Planners Pointers

Getting the Most Out of Participating in Vendor Shows Part 1 Choosing the Show.

2012-01-17T06:58:00.000-08:00

Welcome to Planner's Pointer's

Things to consider when planning to do a trade or vendor show

It's the beginning of a new year and bridal shows and charity vendor shows will soon be in full swing. If you offer a service or sell a product you are no doubt being mailed and emailed information about upcoming shows. Trade shows are tempting marketing opportunities because they offer everyone a chance to reach hundreds and potentially thousands of people over a rather short period of time. Before you send your check and sign the contract here are a few tips to consider when choosing the correct show for you.

1. Is doing a vendor show the best way to reach your target market? The best way to find out the answer to that question is to ask the show promoter what the demographics are for their show and use this information to determine if it applies to your business.

2. How much does the show cost? And the follow up question is -- How much will you have to sell to recoup your costs of this show. If you believe that you can't recoup those costs in the first couple of hours of the show, then you might want to reconsider if this is the best use of your marketing funds.

3. What do you get with the show package? Do you get an ad or just a listing in the show program. If you pay a little more, will you get a better spot on the show floor? Can you share a booth? Some show promoters allow you to share a booth if you are selling the same product, several Mary Kay reps sharing a booth at a wedding show for example.

4. What other vendors will be there? Ask the show promoter what other vendors are attending. Are these other vendors compatible with what you sell or are they your direct competitors? Is the show promoter limiting in any way the number of vendors selling similar items? Do you have a good relationship with any of the other vendors attending the show? At a wedding show for example it would be helpful for a florist to have a good relationship with a limousine company.

5. Does the show location also serve your target market? If most of your target is south of the city, then a show north of the city not give you the best results.

These are but a few considerations in choosing a vendor show.

Next week: Pre show Marketing

Planners Pointers is a blog and talk cast to help beginning event planners with their event planning share ideas on planning better events, books to read and websites to discover.

Planner's Pointers is written by Mary Pam Kilgore, CMP, of Kilgore Business Services. You may reach me through my website www.kilgorebusiness.com You can find podcasts of Planner's Pointers at http://www.talkshoe.com/tc/73353

What Goes Into a Meeting -- Vision and Goals

2011-08-12T13:05:00.000-07:00

Welcome to Planners Pointers!

Meetings, conventions, weddings, fund raisers and birthday parties all have one thing in common. They all share the same planning process. This planning process has several pieces and over the next several weeks I am going to write about the many aspects of the planning process.

This week aspect is Goal. Goal as defined by Merrian Webster is "the end toward which effort is directed." I believe that determining what your goal will be for any event must be the first thing you accomplish in any planning. Without a goal or goals, the everything will flounder. Goals determine budget, dates, location, marketing and all of the rest of the processes.

Let's try a word similar to goal -- vision. Defined as a thought, concept, or object formed by the imagination. Vision is often a word people when describing what they want their event to be. What people see in their mind's eye. What their dream is. Most of the time vision is what happens before goals are set.

What does this all mean for the event and meeting planner? I believe that it is the planner's job to take the vision and turn it into a goal. How you do that will be discussed next time on Planners Pointers.

Glossary Term -- Agenda

2011-07-05T11:07:00.000-07:00

Welcome to Planner's Pointer's. Planners Pointers is a blog and talk cast to help beginning event planners with their event planning. Give them ideas on planning better events, books to read and websites to discover.

Each month I would like to share words commonly used by professionals. The words along with their meaning will be from the APEX Industry Glossary.

The Convention Industry Council is the organization of 33 associations coming together to exchange information among the meetings, convention and exhibitions industry. One of the initiatives is APEX, Accepted Practices Exchange to develop practices that reach industry wide. One of the practices is a glossary of terms used in the industry. The goal of the glossary is to standardize the definitions of words used by the meetings industry.

This week's word is Agenda: A list or plan of items to consider, decided, undertaken or accomplished at a meeting or event. Agendas are generally formal, structured lists and may include a time schedule.

A simple agenda might look like this --

Time	Event	Location
8:00 AM	Continental Breakfast	Junior Ballroom
8:30 AM	General Session	Main Ballroom
8:45 AM	General Session -- Election of officers	Main Ballroom

Other Agendas would add speakers, topics, and length of time

Another term you hear used in place of agenda is schedule.

Determining the agenda for any meeting or event should be done very early in the planning. In my experience it should be done right after you set the goals of the meeting. I believe one way to show how you are to carrying out the goals of a meeting is through the agenda.

That your Planners Pointer for today!

Website -- Eventsburgh

2011-07-01T13:45:00.000-07:00

Attention all Pittsburgh event planners! Looking for new website to post your events for free? Eventsburgh is the new on-line place to be.

Want to post an event on Eventsburgh? First you have to become a member. That's free and all you have to do is complete the form. Yeah! I like easy. You can add a picture of yourself if you would like, otherwise you get an avatar.

Once you have registered you can click on the big button that says "Post an Event" and complete the form and post. The 100,000 character description block will cover even the most detailed event. Don't forget to use the preview button to make sure you have all your information.

You can also push it out to Twitter, Facebook and LinkedIn with a mouse click. For those of us used to doing separate postings, it's a time saver.

It has a few bells and whistles that you can choose to add for a small fee. For example, an additional link to your on-line registration site, or additional social media listings but they are inexpensive and I think worth the cost.

All events are posted to the calendar and emailed to those who register. You only receive emails for events in categories that interested you when you signed up.

Also take a few minutes to wonder around the site to find listings or read forum postings. The site has lots of potential.

Eventsburgh was started by University of Pittsburgh alum, Tony Hsieh (pronounced "Shea") as a way to show his friends that there are lots of things to do in the 'Burgh. Yeah Tony!

Remember an on-line event site is only as good as those who post their listings. Add Eventsburgh to your list of on-line calendar listings.

That's the Planners Pointer for today!

Invitation Tips for better mailing and response

2011-06-14T02:44:00.000-07:00

Welcome to Planners Pointers! You are planning a wonderful special event. You have a great speaker or are honoring community volunteers or this could be a special fund raiser. Now it's

time to send the invitations. When you are sending invitations for an event you have been doing for several years it's easy to recycle the same invitation. Just slip in the new dates, new honorees and it's good to go. But before you hit send to your printer's ftp site here are five idea you consider.

1. Review last year's invitation. Does it still reflect the goal of the event? Has your logo changed? Location? Board members? Website? Mission statement? Have at least 3 pairs of eyes. Add something new like a QR code. Design it so it will fit into a standard size envelope.

2. Mailing list When was the last time it was updated? Have you made the corrections that resulted the last mailing you sent? Are the invitations going to those you support your events or you interact with on a regular basis? Or are you doing a really broad mailing? Do you even know who has supported you in the past? The cost of printing and mailing has increased greatly over the last couple of years and it would be prudent if you could see who has not been attending and perhaps remove them from printed mailings. Not talking about removing them from emails that you send, just printed materials.

3. Response cards Do you know how your attendees RSVP? Do they call? Do they email? Do they do it through on line registration? If the response cards are being thrown out in the trash, it might be the time to save a few trees and do away with them. Make sure though that phone numbers, emails and websites are clear on the invitation. Or what about adding a QR code to the piece? Invitees can scan the code with their smart phone and register.

4. Mailing date Yes eight weeks is the traditional time so don't change that. What you can do to make sure you hear from people is to make sure you also add emails to the mix. These days you are competing with several organizations and 200 cable channels. People are responding later and later. More not less interaction is necessary to get the responses necessary to reach your attendance goals.

5. Save the date mailings. They still have a very important place in your overall marketing plan. Mailing are a good way to keep in touch with everyone on you lists of contacts.

In this world of 200 email messages a day, mailed invitations still are an important part in getting the word out about events. The trick is keeping your list manageable to keep the costs manageable.

That's the Planners Pointer for today

2011-06-14T02:35:00.001-07:00

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Value of a Meeting

2011-03-22T07:00:00.000-07:00

Welcome to Planners Pointers!

Recently the Convention Industry Council released a study called The Economic Significance of Meetings on the U.S. Economy. It gave some amazing figures

1.8 Million corporate and business meetings, trade shows, conventions, congresses,

incentive events and other meetings take place in the U.S., resulting in:

$263 Billion in spending

1.7 M US Jobs

$106B contribution to Gross Domestic Product (GDP)

$14.3B federal tax revenue

$11.3B state and local tax revenue

$60B in U.S. labor income

Astounding isn't it? If you want to see the full report go to www.meetingsmeanbusiness.com

All those figures are wonderful news to meeting planners because it says that meetings have a value and contribute to the economic wellbeing of this nation. But the value of a meeting for most is not about the money spent. While hosting meetings is important, the most important value to attendee is what goes on at meeting/conference. The programming, exhibitors, and speakers that are what is of value to an attendee. It is what makes them want to come.

But not always -- Seth Godin in a recent blog talked about why he attends conferences which is the conversations that happen outside the planned sessions or events and I couldn't agree more with his statement. I will not forget the MPI World Education Conference I attended several years ago. I got to meet some of the biggest guru in the meetings biz including Corbin Ball and Joan Eisenstodt outside of their sessions. I learned from the exhibitors that I met because I got to ask questions about their products that ads or articles in magazines don't always address.

The value of a meeting is the face to face interaction. This is why face to face meetings will never go away. You can start relationships anywhere. But relationships get cemented by face to face encounters. Business is what happens after relationships are formed.

