Evening Reception- SREC2011 is on Fire

Tonight we were treated to a wonderful Evening Reception at the Daytona Beach Resort & Conference Center where we at Tropical food and enjoyed fruity drinks! Attendees were transported to the island of Hawaii by the traditional island band and Hula Danceers. A lucky few were event invited on stage to learn first hand the art of Hula dancing. This phase of the reception was capped off by a solo performing twirling fire while dancing, even eating the fire at times!

We then travled to the Hilton Daytona Beach Ocean Walk for a delicious spread of cheeses, fruit and Bananas Foster! Daytona Beach is truly showing off to our Southeast Suppliers and Planners!

Emerging Technology in Meetings by Marketing Mud

There are many emerging technologies that are making Meetings and Conferences easier to coordinate, lower cost, and more engaging for attendees. This presentation will focus on several of these technologies:


FillAnyPDF.com- this technology allows you to upload any document and with the click of a button (and the creation of a FREE account) convert any PDF into a fillable form. Simply download the finished product, and send it out to all of your contacts. Good for: Conference Registrations, Contracts- including Speakers, BEO’s, etc., or Donations of Door Prizes.

Google Docs- this collaboration technology is FREE with the creation of a Google Account (FREE) and allows you to create, share and collaborate in Real Time with colleagues from all over. You can create and share PowerPoint Presentations, Excel Files, Word Documents, PDF’s, Illustrations, and Forms. This will save you hours of time and hundreds of emails (and headaches!)

QR Codes- or “Quick Response Codes” are FREE to generate and can be used in a number of meaningful ways: Direct users to a URL (website) where they can: Download a white paper or book excerpt, Obtain a Special offer from an event sponsor, Enter a Contest, Send Contact Information to a Phone, or Add Subscribers to an Email List.

Twoppy.com- FREE Smart software that Creates a Mobile Event Guide for Conferences, Festivals, Exhibitions, Amusement Parks, Zoos and Sporting Events. Optimized for iPhone, Android, Symbian, Bada and BlackBerry (OS6).

Upload your Event info into the creator and then Publish. Send out to your Event Attendees so they can access information about the Event from their smart phone throughout the event. For example visit Twoppy.com

Poken for Events- Creates a memorable experience for participants and great value for organizers and sponsors by Increasing networking efficiency between participants at your events, Creating a cost-saving and measurable solution to distribute information, Generating quality leads based on people’s real interests, and Associating your brand with innovation and technology.

Use a Poken – USB or other Design, these “Pokens” or the Smart Phone app Version use “Near Field Communication” Technology (NFC). This allows you to transfer contact information, digital collateral materials and other information in seconds. Post event, you create a user login on website dashboard to manage all documents or personal contacts that you collect with your Poken. Visit Poken.com for more information and an overview Video.

Eventbrite- Software that helps you manage the Registration process for a meeting or conference.

Slideshare- Software that allows you to share your PowerPoint Presentations.

Poll Everywhere- Software that allows you to do Polls of your audience via text message and view results in real-time.

Tradeshow @ The Shores Resort & Spa

The tradeshow is taking place now at the Shores Resort & Spa!

Located in the Bill France ballroom and Richard Petty room, exhibitors are able to uniquely display their properties and businesses in an ideal environment for Meeting Professionals.


Some of the highlights include a 4 table spread by Starwood Hotels and Resorts, a young a fresh branding display by the Atlanta CVB, as well as a beautiful booth display by the Shores Resort & Spa.

The Daytona CVB exhibit team has done a tradeshow MUST by wearing branded apparel, while the Greater Ft. Lauderdale CVB has truly embodied their Florida spirit by incorporating vibrant and “Sunny” Colors into their display!

Tradeshow attendees are eligible to enter to win a fabulous door prize by visiting different booths to get signatures (and network)!


