Friday, December 17, 2010

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

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.

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

Wednesday, December 8, 2010

Off the beaten track holiday stops

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.

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/



Wednesday, December 1, 2010

Old Technology meet Smart Phones

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 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.  

Monday, November 15, 2010

QR Codes and Event Planning


The is the QR Code for Planners Pointers


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.

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!


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.  Copyright 2010


Saturday, November 13, 2010

APEX Definition: Release

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.

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.

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/

Friday, November 5, 2010

Daylight Saving Time

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/

Tuesday, November 2, 2010

How to add Google Alerts

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/

Saturday, October 30, 2010

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

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/

Tuesday, October 26, 2010

Job Websites to discover

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/

Friday, October 22, 2010

10 + 1 Ways to stay organized in the home office

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

Tuesday, October 19, 2010

Team Work works miracles

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/ 

Tuesday, October 12, 2010

Travel Safety

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.

Sunday, October 10, 2010

Technorati Code AAM6SRRXUNH9

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

Monday, October 4, 2010

Book Review Who's Got Your Back by Keith Ferrazzi

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.

Friday, August 13, 2010

10 Reasons why You need to go to Toastmasters

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

Monday, July 5, 2010

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

Tuesday, June 29, 2010

Computer tip -- Shortcut Keys

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

Thursday, June 17, 2010

Audio Visual Aids -- Laser Pointers and More!

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/

Wednesday, June 2, 2010

Audio Visual Equipment -- LCD Projectors

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.

Friday, May 28, 2010

Web tip of the week -- Beware of Automatic Renewal

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.

Tuesday, April 27, 2010

Glossary Terms -- Catering Personal Descriptions

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

Friday, March 19, 2010

Web Site of the Week

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

Tuesday, March 16, 2010

Glossary Term: a la Carte

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

Friday, March 12, 2010

Web site of the Week Merriam-Webster.com

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.

Tuesday, March 2, 2010

Budget Guidelines 5 Key Tips to Developing Your Budget

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.

Friday, February 26, 2010

Web Tip -- Control T

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.

Monday, January 18, 2010

Timelines and Elephants

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.

Friday, January 1, 2010

Happy New Year

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?