My Planners Pointers for today is when working on the elements of your next meeting allow for lots of one to one interaction. Create spaces where people can go to meet and mingle. Everyone will thank you for that.

Planner's Pointers is written by , Mary Pam Kilgore, CMP, of Kilgore Business Services, LLC You may reach me through my website www.kilgorebusiness.com You can find my blog at http://plannerspointers.blogspot.com/ You can reach me by phone at 412-260-4178. Follow me on Twitter @marypam

Email Hang Up -- When Sent Mail Doesn't Arrive

2011-03-15T06:33:00.000-07:00

Welcome to Planners Pointers!

Did you ever wonder how many emails are sent in a day? According to the Radicati Group, an organization that provides research to the IT community, in 2010 around 294 billion emails per day. WOW! That's a lot of people trying to communicate! No wonder that if people miss one or two of your emails, they don't even know it.

A couple of weeks ago I was having email problems. Yes we all get those and we all hate it when that happens. I would write a message using MS Outlook, click send but no one would get it. I wasn't getting any responses so I started calling people that's how I discovered it. When I really wanted to get a message out, I would have to use the email client provided by my ISP or Google.

A couple of people wondered why I wasn't willing to give up using MS Outlook for other clients like the one provided by my ISP. I like the way Outlook works and I like only having to use one set of contacts. No matter how many emails addresses I have they all show up in Outlook. I don't have to bounce around on websites to get my email.

It took several long calls to my ISP including talking with their security department to find out the problem. Guess what it was? My email signature was being read by the servers as spam so the email was being blocked by the servers. Spam?? I don't even forward joke emails! No one seemed to know. Thanks to my ISP's customer service department, I was able to rearrange my signature and the mail is going through. But my question still remains on why one day email worked and the next day it didn't. No one could answer that. Makes it sound like could happen again.

Something else I learned about all the email sent -- It's shouldn't come as surprise, but did you know that 90% of all email is spam or viruses?

Planner's Pointers is written Mary Pam Kilgore, of Kilgore Business Services, LLC You may reach me through my website www.kilgorebusiness.com You can find my blog at http://plannerspointers.blogspot.com/ You can reach me by phone at 412-260-4178. @ marypam onTwitter.

February 22 APEX Glossary Term: SMERF

2011-02-22T10:11:00.000-08:00

Welcome to Planners Pointers!

Each month I like to share words commonly used by professionals. The words along with their meaning will be from the APEX Industry Glossary.

This months definition is SMERF. No, not the blue cartoon people on television. SMERF is an acronym for a category of event market segments including Social, Military, Educational, Religious and Fraternal groups.

I used to think that SMERF or SMERF market was a derogatory term until I realized that each one of the markets listed was worth millions of dollars spent. For example the Social markets includes weddings, a billion dollar business. Military includes events like military reunions which are very valuable to cities because the people who attend them do things outside the planned events like visiting museums and shopping at local stores. See what I mean?

Say it proudly! I am a planner who caters to the SMERFS!

Planner's Pointers is written by me, Mary Pam Kilgore, CMP, of Kilgore Business Services, LLC You may reach me through my website www.kilgorebusiness.com You can find my blog at http://plannerspointers.blogspot.com/ Follow me on Twitter @marypam

When Was the Last Time You Read "Who Moved My Cheese?"

2011-02-15T06:24:00.000-08:00

Welcome to Planners Pointers. I was having lunch with a friend last week when the discussion changed from technology to the ability to change and with that came a discussion about the "Who Moved My Cheese?" by Spencer Johnson. Ah, the story of the mice and the maze said my friend. And the ability to change or react to the change around you I said. Which made me wonder...

What is your ability to change? Are you like "Sniff" and "Scurry?" Are you "Haw?" Or are you "Hem?"

When was the last time you read "Who Moved My Cheese?" If you haven't read it in a while, read it again! To plan effective meetings and events does depend on you ability to anticipate the unexpected and to look for what lies ahead.

If you have never read the parable about change you can find it in most book stores. Looking to purchase a copy for a friend? Try the Half Price Books in your area or go to www.whomovedmycheese.com

Is All in the Follow Up!

2011-02-08T05:38:00.000-08:00

This is International Networking Week. Started by BNI, Business Network International, several years ago, International Networking Week celebrates the importance that networking plays in our life.

Last week I was a part of a panel at a networking event and I was asked what my number one networking tip was and I said "Follow Up with the people you meet! Unless you follow up, all those business cards are just ink on paper."

It is a surprising statistic that 48%, almost half, of all sales people never follow up with new contacts or prospects. That only 25% of Sales people make a second contact. This seems amazing since most sales don't happen until more than five contacts were made.

There are several ways to follow up with the new people that you meet. You can email them, you can send a handwritten note, you can a note using Send Out Cards. Choose one and use it consistently. Make the note about them, and not about you. Bob Burg in his book Endless Referrals describes his process for follow up using handwritten notes and he does it every day! Networking Like a Pro Turning Contacts Into Connections by Dr. Ivan Misner, David Alexander and Brian Hilliard has a great way of following up with people and helps you categorize your contacts. The book also has some great examples of notes you can send.

Being effective at networking is a trait that every meeting and event planner needs to have. Have you followed up today with you contacts?

Planner's Pointers is written by me, Mary Pam Kilgore, of Kilgore Business Services, LLC You may reach me through my website www.kilgorebusiness.com You can find my blog at http://plannerspointers.blogspot.com/. Follow me on Twitter at @marypam.

Treat Your Computer to a Day at the Spa!! -- Computer Spa that is...

2011-02-04T13:03:00.000-08:00

Welcome to Planners Pointers! Each day thousands of people take their cars in to get inspected or do 50,000 mile check ups. People go to the doctor's to get all sorts of check ups. We go to dentists for our teeth, chiropractors for our backs.

What about our computer? Many of us meeting and event planners are one person shops linked to the outside world via our computer. Let something happen to it and our world crashes!

Could our computers need a day the computer spa. A day of deep temporary cleanses. A good keyboard manicure, A hardware tune up!

Here are six things to think about as you look at your computer.

1. When was the last time you did a complete back up of your files? I have a friend who almost lost all of her client files because her computer got corrupted. She was in tears! There are several ways to do this including backing up to an external hard drive or using storage with such web based products as Carbonite. For the cost of a couple of latte's you can have peace of mind for a year. I have a friend who has both an external hard drive and has a subscription to Carbonite.

2. Are your virus checkers up to date? How often do you virus scans? Do you have more than one virus checker. Sometimes they don't work well together and you can have problems.

3. Same goes for your malware detectors. I had a friend who let her teenage grandson use her computer. What he did was perfectly innocent, but it cost her more than $200 to fix the problem that the malware created.

4. Is your computer running slow? How many programs are you running in the background? Do you need all of them to be running in the background?

5. Slow to boot up in the morning? Check what is in your Start Programs Do you really need to have the small programs to start automatically?

6. Speaking of programs. Are you storing programs you are no longer using? When you install a new version of a program are you making sure to uninstall the old program first? Do you do automatic updates of your programs?

Next time you schedule a tune up for your car, make one for your computer as well. Spending the day at the spa? Send your computer for its own spa treatment with your favor computer technician You will both be refreshed!

Setting the Table

2011-02-01T12:13:00.000-08:00

Ah, one of my favorite places to host an elegant event, the Carnegie Music Hall, Pittsburgh, PA.

From time to time I like to share words commonly used by professionals. The words along with their meaning will be from the APEX Industry Glossary maintained by the Convention Industry Council

While you are looking at the picture, here are a few terms for describing different items on the table.

Napery is another name for table linen

Place Setting or Cover: A combination of flatware, glassware and china.

Double Cloth: Use of two tablecloths on a banquet table for decorative purposes, to muffle sound, or to attach to skirting. Usually two different colors are used.

Overlay: A second smaller tablecloth used for decorative purposes at banquets

Banquet Round: Round table used for meal service; depending on the diameter, can comfortably seat up to 12 persons. A round for 8 is usually 60-inches in diameter, and a round for 10 is usually 72-inches in diameter. Rounds that are 66 inches in diameter may also be found in use for tables of 8-10.

Just add people and you have a beautiful event.

Planner's Pointers is written by, Mary Pam Kilgore, CMP, of Kilgore Business Services, LLC You may Mary Pam through her website www.kilgorebusiness.com You can find my blog at http://plannerspointers.blogspot.com/ You can reach me by phone at 412-260-4178. Follow me on Twitter @marypam.

Friday Web Tip -- Google Voice

2011-01-28T13:06:00.000-08:00

Welcome to Planners Pointers!

One of the recent additions to the many faces of Google is the addition of voice mail. Called Google Voice, this latest product is something for you to add to your list of settings. And like other things Google, it's free!

Here are some benefits.

1. Phone number rings on multiple lines. For example, the Pittsburgh NAWBO Chapter has added Google Voice. It rings the phones of three different people. If no one is available, the Gmail account gets an email that says that there is a message waiting.

2. Along the same lines as the first suggestion, ff you are using your home phone and your cell phone for business but don't want to advertise the fact to the rest of the world, Google Voice will give you a phone number, in your area code, to use. Use that number on your business cards and website.

3. You can email the voice mail message. Get a message and want someone else to hear it, you can forward the voice mail via email quickly.

