.  As a contract planner currently waiting to support a task order that has been delayed, I can attest firsthand to the difficulties of trying to anticipate the federal government's next move.  Agencies were notorious for red tape, delays and cancellations even before it became sequestrationally fashionable. Yes, that's a word I just created, no need to Google it! 

 

I'm not arguing against cutting costs by any means but I do take issue with the reactive and blanket approach to breaking "news" stories as it relates to such large industries. It's not just the government and administration's knee jerk reaction, it's federal and contract employees' lack of concern about the positions they hold and public perception.  These type of actions may also stem from a lack of professional development and training. 

 

I learned about the "Washington Post Test" early in my Certified Government Meeting Professional (CGMP) training course.  When planning a government meeting, don't do anything that will land you on the front page of the Washington Post.  Simple. If by chance you did forget what you learned, well, just use common sense. 

 

By now you know where we've been, how we got here and what we are currently facing, but where do government meeting professionals go from here?  I don't know all of the answers but I can offer some advice about how to stay agile and ready for whatever comes next.  

 ***

Stay CONNECTED

Both literally and figuratively.  Stay plugged into professional networks and online groups and attend events if budgets allow (or pay out of pocket, it's worth it!).  Start looking into virtual meeting and event training and certifications.  Agencies are starting to invest in virtual collaboration tools to host training sessions and conferences remotely.  They will need someone versed in the latest trends!

http://www.virtualedgeinstitute.com/ 

 

Stay RELEVANT with Training

Society of Government Meeting Professionals has beefed up their professional development and training offerings since hiring Ms. Garland Preddy as the Education & Training Director.  Take advantage of these extremely low cost opportunities when you can.  

Stay in the Know and Let Your Voice Be Heard

One person can make a difference.  Read about, write about it, make a stink about it! Write your representatives and professional associations, support initiatives already in progress, or start your own campaign.  Meeting planning is indeed a true profession.  Planning a meeting isn't rocket science; but planning a meeting for a group of rocket scientists requires knowing how to navigate federal government regulations and agency guidelines.

Share your thoughts on the future of government meetings and events below or follow me on Twitter @Meeting_Pro!

Being a "Parent Planner": My Not So Delicate Work-Life Balancing Act

I fell into the Meeting Planning profession as a new graduate with a carefree attitude, a willingness to learn, and nothing but time on my hands.  I was making $26K a year and the happiest Meetings Assistant you'd ever want to meet.  This is my story and I'm sticking to it.

I fondly remember working 14-16 hour days for months at a time leading up to annual meetings and 18 hour days for a week while assisting on-site.  There were moments I'd be one of the only people left in the office at 11 p.m. putting the final touches on documents to send to the printer by morning.  Others had to leave early to take care of families and get ready for the next day. I couldn't imagine having to go home and worry about children too. 

One night, my boss said to me, "I used to think just like you but then I had kids."  She then added on the infamous cliché, "You'll see, just mark my words!".  I was adamant; nope, that wouldn't be me. 

But only 2 short years later, it was. 

I didn't immediately feel the effects of parenthood until I returned from maternity leave and got back into the swing of things.  I thought I had everything under control until I didn't.  Waking up at 5 a.m. to drop my son off at the child care center by 6 a.m., on the road by 6:30 a.m., a lengthy commute and in to work by 9 a.m. 

By the time I arrived at work, I was exhausted and hardly ready for a morning production schedule meeting.  Those meetings were the worst.  My mind would be all over the map and I'd break out in hives just pondering different scenarios that could go wrong that day.

**

Did I merge the Speaker Letter correctly?

I hope the child care center doesn't call me...

How many times is she going to edit my session descriptions?

God, I hope the child care center doesn't call me...

Why is my name added to that task, don't I do enough around this place?!

Last time they called me because he pee'd on the playground.  For crying out loud he learned it while camping!!

Wait, what is that smell?  Is it me?  OMG, I must have left these clothes in the washing machine too long.  I wonder if anyone else notices?  

Am I crying?  What. In. The. World.