How to Get More Attendees at Your Meeting by Premila Whitney

  1. Know your meeting.  Know the strengths and weaknesses.  We often fail to recognize our areas that we need improvement.
    1. a. Wants beat needs most days (continuing ed credits at this conference an example)
    2. 2. Tips
    3. a. Tip 1. Do you homework
      1. i. Create list of potential attendees and ensure good targets
      2. ii. Find out all you can about potential attendees
      3. iii. Brainstorm with event team to determine ways to sell them on attending
    4. b. Tip 2. Make killer session titles
      1. i. Captivate with title.  Description will reel them in
      2. ii. Liven up your session descriptions
      3. iii. Craft strong learner objectives.
      4. iv. Spell out who should attend
    5. c. Social media is not the only tool
      1. i. Social media is another way to connect.  Everyone wants to feel loved….connected to.  Bad thing about social is you may get feedback that you may not want.  Removing negative posts can generate more issues.  Balance is important when using social media.  Humanize your social communications.  Using hootsuite is efficient but can communicate the wrong type of message to the wrong people – under age 35 on facebook, over 35 on twitter.  Also, be sure to respond to messages.  If you do not interact and speak back you will lose attendees.  Some government employees can lose their job if they use facebook at work.  Some governmental entities have social sites even if they are not allowed to use it internally.
    6. d. Get more out of your meeting without squeezing
      1. i. Hire and get volunteers that get behind their job.  if they are not happy with their role, they may become negative.
      2. ii. Get the right people to the meeting so target correctly.
      3. iii. Design unconventionally.  Maybe make the tradeshow floor different that the standard 10 x 10.  Ask exhibitors how you can craft the space to meet their needs.
      4. iv. Shorten the meeting.  Ex. Drop a 4 day meeting to 2 days.  People may be intrequed by the change.  Streamline general sessions.  Skip opening general session and make the closing general session more appealing (raffles, great content).
      5. v. Make a more interactive format so that attendees feel like they are part of the meeting.  New menu options – more creative.  Meet needs of new diets.
      6. vi. Getting your attendees back
        1. 1. If same venue come up with something interesting to bring them back.
        2. 2. Make the programs small so that they are easy to carry
        3. 3. Post event marketing – start marketing next year as soon as possible through facebook, twitter…..lock the attendees from this year down for next year.
        4. 4. Get listed on cvb early for next years conference
      7. vii. Brand meeting
        1. 1. Create an environment where people interact.  Look at the whole experience from the bags to the hotel and education.  All of the little aspects will help build the brand.


We could have put the website up earlier.  Register early and get a discount.  Can pay by a certain date.  Also start working on sponsorships for next year at this years meeting.  Have one person travel around to present the meeting to each of the chapters.


Tips – unconvential meeting space.  Get outside of the boardroom and into a unique space.

Call the potential attendees personally.

Have a nice reception for all attendees.  Attendees are like family many times.

Alternative seating will create interest, so will better food.

Have different companies sponsor different segments of the meetings.  They will write checks and also promote the meeting.  Make attendance free by getting large sponsorships.

Give out a unique speaker gift.  Example is photo that Florida Capital Chapter gives out.

Have a meeting flow plan prepared so meetings run smoothly.



Make Networking a Way of Life by Laurel Brown

Networking- A group or system of interconnected things or people.  First came about in 1560 from the fishing industry – the wider the net, the more fish they would be able to catch.  Networking is like fishing.

As a child, Laurel would fish by casting a bucket into the lake and see what she would be able to scoop up.  This was fun, but how effective?  Her neighbor, Mr. Funk new how to fish…when and where to fish.  When you came to this conference did you make a networking plan?

Every time you meet someone new, it is an opportunity to learn something new, Church, the gym, grocer store.

You should have an opening line prepared for when you first meet someone so that you both feel comfortable.  Ex., what brought you to this meeting?  Then, get to know them with questions like Why did you come to this session?  What do you like to do when you are not working?

Have some conversation ideas.  Learn about current affairs, movies or best selling books.  Also, know football scores if you are from the south.  Two websites that can help: bestfunfacts.com or funtrivia.com.  EX: 85% of customers on hold have yelled or cursed while waiting.

Life balance is important.  Through networking you may be blending the personal and professional lives.  This can cause stress so you need to maintain a healthy balance.  Having balance will allow you to be more flexible, you project confidence.  People like to be around confident people.

Once in a while you have to go to the willowwacks – a quiet place that you can decompress.

Be ready, willing and able to help others.  It does not necessarily have to deal with a work related project.

Always keep your integrity.  Bad news spreads quicker than good news.  When you make a mistake apologize quickly.  Integrity is tied to your reputation and also for the company that you work for.

Be positive and fun.  People like to see a smile.

Try to never speak ill about anyone.  It will always come around to haunt you.  Always speak positive and about the positives.

Always carry a pen and paper or an electronic gadget that you can take notes with.

Be careful with your electronic messages.  You may want to wait a day if you are writing an emotional email.  Ex: One time a group brought pastries to our office.  She emailed out to her co-workers…..pasties available up front.  She emailed out pasties, not pastries.