4. Google transcribes the message so you can read your voice mail. One drawback: If the person leaving the message isn't clear enough, the words maybe wrong. I wondered who Jenny was until I heard the message and my sister-in-laws name, Joanie.

The best suggestion is to go to www.google.com/voice and check it out for yourself.

That's this week's Planners Pointers web tip.

Planners Pointers is written by Mary Pam Kilgore, CMP, Kilgore Business Services, LLC. contact me at mpkilgore@comcast.net

Home Office Kryptonite

2011-01-25T10:46:00.000-08:00

Welcome to Planner's Pointer's!

Today we are going to talk about home office Kryptonite. Remember Superman? He leaps over tall buildings in a single bound? He could stop a bullet. And as we learned in the first Superman movie that came out in the 70s, Superman can turn back time. But he had one weakness: Kryptonite, a mineral from his own planet that would zap his powers and if exposed to it long enough would eventually kill him.

We aren't talking about issues that could hurt us physically, but what about those distractions that happen every day. Things that grab our attention, and because we don't let them, won't let us go. Time grabbers, home office Kryptonite in other words.

1. Daydreaming -- that's what our teachers called it when we were kids. Thinking about other things when you are working on a project. For example: You are working on a client's project. You are getting paid to do this but sometimes your mind wanders and you think you should be doing something else. Another project, perhaps or taking the dog for a walk. I like timers. When you start working on project, set the timer for 45 minutes. See where you are with the project at that time. Still moving ahead, or stuck and thinking about laundry? If you are moving ahead, set the time for another 30 minutes. If not, take a break, 5 minutes and get up and move around. I am a list maker. When I start thinking of other things I I add it to the list, then I don't have to remember it anymore. It's on the list of things I am going to do later.

2. Email Email is a trap if you let it. There have been several articles about email organization like schedule reading times. Morning, and later in the afternoon. Unless you are expecting an email. The same could be and should be said about Facebook and Twitter. A word here about phone calls. Answering services, Answering machines, caller ID and voice mail have been around in some cases 30 or more years. Turn your ringer off if you want, put on headphones. Screening doesn't have the negative connation that it has had in the past.

4. "Oh look Shinny!" You are on the Internet doing some researching when one link leads to another and before you know it you have spent two hours on an entirely different topic then when you started. Or you are at a really large website let's say something like istockphoto.com and Internet Movie Data Base.

5. Television This is my personal Kryptonite. My computer has a TV tuner in it and if I turn it on it is hard for me to turn it off. Yes I can put what I am working on in front of me and still hear it.

How do I handle life's interruptions? I make lists and have a plan for the day. For some things like Internet searches I will set a timer. I screen calls. I have days that are office only.

Planner's Pointers is written by Mary Pam Kilgore, of Kilgore Business Services, LLC. You may reach me through my website www.kilgorebusiness.com or marypamkilgore@gmail.com You can reach me by phone at 412-260-4178. Follow me on Twitter @marypam. Copyright 2010

Looking for work? Interview with Dawn Penfold, Meetingjobs.com

2011-01-21T12:19:00.000-08:00

I teach a class at Allegheny County Community College called "Event Planning as a Career. One of the most often asked questions I get from my students is are there jobs out there… I took this question to Dawn Penfold, CMP and president of http://www.meetingjobs.com/ I interviewed her on my Talkshoe radio channel. I thought I would share the link with you so you could hear her comments and tips about finding a job as a planner in today's economy. Here is the link to the Planners Pointers Radio Show:

http://www.talkshoe.com/tc/73353

TechnoGranny Show -- Discussing New Media

2011-01-07T04:20:00.000-08:00

I had the chance to be on the TechnoGranny Show on Talkshoe on Monday, January 3. It was a lot of fun! Here is the link so you can listen. What we talked about was the different new media that we had started in 2010 and the new media we were going to use in 2011.

Here is the link TechnoGranny Show

How to Plan a 7 Course Meal

2011-01-04T03:52:00.000-08:00

Did you ever wonder what a seven course dinner was? Ever wonder how it was served? Today we are going to take a look at How to Plan a Seven Course Meal

Before we explain each course -- let's look at the courses has a whole

First Course: appetizer

Second Course: soup

Third Course: salad

Fourth Course: sorbet to cleanse the palate

Fifth course: fish or poultry

Sixth Course: red meat, fish or poultry with vegetables

Seventh Course: dessert

I know what you are thinking. How can people each all that food!! Or have all that time! Or take all that time.

Biggest tip I learned is to give the dinner a theme. That helps you choose what types of food you would like to serve. Also remember these are smaller portions. For example the meat course portion should be 4 oz of meat.

Break it down by course --

1. Appetizer course -- Small and light If you were doing something with an Italian theme you might do an antipasto. Or if you could do a shrimp cocktail.

2. Soup course: You may use a cream based or clear soup such as a chicken stock based soup or a vegetable soup. Avoid heavy soups.

3. Salad course: For example use different varieties of lettuce with a nice vinaigrette and a few crotons Also keep the amount of salad dressing to a minimum.

4. Cleanse the palate course with sorbet like a lemon or a lime.

5. Fifth Course fish or poultry. In one of the things I read some called it the first main course. You could serve a baked fish such as Orange Ruffy or baked chicken such as chicken picatta. Make sure that the fish or poultry used in this course don't overpower the Meat Course

6. Meat Course This could include fish, poultry, red meat including beef or pork with vegetables and potatoes. If you bake the fish or chicken in the fifth course then you choose a different method here like broiled or grilled. Again keep meat portions small. 4 ounces will do nicely. Adding the vegetable helps cleanse the palate and aid digestion.

7. Dessert. Something lavish and memorable. Anything chocolate would work such as Chocolate cake or chocolate silk pie. You could also do make your own sundaes

Some hints: Serve foods that compliment each other. This is a meal that is served and not done family style so people won't over load on one thing.

Each course is to have its own wine. A good way to way to do this without sending everyone home tipsy is to visit a wine store and go over the menu with the sommelier to discuss what wines and how much to serve each person.

Also please allow enough time to enjoy the meal

As Julia Child used to say "Bon Appetite!"

That's the Planners Pointer for today.

Planner's Pointers is written by, Mary Pam Kilgore, CMP owner of Kilgore Business Services, LLC You may reach me through my website www.kilgorebusiness.com You can find my blog at http://plannerspointers.blogspot.com/ You can reach me by phone at 412-260-4178. Follow me on Twitter @marypam.

On Line Calendar Setting -- Doodle.com When is Good.net

2010-12-17T05:58:00.000-08:00

You get into your office and look at your to do list. There are two items: 1. emailing your executive committee to schedule a date for a committee conference call. 2. Herding cats. You decide on the second choice first because it's easier and less time consuming.

Take heart! Help is on the way! There are two, and probably more, ways of scheduling meetings, conference calls and other one to one meetings on the Internet. One is Doodle.com and the other is WhenIsGood.net.

Here are the easy things to remember. Both are free, but you can purchase subscriptions from the companies. Both are easy to use, although WhenIsGood.net seem a little easier than Doodle.

Where they differ is that Doodle has you create an account, WhenIsGood doesn't, although you can. By creating an account you can keep track of the scheduling that you have done.

Another way they differ slightly is WhenIsGood gives you a range of dates and times in which you simply select the times, while Doodle.com gives you a range of dates to select, but you have to do an additional step of adding the times. Both gives you the option of creating the email response yourself with the information, or selecting to have them send the email. If you choose to have the program send the email, both methods call up your email account with the information and you add the email addresses. I like this choice myself since the url information will be correct and I don't have to cut and paste or worry about typos. Doodle goes one step further and allows you to both Tweet and add the info to Facebook.

Doodle sends email updates when someone responds to the poll automatically, WhenIsGood has that as an option. I like the updates since it keeps me informed about who has responded without logging in the website.

Give these tools a try! I like both of these website tools. They save me time and frustration.

Planner's Pointers is produced by me, Mary Pam Kilgore, of Kilgore Business Services, LLC You may reach me through my website www.kilgorebusiness.com You can find my blog at http://plannerspointers.blogspot.com/ You can reach me by phone at 412-260-4178. Follow me on Twitter @marypam

Off the beaten track holiday stops

2010-12-08T11:32:00.000-08:00

Welcome to Planner's Pointer's Planners!

Holiday Activities are in the air! In Pittsburgh there are several favorites like ice skating at the PPG Place rink, visiting the holiday displays at the Carnegie Museum and shopping at places like the Tanger Outlets. Today we are talking about shops and museums near these near places that are worth the trip and make the visit even more special

Going to Downtown Pittsburgh -- Checking out the bargins at Macy's, Sak's, and other downtown stores? Going ice skating at the PPG Place rink? How about adding a visit to ToonSeum. Located on the heart of the Pittsburgh's Cultural District, ToonSeum's goal is to create awareness and appreciation for the art of cartooning. The ToonSeum offers workshops for people of all ages and skill and exhibitions of original cartoon art. To learn more about ToonSeum log on the website www.toonseum.org or call 412-232-0199

Tanger Outlets opened a little more than a year ago. Located across the street from the Meadowlands Casino on Racetrack Road in Washington PA. With 75 name brand stores there is loads of holiday shopping fun to be had. While you are there save some time to go around the corner to Quail Acres located at the corner of Racetrack Road and Route 19. Quail Acres has several delightful boutiques that are a worthwhile addition to your holiday shopping. Artemis Botanicals Bath Shop has beautiful hand made soap. There is even a great store for dogs called "Dogs Rule."

