Answering the Call for Papers!

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.

The ConventionIndustry 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.

When you attend a conference do you even wonder how panels are determined?  Sometimes management companies who represent speakers send information.  Sometimes program committee members will suggest speakers that they heard at other conferences.  Often times though many organization issue  a  "Call for Papers."  The definition of a "Call for Papers" is   1) An invitation to submit topic ideas for the conference program. 2) Document containing detailed instructions for submission of papers for assessment and selection by a review committee; often referred to as “Abstract Forms.” Also known as "Call for Presentations".

When a potential speakers responds what is usually included in the response is a" Curriculum Vitae" (Also known as a CV meaning a short account of one's career and qualifications) or resume.  They will also include an  "Abstract" of their presentation.  An "Abstract" means written summaries of speeches or papers, generally between 200 - 500 words or a brief statement of content.

At a conference along with scheduled sessions maybe a "Poster Session."  A "Poster Session" is :  1) Display of reports and papers, usually scientific, accompanied by authors or researchers. 2) A session dedicated to the discussion of the posters shown inside the meeting area. When this discussion is not held in a special session, it can take place directly between the person presenting the poster and interested delegate(s).

The posters are often mounted on "Abstract Board."  An Abstract Board is usually rolling corkboards used for attaching copies of research papers for authors to discuss with participants. Sometimes people use foam core for their poster and then use easels like the picture.

Planner's Pointers is written by, Mary Pam Kilgore, CMP of Kilgore Events and Meetings.  You may reach me through my website www.kilgoreeventsandmeetings.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. 

Value of a Meeting

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

February 22 APEX Glossary Term: SMERF

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.

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 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

Setting the Table

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

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

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.

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/