**

I was an exhausted, miserable wreck, not to mention that with all of the politics happening in the office it was close to impossible to get promoted.  My blood, sweat and literal tears had to have been for something right?  No, apparently not.

When the promotion didn't happen, I decided to leave.  It was only then that they offered to promote me. I declined and took a similar position on the education/content side where I didn't have to do much if any traveling and the hours were manageable.  The flexibility was great, the people were amazing, the job was fine but...

"But what?", my husband asked. "I need to find another job, I can't do this."  He was floored at my admission after only 3 months on the job.  Ultimately he wanted me to find happiness in my career which meant any job that was event related would probably require travel which in turn would place a bigger burden on him at home. 

I actually MISSED staying up late to meet a deadline, the travel, the planner pounds that crept up silently while having every meeting and pre-con over a meal!  I felt selfish for wanting it; yes, I did.  I was almost 30, in the prime of my life and my planner friends were jet-setting while I was combing the internet for articles on "3 year old bed-wetting".  I stayed put for a while though, I pushed my "need for speed" down to the pit of my soul and waited until the right time and opportunity came along. 

I never got any sleep because I was up all night checking to make sure my son was breathing...because you know, reading things on the internet will make you feel like the world can come tumbling down around you at any minute, so you have to cherish every moment.  When I wasn't up at night, I was sleeping during the day...in my car on my lunch break.  There were some trips and site visits I couldn't attend when my son developed a case of bronchitis and my husband had to attend a week long conference away.  My husband expertly prepared microwaved dinners during the few times we both had to work late and because a picky eater only likes nuggets and "maconi and teese" in a bowl. I started doubting my desire to get back into a Meetings Department and on the road. 

My husband and I found a happy medium when he started telecommuting more and I received a job offer to plan government meetings for a contracting firm.  The travel was limited to local venues and I received a lot of experience providing direct client support.  It was quite a change from the world of association members, annual meetings, and volunteers but the basic planning principals were still the same.  It was the best of both worlds.

Then a funny thing happened on the way to finding my Zen.  Surprise!  It's a girl! 

Fast forward to 6 years later. I'm still planning government meetings and very happy with my career and goals I've set for myself.  I travel locally and regionally.  As our support expands to other projects I'm sure the travel and duration will increase, though I don't have the same worries as my kids grow older and gain self-sufficiency.  I don't know what the future holds, but today I'm in a good place and thankful for the supportive network of people in my life.  

How do I balance my work and home life?  Here are some things that have helped me along the way and may help you should you decide to continue working full time in this industry while raising a family.

1.  Don't Suffer from an Identity Crisis - You're a parent now, but you weren't always.  Never forget that you are "Connor's mom/dad" AND a professional.  You still have a career and you have to tackle each project and event with the same passion as parenting.  The event is your baby at work.  In fact, planning an event is a lot like raising a child.  From conception on - you create, develop, nourish, stay up all night, make mistakes and learn from those mistakes.  In the end, it is so satisfying to see it all come together and all you can do is smile and say, "Wow, that was grueling but worth it!  Let's do it again!" 

2.  Power Down - I know it's hard, but at some point you have to draw a line in the sand when it comes to family time.  When you come home, it's easy to get lost in a flurry of emails that come through after hours but resist the urge to answer them. 

3.  Family-Friendly Work Environment - Find one!  The flexibility, benefits, perks and even office demographics should be strongly considered when accepting a position. 

4.  Constant Communication - Child care centers and schools have made advancements in electronic communication.  Knowing that you have a good, open line of communication with your children's teacher/provider will ease some of the worry parents tend to experience during a work day. 

5.  Network of Support - This is extremely important. I wish I'd known then what I know now.  Having family and friends close to share experiences with and in case of emergencies is a must. 

6.  Wine and Whine - No, seriously.  Either one will work depending on the time of day and who's around :)

I would love to hear your thoughts on how you balance being a parent and working as a Meeting or Event Professional.  Send me a tweet @Meeting_Pro, connect with me on Linked In or write your comments in the box below. 