There are several other off the beaten track shopping areas and museums in Pittsburgh. We hope to tell you more about them in 2011.

Old Technology meet Smart Phones

2010-12-01T02:30:00.000-08:00

I was entering business card information into my contacts lists when I noticed that one of my new contacts had a phone number that spelled out a word. What an idea! I have always thought that being able have a phone number such as 1-800-MEETING would be really cool memory hook. Then I looked at my smart phone and realized that it wouldn't work. Why? Because the keypad of on my smart phone isn't the same as a regular phone.

The telephone keypad layout that is most familiar to us in the United States has been around since the 1960s when touch tone dialing was introduced. There is lots of information on the web about how the keypad was developed. One of the most interesting things that I learned was the letter assignment to particular number isn't standardized across the world.

My Planners Pointers tip for today is: If you want to use a phone number that spells a word -- great! Just make sure you add the corresponding numbers on your business cards. For example: WORD = 9673

Planner's Pointers is written by, Mary Pam Kilgore, of Kilgore Business Services, LLC You may reach me through my website www.kilgorebusiness.com You can find my blog at http://plannerspointers.blogspot.com/ You can reach me by phone at 412-260-4178. Follow me on Twitter @marypam.

QR Codes and Event Planning

2010-11-15T13:22:00.000-08:00

The is the QR Code for Planners Pointers

Today we are talking about QR Code. QR or Quick Response Code was develop in the 90s for a Japanese car manufacturer as a way of tracking inventory. They discovered uses outside of manufacturing, QR Codes caught hold in first Japan, then Europe and finally the US.

Since you can imbed a website or other information into the code, QR Codes have found their way into the event marketing. There are many ways QR Codes can help the planner. I came up with 7 to start the list.

1. Add the QR Code to the event flyer, billboard or invitation. Have the link go to a short video about the event, conference, trade show. Add a testimonial from an attendee, info about early bird registration and you have a compelling message.

2. Add the QR Code to a postcard or billboard. Have it link back to the event website.

3. Another idea for the postcard or a print invitation is to link to the registration page for almost instant registrations.

4. Along those same lines, add a QR Code with a promo code for a price reduction for people to use when they register. You could even put this one on the website or Facebook page.

5. Add the QR Code to your business card. With a link to the wed site or VCard information.

6. Add a unique code for each attendee name badge and imbed contact information. Vendors can scan badges to collect information and you can scan badges as people enter sessions as a way of keeping track of attendance for CEU's. Also, it could as a deterrent to prevent badge scalping.

7. Add a QR Code to the Exhibitor page to a convention or conference website and link it to an image of the exhibit floor so that vendors can see the layout. Or a short video showing possible booth layouts.

I am sure there are more. A great website that I found for all things QR Code is www.qrstuff.com Notice please I didn't cover how QR Codes work or how to find the correct scanner for your smart phone or Iphone since Qrstuff.com covers all of that information.

Scan this QR Code to get the prize!

APEX Definition: Release

2010-11-13T16:40:00.000-08:00

Today's term from the Convention Industry Council's APEX Glossary is: Release. There are two definitions I would like to discuss.

The first definition I would like to focus on is: A signed form giving permission to use a person’s name, picture, or statement (often in an advertisement).

In this day of instant posting on Twitter, Facebook, Flickr and YouTube of pictures and videos we forget sometimes to ask for permission. While we think the permission can be implied -- if they didn't want to be in the picture, then don't stand there -- I really think it doesn't hurt anything to simply ask if this is OK.

When I attended Pennsylvania Governor's Conference for Women I noticed that on back of the badge was a photo release. While it wasn't signed, it was implied that since I was an attendee, if my picture were taken that it could be used for promotional purposes. What a great idea!

Another definition for release is: Form signed by presenter allowing recording of presentation. One of the ways that organizations have made additional money at conferences for years is recording the proceedings and then selling them. In recent years companies that recorded the conference and then offered them as downloads. Free for attendees or a small fee.

When I worked in radio I used to record the live music performances I had performers sign releases even though the broadcast may have never been used again. If the broadcast is recorded for later use, the release is especially important since it means the performer is satisfied with their performance.

Release. One word with two similar meanings but based in one word: permission.

Daylight Saving Time

2010-11-05T14:44:00.000-07:00

Welcome to Planner's Pointer's Planners Pointers is a blog and talk cast to help beginning event planners with their event planning. Give them ideas on planning better events, books to read and websites to discover.

This Sunday morning at 2:00 am, we will "fall back" as Daylight Savings Time comes to a close.

I have often wondered how Daylight Savings Time came to be and this is what I learned. Daylight Savings Time was started during World War I in order to save energy for the war production. It was mandatory during that time and again during World War II. Between the wars and after World War II it was up to the states to determined if they wanted to go by Daylight Savings Time. In 1966 Daylight Savings Time became the law of the land with the passage of Uniform Time Act. In 2007. in order to save more energy four weeks were added to the time period that ranges from the second Sunday of March to the first week of November.

What I notice the most about when we go back to "regular time" in November is not only does the day seem so much shorter is that people's moods seem to change. While, seasonal affective disorder, a form of depression as a result of lack of light, effects only 4-6 % of the population, many of us still seem to feel "a little blue" during the winter months. Here a couple of things that I do during the winter to keep me going.

1. Go outside for a short walk. Even in colder weather a walk around the block can lift the spirits.

2. Watch your diet. I know that a bag of chips and onion dip are great additions to an evening of TV watching, but they will cause you problems in the long run.

3. Keep in contact with your family and friends. No, not with Facebook, but face to face. Yes, snow happens, but not every snow flake is a blizzard in the making. Play cards, share a meal, go to a movie, take in a museum all these things make for a great time together.

Before you know it, or just in time, depending on how you look at it. Spring arrives. Keep the faith.

Planner's Pointers is written by me, Mary Pam Kilgore, of Kilgore Business Services, LLC You may reach me through my website http://www.kilgorebusiness.co/m You can find my blog at http://plannerspointers.blogspot.com/

How to add Google Alerts

2010-11-02T11:11:00.000-07:00

Welcome to Planner's Pointer's Planners Pointers is a blog and talk cast to help beginning event planners with their event planning. Give them ideas on planning better events, books to read and websites to discover.

This week let's talk about Google Alerts. Yes they have been around for a while, but are you using them is the question?

As defined by the website: Google Alerts are email updates of the latest relevant Google results (web, news, etc.) based on your choice of query or topic. Source

Google Alert are easy to set up and most of all free. As my friend Techno Granny says if it's free it's for me, I'll take three! http://technogranny.com/

Yes you have to create a Google account, but you don't have to create a Google email.

From your Google account setting simply click on Alerts. Alerts takes you to a form page that you can complete.

How do you use Google Alerts? Use it to follow what is yourself or your company, your blog posts. For example, if I didn't have Google Alerts I probably wouldn't have known that iPowerGS from Open Forum Express tweeted my last blog posting. Use it to follow a topic that interests you. Sent that press release out, but not sure where it printed, Google alerts will tell you. Just add the events you are planning to your Google Alerts list.

Your brand (you) both personally and professionally maintains your creditability with your clients. Google Alerts is a tool that event and meeting planners can use to keep track of their brand.

Planner's Pointers is written by me, Mary Pam Kilgore, of Kilgore Business Services, LLC You may reach me through my website www.kilgorebusiness.com You can find my blog at http://plannerspointers.blogspot.com/

Book Review -- 199 Fun and Effective Events for Nonprofit Organizations

2010-10-30T20:14:00.000-07:00

Welcome to Planner's Pointer's Planners Pointers is a blog and talk cast to help beginning event planners with their event planning. Give them ideas on planning better events, books to read and websites to discover.

I first learned about "199 Fun and Effective Fundraising Events for Nonprofit Organizations" by Eileen Figure Sandlin and Richard Helweg as a suggestion from Amazon.com. (It's a little scary how Amazon keeps track of your purchases sometimes, isn't it?)

Always in search of a good fund raising ideas I ordered the book. If you are a nonprofit organization looking for a new idea, then here are 199 of them. No, not every idea will work for all organizations, but it does give you a jumping off point to build your own. If your organization has never done a certain type of event, the book does give a good overview. I especially like the chart at the head of each idea that covered the degree of difficulty on six major tasks of any fundraiser: Estimated Cost, Obtaining Sponsors, Finding a Venue, Recruiting Volunteers, Preparation and Execution. I liked the best tips offered by various nonprofits at the end of the book. The book is arranged from simple to complex events gives the book a nice flow.

At the beginning of the book, there is a disclaimer about accuracy and completeness. Good thing from my viewpoint because there were a several instances where I would have added more volunteers, more time to execute the event and added event insurance in some cases. However; the authors do ask the reader when scheduling events make sure there aren't other competing events. Also the book says that if you are passing out flyers, not to put them in mailboxes because it's against the law. A law that some either don't know or have forgotten.

While some seasoned fund raisers may look at the book as a been there, done that and got the tee shirt list of ideas, for the beginning special event planner, it would be a good book to add to the shelf.

Planner's Pointers is written by me, Mary Pam Kilgore, of Kilgore Business Services, LLC You may reach me through my website www.kilgorebusiness.com You can find my blog at http://plannerspointers.blogspot.com/

Job Websites to discover

2010-10-26T19:34:00.000-07:00

Welcome to Planner's Pointer's Planners Pointers is a blog and talk cast to help beginning event planners with their event planning. Give them ideas on planning better events, books to read and websites to discover.