Listening is being quiet and observing body language.  Body language can often speak more than the spoken word.  Texting during a conversation is disrespectful.  It says “you are not important to me right now.”

A hidden word in listen is silent if you shuffle the letters.

Techniques for successful networking

Elevator speech – 20 second blurb about yourself for when you meet new people.  Quick and simple description about who you are and what you do.

Include name, business name/location, your specialism/product/service.  But, it also must include something that is going to make them want to know more.  It should be interesting enough for people to pay attention, but very concise.   See Molly Gordon at authenticpromotion.com  for good instruction on elevator speech creation.

Be Different – Why would someone want to come to you if you are the same as everyone else?  That difference needs to stand out amongst others.

We entered into a brief breakout with those around us sharing our elevator speeches.  Many of the attendees came up with great ideas for their elevator speeches.

Be different continued…..when you receive an email call them right back.  Say I just read your email and I wanted to give you a call back to get you a quick answer.  That is a good and quick way to promote your business.

Smile on the phone.  Your smile can be heard.

When someone asks how you are doing, do not answer with FINE.  FINE really means “Feelings I am Not Expressing.”  Try saying something like “I am so happy I could be twins.”

Do not cross your arms.  It sounds out a negative, closed vibe.  People do not see that you are just in a comfortable position.

Always wear your name tag .  It is free advertising and also gives people an opportunity to create dialogue with you.  You should wear a name tag on the right side because we read from left to right.

Have a detailed email signature.  People want to be able to get in touch with you.  Include a sentence or two about yourself, your company or job.  That is even better than a famous quote because it is about you.

Always follow up when you say that you are going to do something.  4 musts

1. Send a note within 24 hours

2. If you made a promise, follow through with it by the deadline or before

3. Call within two weeks if you say “let’s get together”

4. If you ask someone to pass on your card or resume send them a thank you and follow up with them.  They will want to know if their referral was successful for you.

Always be open and ready to meet new people

Make eye contact with people and smile

Have an open and friendly approach

Keep a pen and paper to write



Help at least one person with something.  Just simply be helpful without the objective of getting anything in return.

Sit with a new group of people at least 2 times.


How to attract Planners to your Booth by Premila Whitney

Become a Planner Match

Maximize your ROI when Exhibiting- Set clear goals and do your research. Is this the right audience for you, does it fit within your budget? Advertise in advance to your audience and frame your exhibit around their interests.

Choose the right Give-Aways- Select items that relate to your audience and match your brand, refine your elevator speech, give away useful items that have a long lifetime. Items that excite us: Padfolios with Calculator, Sticky Notes, Flash Drives, Staple-less Staplers, Lens Cleaners

Green Practices- Maximize impact, give away green products, distribute collateral on flash drives, be creative with sustainability. There is a growing emphasis on cost benefit – focus on resilience and natural abundance.

Content Marketing- Engage your audience without selling. Use Social Media, Blogs, In person events, Webcasts, and Print Publications. Approach it as a long lasting relationship building opportunity.

Proper Booth Etiquette is very important. Body Language and Greetings are your first impression, and matter very much. 55% of your communication is nonverbal. Have a decision maker at your booth!

Be Creative with your Booth- Create an open atmosphere, optimize lighting, color, movement, and displays.


Managing Email Overload by Peggy Duncan

Do you have more than 26,000 emails in your Inbox? Then you’re not as bad as Peggy’s worst case!

Never use your Inbox as storage- it is not a file, calendar, contacts, its not efficient. That’s why Mr. Gates invented the Calendar function, the Contacts, etc.

Always keep your inbox items to fit in one screen- no scrolling


Creating Folders

Group like subjects together

Only use A-Z categorization within a folder, i.e. Clients –> A-Z

Create a CYA folder– keep that JUNK out of your Inbox


Write better Emails

- Keep subject line specific

- Have only one subject per email

- Writing rules apply- grammar, spelling, brevity, easy reading

* If you wouldn’t do it on your company letterhead, than don’t do it on your email


Protect your Email

- Do not put out your hyprlinked email on the web- SPAMers will find that

- Autoresponders- use them for their true purpose, NOT on a daily basis

- Answer emails smarter- do you have FAQ’s? Put those on your website

- Create separate emails and set rules to filter into folders


Pet Peeves

- Reply All when it doesn’t apply to ALL

- Not using spellcheck

- No Subject in subject line

- Marking every email as high priority

- Reply ALL when they were Blind CC’d

- NOT reading the email content, and asking a question that is answered in the email