The Meeting and Event Industry Sizzle in '13: What's Hot and What's Not

Some of the biggest changes in the industry right now have happened due to increased scrutiny of events and travel.  There has been a renewed focus on strategic meetings management, cost effectiveness and ROI. 

Many organizations are hosting meetings and events closer to where the bulk of attendees reside to cut down on travel costs,  shortening the duration of the event and/or cutting out face to face events all together and opting for the virtual alternative. The current environment has created a new landscape.  It's back to basics with sustainability and "back to the future" with technology.

Here's a quick list of what's hot and what's not in the event and meeting world right now.  Of course things are ever changing and what may be considered in today could be out tomorrow. 

What would you add to this list? 
Add your ideas in the comments section below!

 

Registration and On-Site Management

What’s Hot	What’s Not
Attendee check in with kiosks, mobile apps and QR codes	Traditional, manual attendee check in using Microsoft Excel at a stationary registration desk
Eco-friendly thumb drives containing all event/meeting conference information	Tote bags containing printed event/meeting materials
Using document readers/editors, note taking apps and cloud-based storage like Drop Box to access and manipulate meeting files	Carrying meeting binders and printed files onsite
Coverless eco-friendly name badges with a recyclable/reusable clip	Traditional name badges, plastic holders and lanyards
Digital signage	Printed signage

 

Food & Beverage

What’s Hot	What’s Not
Creative twists on every day food – crab and avocado  shooters, maple bacon on a stick,  fruit salad served in an edible bowl, make your own trail mix, veggies cut like fries and served in a paper cone	Chicken satay, mini crab cakes, crudite, granola bars and cheese platters
Locally sourced and sustainable (so local that some hotels are sourcing foods from their very own gardens!) and more gluten-free options	Imported food, one size fits all approach
Food trucks	Off site dinners at restaurants
Hydration stations and naturally infused water in pitchers	Bottled water

 

Attendee Networking and Engagement

What’s Hot	What’s Not
Using gamification to turn ordinary traffic building activities into an interactive, engaging and fun competition	Using printed forms for “scavenger hunt” type games
Integrated and continuous attendee networking with social media apps for your event/meeting	Specific times set aside for attendee networking and physical attendee message/communication boards

 
Destinations and Venues

What’s Hot	What’s Not
Pedestrian friendly cities with lots of options for eco-friendly transportation (pedestrian pathways, bike lanes, electric pedicabs, hybrid taxis)	Simply put destinations that aren’t!
“Green Venues” that have adopted environmentally  responsible practices: i.e. LEED certified, designated hybrid parking spaces, solar panels, recycling and compost program in place	Venues without a sense of environmental responsibility; no recycling program, energy efficient lighting, etc.
Complete meeting package options, customizable to fit budgets	A la carte pricing
Using social media and web based event/meeting management software to source meetings	Traditional RFP process
Virtual site inspections	Traditional in person site inspections

 
Technology

What’s Hot	What’s Not
Charging station for attendee tables, smart phones and laptops	Cyber Café with provided laptops
Virtual whiteboards	Traditional whiteboards
Free Wi-Fi in meeting space	Paying for Wi-Fi per connection
Hybrid events/meetings	Face to face meetings without incorporating some type of virtual component
Presence on social media platforms such as Pinterest, Twitter, Facebook, Google Plus, and Vine	No presence on social media platforms
Telepresence and immersive experiences	Traditional video conference
And for fun…Google Glass	Ray-Ban

Cinco De Mayo Party Dos and Don'ts (Video)

HAPPY CINCO DE MAYO

 

 

Reposted from The Doctors

Entry-Mid Level Planner Career Series: Landing Your 1st Event Industry Job - How to Gain Experience, Get Noticed, and Get to Work!

 

I recently participated as a presenter on a career panel at the George Washington University (GWU) School of Business for students in the Master of Tourism Administration program.  The session was hosted by Meeting Professionals International's Potomac Chapter (PMPI) Student Relations committee.   