Looking for work? Here are some websites that have job postings --

http://www.meetingjobs.com/ A free site to post your resume. Additionally meeting jobs have both full and part time job postings. Also the site offers webinars on how to get jobs.

www.mpiwebs.org Meeting Professionals International has job postings on their site. Postings less than 15 days old are for members only after that they are available for non members.

http://www.pcma.org/ Professional Convention Management Association posts jobs for those seeking jobs in the convention and trade show areas.

www.asaecenter.org American Society of Association Executives helps those in the association and non profit world with education and job postings. You don't have to be a member to access the job board.

If you are looking to be a meeting and event planner reading the job boards on these websites shows you what the characteristics and skills are needed to be a good planner. Also it tells you the scope of the meeting planning profession.

Planner's Pointers is written by me, Mary Pam Kilgore, of Kilgore Business Services, LLC You may reach me through my website http://www.kilgorebusiness.com/ You can find my blog at http://plannerspointers.blogspot.com/

10 + 1 Ways to stay organized in the home office

2010-10-22T10:38:00.000-07:00

Welcome to Planner's Pointer's Planners Pointers is a blog and talk cast to help beginning event planners with their event planning. Give them ideas on planning better events, books to read and websites to discover.

The ability to work from home is both a blessing and a curse for the budding entrepreneur. It's easy to get sidetracked into doing other things like the dishes, the garden and the laundry. How do you stay focused?

Here are my 10 + 1 tips to keeping you organized in your home office.

1. Don't work in your pajamas. Yes I know that is one of the joys of working from home is not having to dress for work; however I notice I get more work done if I am showered, have make up on and dressed. I don't mean a suit, jeans and a top will work. Also if you get that last minute client meeting, you will be out the door faster if you have the basics done.

2. Have a plan for the day. I think having a plan keeps you focused. I am a list maker and that really works for me. I have lists for things that need to done this week. I usually like to put them on a tablet and cross them off in a red Sharpie. There is something so satisfying about crossing them off when completed. For things done on a weekly basis I have them listed as tasks in outlook. Again checking them off is a great feeling.

3. Prioritize your day and do the most important work first. Then move on to other items on your list. In my opinion, doing your important work while you are most alert makes for fewer errors.

4. Have the tools you need ready to go. Keep your virus checker up to date. Your phone charged. Paper and toner for your printer. Reference books that you want to use. You don't want to have to leave the office in the middle just to make a run to office supply store.

5. Timer. I don't care what type of electronic timer you use, just as long as you use one. If you are charging by the hour it tells you how much time you have spent on any project. I also use it to keep track on how much time I spend on other things like answering email and other things that might not be directly related to my work,

6. Don't get lost reading email. Yes I know that if is loads of fun to click on the links and read the jokes that your brother in law forwards but it can eat up your day so fast. Set aside to read emails. First thing in the morning, 30 minutes and the perhaps another 30 in the afternoon.

7, Take some time off for lunch and leave your desk. I know that it is temping to work. But leave even for just 30 minutes. I don't mean going out to lunch just change your location within your residence or go for a walk. Walking will clear your thoughts and re-energize for the afternoon. Weight Watchers (www.weightwatchers.com) says in its literature that eating at your desk may cause you to over eat because you are not taking the time to eat your food properly. This is also the time you could, if you wanted to, put dinner in the crock pot or run the dish washer.

8. Organize how much time you spend away from your office. I have days I call office days and days I will schedule appointments. Also I like to schedule appointments in the afternoon and do more than one making sure I allow enough time between them. Also do your office errands at that time.

9. Watch your time when you are on the phone. Like reading email, I schedule my phone calls. If someone calls and it's not business related, or one of my children I will set a timer for no more than ten minutes. I know some people who screen their calls. I don't always go that far but if I can't tell from the caller ID, I will think sales person and not answer.

10. Don't turn on the TV during the day. Yes I know watching the 11:00 AM ET "Say Yes to the Dress" on TLC is your favorite guilty pleasure, but save it till 5:00 PM ET and treat it like your own version of Happy Hour. I know some who can work with the sound on in another room; I am not that person. I can listen to music and work, but not TV.

11. Have a closing time and stick to it. Yes it is tempting that once dinner is over and the kids are sleeping to go back to your desk and send emails or spend time doing a hotel site search on the Internet. Resist the urge. If you want to do something, read a book on your favorite business topic. Take time to relax at the end of the day. One thing I have discovered by having a closing time is that I sleep better.
Planner's Pointers is written by me, Mary Pam Kilgore, CMP of Kilgore Business Services, LLC You may reach me through my website http://www.kilgorebusiness.com/ You can find my blog at http://plannerspointers.blogspot.com/ You can find podcasts of Planner's Pointers at http://www.talkshoe.com/tc/73353

Team Work works miracles

2010-10-19T20:50:00.000-07:00

Welcome to Planner's Pointer's Planners Pointers is a blog and talk cast to help beginning event planners with their event planning. Give them ideas on planning better events, books to read and websites to discover.
Last week we all marveled as we watch to both TV and the live stream on the Internet as the Chilean miners, all 33 of them, were rescued.

Team work works miracles. As I read and watched the news of the mine accident since August it never seemed to me that no one lost hope. They continued to work to drill the rescue shaft never losing sight of the goal. The miners themselves were always reported as being in both good health and good spirits. In a world where everyone seems to be out for themselves the absolute solidarity shown during the long rescue mission was impressive. Everyone, rescuer and miner, had the same goal. How did they do that? Communication. The miners always had some idea of what was going on high above their heads, and the rescuers knew what was happening below them.

You never do an event yourself. Clients, committees, catering sales managers, banquet staff, your staff, hotel staff, many others and you work together and share in the success of an event because everyone has the same goal. Getting everyone sharing the same goal is your job as the planner. How does that happen? Communication. Communication meaning both listening and speaking. Keeping everyone informed of changes, listening to new ideas on how to achieve the best results provide some of the necessary elements for developing a good team.

Team work works miracles.

Planner's Pointers is written by me, Mary Pam Kilgore, of Kilgore Business Services, LLC You may reach me through my website www.kilgorebusiness.com You can find my blog at http://plannerspointers.blogspot.com/

Travel Safety

2010-10-12T12:34:00.000-07:00

Welcome to Planner's Pointer's Planners Pointers is a blog and talk cast to help beginning event planners with their event planning. Give them ideas on planning better events, books to read and websites to discover.

The idea for this post came to me when I was at a hotel recently. At the registration desk there was a flyer being given to guests about leaving valuables in their cars. With the holiday season travel about to kick in, I thought I would go over "Ten Tips for Traveling Safely."

1. Travel Light. Remember the scene out of "Up in the Air" where the character Natalie, played by Anna Kendrick, brings this huge suitcase and Ryan Bingham, played by George Clooney, throws half of the stuff away and gets her a newer smaller suitcase? Remember separates, mix and match is the way to go. Here is a video about an efficient way to pack a bag. http://www.youtube.com/watch?v=8BL9qmFRbd4

2. Don't leave valuables in your hotel room. If you aren't wearing them, then the best place is the hotel safe.

3. Along with valuables, do you really need to bring your computer? With hotel business centers and smart phones with email, leaving the laptop at home might be an option.

4. Along with leaving valuables at home, also leave behind your social security and library cards.

5. Cashier checks and one or two credit cards may be all you need when you travel. Leave unnecessary credit cards at home. Don't carry large amounts of cash.

6. If you are traveling by car, please make sure you bring everything into the car including your GPS and other things you might leave behind by under normal circumstances.

7. When you go out, be aware of your surroundings and travel in pairs or in a group. Also remember to remove your name badge when you are leaving the conference site.

8. I hate to sound like your mother, but don't accept drinks from strangers.

9. If you are going to be gone for an extended period, place valuables in a safety deposit box along with important papers.

10. Leave your itinerary along with your cell phone number with a friend or family member.

Planner's Pointers is produced by me, Mary Pam Kilgore, of Kilgore Business Services, LLC You may reach me through my website http://www.kilgorebusiness.com/ You can find my blog at http://plannerspointers.blogspot.com/ Copywrite 2010 Mary Pam Kilgore, Kilgore Business Services, LLC, This article may be reproduce in full as long as the byline is included.

Technorati Code AAM6SRRXUNH9

2010-10-10T06:10:00.000-07:00

I am having my blog verified by Technorati. A site that is one of the most important blog directories out there. Very cool. AAM6SRRXUNH9

Book Review Who's Got Your Back by Keith Ferrazzi

2010-10-04T11:10:00.000-07:00

My intern, Brittany Brown, a student at Pittsburgh Technical Institute, wrote this review of Keith Ferrazzi best selling book, Who's Got Your Back. She has some very interesting comments

Who’s Got Your Back by Keith Ferrazzi

Who’s Got Your Back is a book about lifeline relationship when “someone will never let you fail.” The book starts out with Ferrazzi’s accomplishments, which has much success, yet had a problem all his life. A man, who could help many people, could not figure out the problems to his life. He focused too much time on everyone else and not himself, perhaps. Even a man, which can help the world spin, needs help sometimes for motivation to keep moving. The adventures of him finding his inner circle were courageous for him to understand. Help was in front of his face the whole time. What was courageous of him was to open his eyes and actually see it. The main lessons I got out of this book is; self awareness, mentors or lifelines, and pride.

