Page 162 - Leadership Format System

SECTION
III
Site Inspection (Continued)
Director of Motivation
When booking a meeting 4 to 6 weeks in advance, you are probably dealing with space that will go unsold by the hotel. Don’t go with the first rate quoted unless you are very happy with it. Tell the hotel you are filling a hole for them, and you would like better consideration for doing so.
While you are on a budget, you need to be fair with the hotel. You don’t want to nickel and dime them to the point where the hotel loses money or you become a piece of bad business. Not only does the hotel have a reputation to uphold, but you as the customer, always want to be welcomed for future meetings.
Key Points to Remember • Guest Speakers
Contact your guest speakers as soon as you know your meeting dates, location and tentative agenda. You need to tell them the topic, how long to speak, the times and location. Remember, use only HGI-approved speakers for your meetings.
• Promotional Materials
The initial step in promoting, informing and building interest in your meeting is through your promotional materials. The better the promotion, the more successful your meeting. The most economical way is producing one flyer or brochure with all information about the meeting to be passed out at all area BOPs and training meetings.
• Registration Forms
The registration form can be one of the most vital pieces to the success of your meeting. It lets you know how many people will be there and you can plan accordingly. From the registration form, you can produce pre- printed name badges, prepare awards lists, guest lists, etc.
• Tickets and Name Badges
These two items can be designed and ordered well in advance. Name badges can be done by a printer, or you can purchase the stick on type and have the greeters fill them out when people arrive at the meeting. Tickets should always be pre-printed and pre-sold. Investigate options like EventBright.com for online event ticket systems.
• Guest Seating
Make sure to designate one or two people to monitor the seating in your meeting room. These people are responsible for adding chairs as the room fills up. by Compliance. Give yourself plenty of time and submit any unapproved material as far in advance
For training and educational purposes only. Not to be used with the public.
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Section III — DIRECTOR OF MOTIVATION