During the discussion, we received a question from a student who asked how it was possible to get a job as an event professional if they didn't have the required experience or certifications posted in the job description.  This student was a mother, full time employee, and a graduate student.  She had more than 15 years of professional experience in another field yet met road blocks for even entry level positions due to listed requirements.  It was a timely and relevant question but certainly not a new issue facing recent graduates or experienced professionals making the transition into a different field; and it isn't specific to the event industry. 

For years employers have required a certain level of experience, skills and education for positions that were seemingly junior or entry level.  Let's face it, employers will always have a wish list and with the economy in such a fragile state, can have their choice of candidates that possess all if not more of what they state the job "requires".  That doesn't mean that if you don't meet each of the requirements you can't apply.  The first hurdle you need to clear is a mental one...do not limit yourself!  There are ways to get noticed even if you don't have each of the bulleted qualifications. 

These are some steps you can take that will help you get your foot in the door when applying for your first event planning role as a student or experienced professional. 

 

1.  Join a professional association and get involved!

Join - Student memberships are usually less than $100 and professionals looking to make the move into the event world should first ask their current employer if they will cover the cost and if not, reach out to membership departments and ask about  scholarships and how to qualify for reduced tuition. 

 

Attend events and participate on a committee - By attending education and networking events and volunteering on committees, it shows prospective employers that you've made a commitment to the industry, willing to learn, and can collaborate with others. The more involved you get, the more comfortable you will feel eventually moving into a leadership role.

 

Here are a few of the associations geared towards meeting and event professionals on the planning side.

Meeting Professionals International (MPI)
Professional Convention Management Association (PCMA)
Society of Government Meeting Professionals (SGMP)
International Special Events Society (ISES)
Event Planners Association (EPA)
National Association of Wedding Professionals (NAWP)
American Association of Certified Wedding Planners (AACWP)
National Association for Catering and Events (NACE)


2.  Seek Volunteer and Internship Opportunities

According to an article in Forbes magazine, volunteering is the perfect way to get your foot in the door of an industry or field in which you may lack significant experience. Volunteering also differentiates you from other candidates and can push your resume to the top of the pile.  Help manage registration activities at a charitable fundraiser, staff the exhibit hall at a county fair, promote and market local sporting events, or organize the logistics for a community arts festival.  Volunteering IS experience! 

You can find volunteer opportunities here:
Idealist
Volunteer Match
DC Metro/Northern VA - Volunteer Fairfax


3.  Not certified yet? Fake it until you make it!
The job posting requires a certification.  Problem is, you're still working toward it.  Now don't take this as me advocating lying about having a certification when you don't.  Even if you don't yet have enough points to sit for a certification exam, there are in-person and online prep courses that you can take just for your benefit and knowledge.  Add this training to the professional development area on your resume.  When an employer notices you've invested the time to take a prep course, it shows you are serious and you may be considered a much stronger candidate because of it.  Also, many courses count as credits towards your application getting you one step closer to being eligible to sit for an exam.

CMP Online Prep Course through PCMA
CMP Online and In Person Course through MPI chapters/online
CSEP Prep and Exam Information
CPCE Exam Information
American Association of Certified Wedding Planners Training

Key: 
CMP - Certified Meeting Professional
CSEP - Certified Special Events Professional
CPCE - Certified Professional Catering Executive


4.  Use Social Media Marketing to Brand Yourself

Are you networking in groups, with colleagues, and prospective employment managers on LinkedIn?  Do you share industry information and articles on Twitter or Facebook?  Are you writing your own or commenting on others' blogs and collecting event inspiration from Pinterest or Instagram?  If you answered yes to any or all of these questions, you're halfway to hired! 

You have to brand and market yourself just like you would a company.  You are in control of how employers view your online persona.  Don't get caught off guard unaware of what shows up when a prospective employer searches your name online.  Create your own results!

Your online presence can also be tied into your Klout score; a number from 1-100, assigned based on your activity on social networks.  It essentially measures your influence and could become as valuable as a credit or SAT score to some social media savvy employers.  Read more about social HR in Forbes.

This is by no means and exhaustive list but it is a start.  Have other suggestions you can pass along to those new to the industry?  Add them to the comments section below!