“Know who you are and where you belong”. Sometimes to understand yourself, you need feedback from other people. I noticed the more I understand why people say and act the way they do towards me is because my personality. I must have to say, one of my first lessons in life; you have no one but yourself in the end and you will not get anywhere unless you do it yourself. I only have me, so why not know my strengths and weakness to use them to my advantage. Self-awareness will get you to where you belong, as long as you are dedicated, and motivated. I have noticed it is hard to keep yourself motivated. This is one of the reasons why it is good to have a lifeline relationship. You can keep each other be motivated, dedicated and focused on your main goals. I know it always feels comforting to have someone you know you can vent, and get some weight off your chest. Sometimes just, be able to share your life experiences and give knowledge to, makes you feel like you have process in life. Some people may forget the difference between a mentor and lifeline.

A mentor is a teacher, passing their knowledge, and wisdom to a student. I have learned from personal experience not to try to compete, or argue with your mentor. Kind of like, “mother knows best”, you listen to their advice and use the terms in your life to succeeded. They are not giving advice to waste their breath, but want to see you succeed because they believe in you. On other side, the lifeline relationship is someone who is equal and shares their own knowledge with one an other. As Ferrazzi defines it, “who can be intellectual sparring partners and confidants”. They are a huge impression on your soul.

Most people do not ask for help because they have too much pride. Asking for help is a huge issue for many people I know, all ages. I maybe young, but I have observed all my life, and have experienced the worst, I think, that could ever happen in my life. My mother was a single parent with three children gave me of my wisest experiences I ever been through. . Even working three jobs everyday, she still I had to go to services to get help to take care of my family. She is the strongest woman I know still to this day, and I do not think I will ever meet anyone that could be stronger. However, the point of my story is, even though she didn’t like talking about money issues, she still swallowed her pride, and reached out for a hand to pick her back up on her feet. I give her more respect for getting the help, then to give herself more stress than she already had. People are out there who enjoy helping others. A lifeline relationship is a little different. It is not only someone helping you out, but you helping them out also.

Generosity, vulnerability, candor, and accountability are the four main things you need for your relationship. I do agree they are very important. Yet still I have trouble with some of these keys. How do you know you can trust this person for the rest of your life, to trust of all your information of your professional and personal career? A relationship with all the main keys is cherishing able and a great discovery. Someone at my age still has a while to find such relationships. I think I have been finding mine with more teachers, and more well experienced people. However, I have never had trouble asking for help from someone.

In this book, I have learned you can be any age and learn these lessons, I believe the sooner you learn it, the better off you are in life. Even though Keith Ferrazzi went to Harvard Business, he still had to learn these mental lessons by himself and the hard way. As Keith Ferrazzi is like the “professional super-man”, even super-man needs some help with his identity. Never hurts to ask for help. The world is at your feet, it is your own playground with nothing but opportunities to be successful, which is defined in many different ways. That is the beautiful thing of America. Yet, I wish more people of my generation (Generation Y) could open their eyes and truly smell the roses that are at their feet.

-- Brittany Brown, Pittsburgh Technical Institute, 2010.

10 Reasons why You need to go to Toastmasters

2010-08-13T07:03:00.000-07:00

1924, Ralph C. Smedley held the first meeting of what would eventually become Toastmasters International at the YMCA in Santa Ana, California

Smedley began working as director of education for a YMCA after he graduated from college. He observed that many of the young patrons needed “training in the art of public speaking and in presiding over meetings” and Smedley wanted to help them.

When Smedley started the Toastmasters group at the YMCA in Santa Ana, California, members practiced speaking skills in a supportive, informal atmosphere. Today over 12,500 clubs and more that 260,000 members in 113 countries learn practical speaking skills in a positive and supportive atmosphere.

10 Reasons why I think every planner should go to Toastmasters.

1. Public Speaking is one of the top three biggest fears that people have. Toastmasters in its positive and supportive manner helps you be better able to deal with or even overcome this fear.

2. Your first ten speeches is from a series called the Competent Communicator series. Each speech has a topic as a guideline so you learn 10 different styles of public speaking. For example you learn how to do a speech using handouts. Being able to handle yourself in public is a skill that will carry you far.

3. It allows you to build confidence speaking to people, even on a one to one basis. I am not saying that it will turn a shy person into the life of the party, but it will build you up so you can talk in front of people.

4. You do speeches at your own pace.

5. One of the aspects of a Toastmasters meeting is called Table Topics. What Table Topics is a two minute chance to speak off the cuff. What it does is teach you how to think on your feet.

6. Once you complete the Competent Communicator series there are several other paths including other aspects of public speaking await you. For example one of the series is called the "Entertaining Speaker." A series of 5 speeches that range from giving a toast to a roast. It's a fun series and it's really creative. Any outlet that helps you be creative will help you in a profession where how creative you are can make the difference between you and your competition.

7. All of us have verbal ticks such as saying uh, or my personal favorite filler word, "so". Using the techniques that you learn at Toastmasters you can overcome those ticks and present yourself in a more professional and confident way.

8. Another aspect of the meeting is having your speeches evaluated. I learned so much from what others have told me. No one is mean, always a good comment and one aspect where you need to grow.

9. You can sign up for professional coaching and pay a lot of money for what you learn at Toastmasters for $80.00 a year.

10. Even if you think you can speak in public, you will still benefit from going to Toastmasters.

To find out more about Toastmasters go to www.toastmasters.org

You may reach me through my website www.kilgorebusiness.com You can find my blog at http://plannerspointers.blogspot.com/

You can find podcasts of Planner's Pointers at http://www.talkshoe.com/tc/73353

2010-07-05T21:39:00.000-07:00

Welcome to Planner's Pointer's Planners Pointers is a blog and talk cast to help beginning event planners with their event planning. Give them ideas on planning better events, books to read and websites to discover.

This week I would like to talk about 15 tips on Business Etiquette

1. Dress Professionally. It doesn’t always mean a suit, but clean and neat is necessary. Tip – dress like the people you are going to meet. If you are attending a meeting on behalf of your client, ask if they have a dress code and dress appropriately.

2. Arrive on time. Arrive 10 minutes early. If you are meeting for lunch let, the people know that if you arrive early you’ll get a table. Have cell phone numbers in case you are running late.

3. Have a clear agenda on what you want to accomplish with your meeting. It doesn’t need written down, although that’s a good idea.

4. Schedule as much time as you need and don’t short yourself. Allow at least one hour for a one to one meeting.

5. If you are the one who did the asking, offer to pay for the meal. The other person may say, Dutch treat is fine and that’s OK also. If doing separate checks, say so when you are ordering.

6. Order food you are comfortable eating.

7. Do not order alcohol at lunch.

8. Remember all those things your mother tried to teach you as a child about chewing your food. Do talk with your mouth full. Butter your bread one bite at a time. Cut your meat two bites at a time. Don’t shovel your food; it’s not a race.

9. Remember that a first time meeting a new or possible client it’s a lot like a first date.

10. Keep the table as clear as possible when you are eating.

11. Once the person you are meeting has arrived, put your cell phone on mute.

12. Keep the lunch conversation professional, but light. Do not ask personal questions. Dodge age questions. A question I get a lot is who old are my children. My response is grown and flown.

13. Remember is meeting is a conversation not an interview.

14. Listen to what other people are saying. Try not to formulate your response while they are responding to your questions.

15. Follow up with a Thank you note. Handwritten is best. Use a “fun” stamp not machined postage or stamps off of a roll.

Planner's Pointers is produced by me, Mary Pam Kilgore, of Kilgore Business Services, LLC You may reach me through my website www.kilgorebusiness.com You can find podcasts of Planner's Pointers at http://www.talkshoe.com/tc/73353

Computer tip -- Shortcut Keys

2010-06-29T09:16:00.000-07:00

Shortcut keys are useful small applications that allow you to move around on your computer screen without using the mouse. In fact, I think that once you get used to using them, they can work faster than using a mouse or the touch pad on a laptop. All of these shortcuts start by using the Control key (CTRL)

CTRL + C will copy text after it has been highlighted.

CTRL + V will paste text that you have copied.

CTRL + X Cut Text and place on Clipboard

CRTL + Z will undo any change that you have done.

CTRL + ESC will bring up the Start Menu.

CTRL + A Select all items on a page

CTRL + ALT + DELETE will bring up Task Manager and allow you to end a process (terminate a program) if it has crashed or has stopped responding. Select the process which has stopped responding, and then press "END PROCESS''. Use this before you decide to do a computer restart because a program has stopped responding.

CTRL + PRT SCR (Print Screen) Copies what is on the screen to allow you to paste it in any photo editing program like PaintShop Pro or Adobe PhotoShop.

That's the Planner's Pointers for today.

Planner's Pointers is written by Mary Pam Kilgore, CMP owner of Kilgore Business Services, LLC. Email: marypam@kilgorebusiness.com Website: www.kilgorebusiness.com

Audio Visual Aids -- Laser Pointers and More!

2010-06-17T06:59:00.000-07:00

Welcome to Planner's Pointers --

This week: Audio Visual aids you will see used by speakers.

Laser Pointer: Laser pointers are devices that emit a beam of light that projects a small, red dot onto a surface. During a meeting a laser pointer may be used to call attention to specific areas during a presentation.

