Meetings at Risk means Business is at Risk … The Cost Avoidance Issue- It’s Time to Dance

Make Your Best Impression Blog   ·   March 15, 2009

You have heard the statements like, “Our business is based on the power of relationships”. Statements like these have never been more tested than during this current economic climate. With daily news of efforts to ban travel and meetings, which will further cripple the economy, it is now time that we extend our dance card.

As the third largest industry in the United States, the effort to label conventions and meetings as frivolous spending is irresponsible. This mindset is creating an environment of panic when what we need to do is search ourselves and get the core of why meeting and events are so vitality important in today’s economy.

Although we all come from different facets of the hospitality industry -together we more powerful- this attack has evoked an effort to speak in one voice. Following September 11, 2001 our national emotional fear of travel caused organizations to postpone or cancel their meetings. This was a result of an outward attack on our nation. Today we are allowing our own created fear to paralyze us from thinking with a rational mind.

Are we going to allow this to defeat us or stand behind our statements that relationships are the backbone or business. These face to face meetings are the foundation to build this bridge regarding of an economic stimulus.

How can you as a meeting planner do your part to stay vigilant during this season? As a National Account Direct with ConferenceDirect, our goal is to be that partner with our clients in good times and bad. We know the power of relationships. This has never been more tested than in today’s economic climate. Understanding your contract and being pro-active is the mark of a savvy professional.

Here are three things to consider:

Know Your Contractual Obligations

If you have meeting that will be taking place between now and the second quarter of 2010, it is time to review your contracts. What are some of the challenges that you might be facing to meet your contractual obligations?

Do Your Research

As a meeting planner you can really show your value to your organization by being prepared and taking action. Don’t wait for someone to tell you that there is a problem. Being a problem solver at this critical time is a great way to recession proof your career. Do your research and create a plan, execute the plan, and finally be sure to relay the results.

Don’t wait until after the Fact

Now is the time to reach out to your host hotel and engage in the dance of dialog to find a solution. At the end of the day, the hotel does not want you to cancel the meeting. By understanding the needs of both parties, you can find a solution that provides you a win-win solution to ride the current economic tsunami. If you wait until you have an issue, the hotel may not be as receptive to being flexible.

It is truly about mutual respect and communication. Doing what is the right for the greater good and looking toward the bigger picture of better days ahead. It is only through working together as hotel partners and meeting planners that we can ride this wave and enjoy the smooth sailing that only comes with relationships built on a strong foundation.

Dallas Teague Snider, CMP is a National Account Director with ConferenceDirect.