- Reply that just reads “Thanks”

- No Greeting

- Carets >>>>

- Don’t put just a graphic as your signature, use real text



- Send to yourself, BCC others to prevent Reply All

- Use folders and rules to auto file emails: Tools–> Rules and Alerts–> specify parameters

- Emails that require not attention, type “FYI” or “No Response Necessary”

- Ctrl H, Find and replace the carets with, and leave the box blank

- File it, delete it, or schedule time to do it later- Prioritize, don’t multitask with email

- Flag emails with specific date and set reminder to follow up

- Categorize emails by a custom group i.e. “Call Back” so you have all of your sales calls in one spot

- To begin your sorting, Right click on message- select “Find All” and file them into the appropriate folder

- Triple Click on subject line and re-title it before you file it

- Save Mail thread as text file: Ctrl A- (select all) choose text only, name it, and it will save all into one big text file

- Drag Email message to calendar to create a meeting or event reminder

- Create multiple auto-signatures and use the appropriate one per email

- On Exchange Network- search for available meeting times at once

- Contacts- associate a Planner with her Assistant’s contact info

- Color Code your calendar based on item type, i.e. Meeting, Speaking, Call



“We’re in the People Business” by Ed Scannell

Ed Scannell filled the room with laughter as he opened with Why we Meeting Industry professionals attend Conferences?

- People want content/information

- People want to have recreational aspect to Conference

- Networking Opportunities


Ed Covered several topics that we in the “People Business” encounter regularly:

“We’re not in the coffee business serving people, we’re in the people business serving coffee”- Howard Schultz, CEO Starbucks

Three types of People- Make things happen, movers and shakers, Watch things Happen, Wonder what the heck happened.

TEAM Planner- Supplier Relationships- Together Everyone Accomplishes More.

Positive v Negative People- For every Positive comment, there were 23 Negatives- University of Michigan study found. You will burn 3 times more energy in a Negative frame of mind, than a positive one. It is part of our job responsibility to be positive toward people. Ed engaged the audience to speak positively to those at our table for 1 minute to see the response you get.

Emotional Intelligence

“The ability to acquire and apply  knowledge from your own emotions… and the emotions of others” -Daniel Goleman. “Feel, Felt, Found Technique” 1) I understand, I feel how you feel 2) So and so Felt that same way 3) Until she found____”

Personality Styles- Analytical- soft spoke, procedural, Amiable- everyone involved, fun people to be around, Driver- go 127 miles per hour, get to the point, Expressive- really get everyone involved. You have to be aware of your Personality Style so that you can adjust or recognize those Personality Styles that are around you.

SGMP “Tool Kit”

“Coming together is a beginning: staying together is a progress and working together is a success” – Henry Ford

Communication- Average person spends about 70% of their time

Creativity- Do something different, change things up for a new perspective

Customer Service- Be a little bit better than your customer, not in price, but in service

Leadership- Understand more of what a person is, than what a person does

Emotional Quotient- Handling relationships

Managing Change- Change can be adding to, rather than taking from. It takes the average organization between 3 and 5 years to fully embrace change.

Motivation- It is intrinsic, you can’t motivate someone to do something, unless they want to do it. It is important to build on strengths.

Planning- Set your goals and objectives before you start.

Conference Opening by Amy Brown, CMP, CGMP

Thank you to our sponsors, CVB’s of Florida for a delicious breakfast and Keynote by Ed Scannell.

St. Petersburg/Clearwater, Visit Orlando,Visit Gainesville, Visit Tallahassee, Ocala/Marion County, Greater Ft. Lauderdale, Beaches of Ft. Myers Sanibel, Space Coast, Kissimmee CVB

Colors Presented by: Embry Riddle Aeronautical School ROTC Unit

Daytona Beach Police Foundation- Overview and Thank you for our selection of their Foundation and supporting their initiatives. To learn more about the Daytona Beach Police Foundation, visit their website.

Wonderful Welcome Reception- Shores Resort & Spa

Tonight we had a wonderful Welcome Reception sponsored by the Shores Resort & Spa. The evening was filled with networking and delicious food!

The evening began with an opening toast by the GM of the Shores Resort and Spa, Dave Rijos. From there we enjoyed the company of our fellow SGMP SREC attendees from all chapters of the South East.


We are looking forward to the Opening Breakfast and Keynote Address by Ed Scannell tomorrow at 8am in the Bill France Ballroom. “SGMP We’re in the People Business” sponsored by the CVB’s of Florida.


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