Wireless Presenter: In recent years laser pointers have been paired with a wireless presenter. A wireless presenter is a device that advances the slides in a PowerPoint presentation. The wireless device works similar to a wireless mouse in that it uses radio frequencies. One part is the transmitter, the part in your hand, and the receiver that is plugged into the computer USB port.

Microsoft PowerPoint -- A software program that develops presentations. While PowerPoint isn't AV equipment, it has become the primary tool for developing presentations. You could almost call it a crutch for some presenters. By crutch, I mean they talk to the presentation and not the audience because their notes are the PowerPoint and they haven't taken the necessary time to rehearse the talk.

6 by 6 rule -- Guidelines that state that no transparency or slide to presentation should contain more than 6 words per line of text and no more than 6 lines text.

There was a phrase that went around a few years ago that went like this: Death by PowerPoint! What it was talking about was the over crowding on a slide of to much text or illustrations that were overly complicated. What the 6 by 6 rule tells us is to keep it simple, one idea per slide. Also to keep the slides to a minimum.

That's the Planner's Pointer for today.

My website http://www.kilgorebusiness.com/

Audio Visual Equipment -- LCD Projectors

2010-06-02T02:46:00.000-07:00

This month I will be looking at common Audio Visual equipment that meeting and event planners use.

LCD Projector LCD stands for Liquid Crystal Display In a nutshell how they work is -- You connect the projector to the VGA output of your computer, or DVD player and the projector becomes the monitor screen or shows the DVD. The output of a projector is measured in lumens; the higher the lumen the brighter the projector and the more expensive it is.

There are several websites out there that describe how the LCD projector work, how to connect it to your computer, how to purchase a projector so I won't go into all of that, however; I will take a stab to answer this question: Why are they so expensive to rent on a per day basis. In Pittsburgh, for example, the average rate is $250 +/-.

In my experience LCD projectors are tender creatures that need some care to work correctly and if you don't know how to set up and use the projector you could be asking for problems. One of the things you are paying for when you rent an LCD projector is a technical person to help you get the thing set up correctly with the laptop that has the presentation. If you are not the least technical, then it is worth it. I am not saying don't learn how to use a LCD projector, I am saying having help available when you could be or should be doing other things at an event is a very good idea. Another reason is that like it's predecessor, the slide projector, the LCD projector has a bulb that gets really hot (which is why projectors have fans) and when it is time to replace the bulb; the bulb may cost as much as 50% the cost of a new LCD projector.

Best tip, make sure you allow for the rental in the budget. Ask your speaker if they will need one. Some speakers travel with their own equipment and some venues, especially conference centers have built the cost of using AV into the cost of using the room so you may not need to rent one except on the occasional basis.

Another question I get a lot is should you own a LCD projector. My response: How much do you use the projector? The average cost of a 2,000 lumen LCD projector is $1,000.00 depending on the manufacturer, weight, bulb life specifications and some other factors. At $250.00 a pop to use at a venue, then you would need to use it 4 times in a period of let's say 3 months to make it worthwhile to own.

My advice to beginning planners is to not purchase one right away. You have other things that you could be doing with the money like building your website, and joining MPI (Meeting Professional International) or ISES (International Special Events Society).

That's the Planner's Pointer for today.

Web tip of the week -- Beware of Automatic Renewal

2010-05-28T19:37:00.000-07:00

Welcome to Planner's Pointers --

This is the web tip for the week. Beware of the automatic renewal.

This came in very sharp focus for me recently when I got my credit card bill. There it was charged for an automatic renewal of a news service I no longer used. OMG! What to do?

I called my credit card company who stepped me through cancelling the service. While I didn't get all my money back, I was able to get most of it.

Lesson learned: When completing the on-line form for the first purchase make sure you read the fine print and de-select the box that says that the service will be automatically renewed and charged to your bank account or your credit card.

That is the web tip of the week.

Glossary Terms -- Catering Personal Descriptions

2010-04-27T14:39:00.000-07:00

Each month I would like to share words commonly used by professionals. The words along with their meaning will be from the APEX Industry Glossary.

The Convention Industry Council is the organization of 33 associations coming together to exchange information among the meetings, convention and exhibitions industry. One of the initiatives is APEX, Accepted Practices Exchange to develop practices that reach industry wide. One of the practices is a glossary of terms used in the industry. The goal of the glossary is to standardize the definitions of words used by the meetings industry.

This months definitions are the job descriptions of some of the staff members you will meet when you book an event at a hotel, conference center, or catering hall.

Caterer: 1) A food service vendor, often used to describe a vendor who specializes in banquets and theme parties. 2) An exclusive food & beverage contractor within a facility.

Catering: The provision of food and beverages.

Catering Sales Manager: Staff person responsible for selling and servicing group and local food and beverage functions. The catering sales manager will help you determine the menu and room set up.

Banquet Captain: Person in charge of banquet service at food functions. For small functions, also serves as maitre d. For larger functions, may be responsible for a specific area of the dining room.

Banquet Manager: A person in charge of banquet service.

Banquet Set-Up Manager: In charge of function room set up, over housemen.

Houseman: Service-staff member who handles function-room set up and tear down.

That's the Planner's Pointer for today

Web Site of the Week

2010-03-19T06:23:00.000-07:00

Brownielocks and the Three Bears www.brownielocks.com is a website that has been around for more than 10 years but I only bookmarked it a little more than year ago or so when my friend, Becky, talked about it at a meeting. If you are an event planner, school teacher or anyone looking for a theme for an event or school project then Brownielocks is the place to go. Pick a month -- any month -- and there are listings for holidays, weeks of or month of celebrations and awareness. For example: Did you know there was a National Hot Dog Day? (July 17th) or that May is Family Wellness Month?

The person who started Brownielocks said they did it as a fun way for older children to learn. Which means to me that listings on the site are actual days, that the illustrations are cute without being silly and the content is "G" rated.

For people like me who like to plan ahead there are listings are for all months and not just one at a time. While the current month is the centerpiece, you can still access previous months or go click to choose future months. If a day or month as a link, they are also posted.

A great site to spend some not so free time with. www.brownielocks.com

Glossary Term: a la Carte

2010-03-16T04:03:00.000-07:00

Each month I would like to share a word commonly used by professionals. The words along with their meaning will be from the APEX Industry Glossary.

The Convention Industry Council is the organization of 33 associations coming together to exchange information among the meetings, convention and exhibitions industry. One of the initiatives is APEX, Accepted Practices Exchange, to develop practices that reach industry wide. One of the practices is a glossary of terms used in the industry. The goal of the glossary is to standardize the definitions of words used by the meetings industry.

Today's term is a la Carte

According to the APEX Glossary: a la Carte is a French term meaning "from the menu." Each item is individually priced. Used in tour literature to indicate a choice of dishes will be available.

You see the term used mainly in restaurant and catering menus. These days you see the term a la Carte being used by some consultants. For example, there will be a list of services for one inclusive price, then there may be a breakout list where you can purchase only the services that you want or need.

If you are purchasing food or a service a la Carte you will see the listed on your bill one item at a time.

That's the Planner's Pointer for today

Web site of the Week Merriam-Webster.com

2010-03-12T04:00:00.000-08:00

Want to learn a new word; complete a daily crossword, or just look of the spelling of a word? Then browse on over to http://www.merriam-webster.com/ A web site that has been around at least since I typed in my first www in the 90s, it’s a great site to go to when you are doing any sort of writing. Or just want to spend from free time doing a crossword or peruse (to read over in an attentive or leisurely manner) the Top 10 Lists. Merriam-Webster.com also has a children's section and an ESL(English as a second language) section

New to Toastmasters and have the "Word of the Day" responsibility in the agenda then Word of the Day is a wonderful place to go to find that unusual word. The web site also has a video section that deals with several areas on word use. I viewed the one that talked about the difference between "Affect" and "Effect."

Not all misspelled words are caught by spell check. When in doubt as to spelling and usage then http://www.merriam-webster.com/ is the web site that should be one of your favorites.

Budget Guidelines 5 Key Tips to Developing Your Budget

2010-03-02T11:09:00.000-08:00

Today’s Planner's Pointers will focus on Budget Guidelines -- 5 Key tips to developing your budget.

1. Know what your goals are for the event. If it is a fund raiser do you know how much money you want to make? What part of that money goal are you willing to give over to expenses? Having very clear goals helps keep you from being distracted.

2. Don't develop the budget in a cave. Brainstorm all the aspects for the meeting and what your expenses will be. Determine what are potential income items and what are expense items. Don't guess at what things cost, do research. If your price lists are more than a year old, then get new ones. Have committee chairs work with their members to determine what they will need to spend.

3. Have you done this event before? What were the expenses, especially the unexpected ones that occurred Review your history. Was the budget realistic? If this is a new event, have you done similar events? Review those former budgets to get ideas on expenses.

4. Share the budget will all stakeholders especially the aspects that directly apply to them. Supply guidelines. When you have client meetings, have it be one of the items on the agenda. If you are working with a committee, always report out on money both taken in and spent.

5. Have a system in place to pay non recurring bills. Check request forms, receipts are always a good idea.

Web Tip -- Control T

2010-02-26T08:38:00.000-08:00

I learned something from my intern, Camille, last summer and I would love to pass it along to you.

When you want to open a new window in your web browser, use this keyboard shortcut: Press the Control key and the letter T at the same time. You will see a new screen that says you have opened a new tab and then all you have to do is select the website that you want. You will have access to the site you viewed earlier without having to use the back button. I have used it on both Internet Explorer and Mozilla Firefox.

I really take advantage of this shortcut when going from one to another.

That's your Planner's Pointer for today.

Timelines and Elephants

2010-01-18T20:56:00.000-08:00

A goal is a dream with a timeline -- Weston Lyon

Welcome to Planner's Pointers! Today I am going to talk about what is a timeline and how it is used in meeting and event planning (and lots of other places). According to one dictionary I read a timeline is .. a sequence of related events arranged in chronological order and displayed along a line (usually drawn left to right or top to bottom). Another described as a management tool that described when items are to be completed and by whom. Both of these entries are really good explanations of what a timeline is. What I am writing about is what four things a timeline does for me as both a planner and in other aspects of my work life.

1. A timeline is one of the best ways to keep track of what needs to happen when. That is what organization is all about. Never think that just because you have done something many times you can keep things in your head. You will absolutely miss something if you try.

2. A timeline gives you peace of mind. You have an action plan and you know when tasks need to happen. When you have multiple committee doing 50 or so items a piece, a timeline is the only way you will keep thing happening.

3. A timeline is one way to help keep you within budget. You can order items well in advance so you are not paying for things as 24 hour shipping, or on site printing.

4. A good timeline carries the event forward. If you are one of those people who works best with deadlines, then timelines will be your best friend because you always know when tasks need to be completed.

Not use to using a timeline? It gets easier after you have created one a few times. Develop a generic timeline and then customize it as needed. That will be talked about next week.

How do timelines relate to elephants? One of the best sayings about getting tasks done is about how you eat an elephant. You eat it a bite at a time. A timeline is the bite at a time that helps you get things done.

Happy New Year

2010-01-01T22:08:00.000-08:00

Happy New Year!

I have a great quote from writer,Nora Roberts.

If you don't go after what you want, you'll never have it. If you don't ask, the answer is always no. If you don't step forward, you're always in the same place.

What are your goals for the new year? New decade?

Web Site of the Week

2009-11-06T12:23:00.000-08:00

Want to lose yourself in a website for a couple of hours? Go to http://www.corbinball.com

Corbin Ball is an award winning author, speaker and resident techie for the meetings industry. His website is full of ideas, whitepapers and some just for fun things you can see and do. All of it is free. Truly amazing.

Personally I have had the absolute pleasure of hearing Corbin speak to MPI(Meeting Professional International) members twice. Knowledgeable without being smug, his presentations have taught us to how technology can be used at meetings for best results.

Enjoy some of the videos, download some free forms, and read about some of the lastest ideas on technology in the meeting place.

Website of the Week

2009-10-30T08:14:00.000-07:00

Looking for a great way to start a site search in an unfamiliar area go to www.officialtravelguide.com From there you are only choose the drop down menu that says "Search for you Perfect Vacation or Holiday spot" and go from there. A great way to find the Destination Marketing Association International (formerly called Convention and Visitors Bureau International) member in the region of your choice. Great start when you are looking for ideas.

That's the Planner's Pointer for today.

2009-10-27T09:34:00.001-07:00

Looking for a quick read with a powerful impact? Check out Bonnie Budzowski's Clickety Clack: 86 Ways to Keep Your Speech on Track. Former president of the Pittsburgh Chapter of the National Speakers Associationj and executive coach has delivered a winner If you do any sort of public speaking from doing a presentation at a work related meetin to paid professional speaker, this is a book for you. Each tip is a guidepost to doing a powerful peresentation. I like tip 55 best. Want to know what that is? Go to www.incrediblemessages.com If you have a Toastmaster member in your family -- this would make a great gift.

2009-10-23T02:53:00.001-07:00

ZanaFest 2009 Saturday and Sunday Doors open at 10:00 am. www.zanafest.org for all details Drum Circle on Saturday morning at 11:00

Wedding Internet Site of the Month

2009-09-06T12:54:00.000-07:00

www.weddingfavorsunlimited.com is a great site to get ideas for your wedding. Yes I know there are a lot of wedding sites out there some better than others -- this is one of them. With ideas from favors you can purchase and games for your bridal shower -- including some that you can download for free -- this site has a lot to offer. I have to admit that any website that says Cheap Bridal Shower Favor Gifts makes me curious. Have a great Labor Day weekend!

Going Green in the home office

2009-09-01T20:23:00.000-07:00

Going Green! That is the ralling cry in this day and age. We all want to save the planet Here are some ideas to help you save not only the planet, but your wallet as well.

1. Not printing email. Not my own idea for sure since I have seen the tag line at the bottom of emails about not printing for a couple of years now. But we still need to keep emails for many reasons, so here is my suggestion. If you use Outlook as your mail program, learn to use folders to save your emails. It's not hardand goes a long way to organizing your email. Like any habit you wish to develop, it takes time to be gentle on yourself.

2. Unless the letter has a lot of importance, print in draft mode. Along those same lines try and print on both sides of the paper. If you are printing for your own use don't print in color. And try not to print pages from websites.

3. When writing a letter or doing a paper use wider margins. It might save some paper along the way. One inch margins work well.

4. When using Excel, go to Page Set up and then go to tab mark "Sheet" and click on "Print Gridlines" that way you don't have to format your sheet using borders as an every day thing.

5. My favorite tip is use Print Preview before your print. Just doing this extra step before you print can save so much paper and ink. See an orphan line at the top of the second page -- simply adjust your side and bottom margins. This also works in Excel and you can adjust the output by going to "Scaling" in Page Set up and adjust the output by percentages. This really works when you have just one more column to print.

That's the Planner's Pointer for today.

Glossary Term: Requst for Proposal (RFP)

2009-07-21T09:24:00.000-07:00

According to the Convention Industry Council a Request for Proposal (RFP) is a document that stipulates what services an organization wants from an outside contractor and requests a bid to perform such services.

The RFPs that I have responded to have had very clear indicators of what the organization wanted done. It stated the purpose of the event. In the case of an annual event, the RFP gave an event history.

An RFP should have a scope of work, clear deadlines, budget guidelines and attendance projections. It should have the purpose of the event and in the case of an annual event, give an event history.

Words of advice for those sending out RFPs: Request for proposals shouldn't be used to gather ideas if you don't have a clear idea of what is to be done. Also RFPs shouldn't be used to plan the event budget. Be willing to answer questions of those responding to the RFP. Award the bid on the date given. Be willing to answer questions of those who didn't get the contract.

Words of advice for those responding to RFPs: Don't respond if you don't have the skill set to do the work. If you have questions, please make a list and ask them in one phone call, or email. If you will be using other contractors, give their contact information. Don't forget to list your references. Repond in a timely fashion.

That's the Planners Pointer for today.

Glossary Term -- Attrition

2009-06-16T07:04:00.000-07:00

Each month I would like to share a word commonly used by professionals. The words along with their meaning will be from the APEX Industry Glossary.

The Convention Industry Council is the organization of 33 associations coming together to exchange information among the meetings, convention and exhibitions industry. One of the initiatives is APEX, Accepted Practices Exchange to develop practices that reach industry wide. One of the practices is a glossary of terms used in the industry. The goal of the glossary is to standardize the definitions of words used by the meetings industry.

This month's term is Attrition.

Attrition: The difference between the actual number of sleeping rooms picked-up (or food-and-beverage covers or revenue projections) and the number or formulas agreed to in the terms of the facility’s contract. Usually there is an allowable shortfall before damages are assessed.

Attrition Clause: Contract wording that outlines potential damages or fees that a party may be required to pay in the event that it does not fulfill minimum commitments in the contract.

The way to avoid attrition is to be realistic in the number of rooms or amount of food you will be needed. The rule of thumb that I use is that you can always increase your block if you need to, but you can’t lower your count.

That’s the Planner’s Pointer for today.

Seeing the End from the Beginning:

2009-06-09T06:14:00.000-07:00

How will your event look? Take a minute, take five minutes. What do you see? How do you want it to look? Called visualization, this exercise done at the beginning of planning an event is helpful because you can let your creative juices flow and think about what you want to see happening. For example: If you are a bride to be what you would like to see happening at the reception. What colors do you see? Do you see a band or DJ? What does the room look like? I would do this even before you look at all the wedding magazines. Are you planning a fund raiser? What kind of activities do you see? What kind of food? Sit down or stations? What kind of entertainment? Let the mind wander and most of all write it down.

Having an idea of what you want to happen will help guide you to possible themes, locations and dare I say budgets. This vision many change somewhat from the beginning, but it lays the groundwork. Good groundwork makes for great events.

That’s the Planner’s Pointer for today.

Goal Setting

2009-06-01T19:09:00.000-07:00

Whether you have decided to do a meeting with 25 people or a convention with 25,000 people you need to determine the goal or the purpose for having the event. In my opinion, once you determine the goal other parts of the process fall into place.

For example: A non-profit organization wants to have a fundraising concert to raise funds. Since the goal is to raise funds, the first thing that needs to be determined is how much money they would like to raise from that concert. That will determine everything from ticket price to the artist they want to have perform the concert. If the goal of a meeting would be a brainstorming session to develop the next new product for your company then you needs would range from a comfortable setting to the people who you would have at the session.

Once you have the goal, share it is with everyone involved.

That’s the Planner’s Pointer for today.

First Post on Planners Pointers

2009-05-23T06:20:00.000-07:00

This is the first post of "Planners Pointers." The purpose of this blog is to offer suggestions on how to plan meetings and events. The new blog postings will appear on Tuesdays and Fridays.