The Society of Government Meeting Professionals

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The Government Meeting Toolbox

• Presented by
• The Society of Government Meeting Professionals
• Charles S. Sadler, CHSP
• Executive Director

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SGMP is the only national organization in the
United States dedicated exclusively to
improvingthe knowledge and expertise on the
planningand execution of government meetings
through education, training and industry
relationships.

• 30 chapters around the nation
• Almost 4000 members and still growing
• Annual Education Conference/Trade Show
• CEUs, Certification and technology classes

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Who Joins SGMP?

• The Meeting Planners
• Government meeting planers, Federal, state and
  municipal
• Contract planners
• Educators and students

• The Industry Suppliers
• Hotel Sales
• Convention Bureaus
• Vendor services, i.e., AV, transportation
• Associate Suppliers (commissioned based placement
  of meetings)

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Are Your Meeting Planning Skills or Tools a
Little on the Primitive Side?
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Or Maybe Your Meeting Planning Skills or Tools
Need a Little Updating?
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If You are a Government Meeting Planner, SGMP is
For You!

• You will learn how to build an RFP Request for
  Proposal
• You will get ideas on how to tinker with FB
  Food and Beverage
• You will get tips on how to be handy during a
  site inspection
• You will walk away with more confidence to book
  your next meeting

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If You are in Hospitality Industry Sales, SGMP is
For you Too!

• You will learn what goes into the building of an
  RFP Request for Proposal
• You will get ideas helping government planners
  with FB Food and Beverage
• You will get tips on what government planners
  look for during a site inspection
• You will walk away with more confidence in
  bidding on your next meeting

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Your Blueprint for Building The RFP-Part 1 (You
can access RFP samples at our website
www.sgmp.org)

• THE COVER LETTER
• Provide a timetable for the RFP process
• Include the exact date they must respond
• State the decision date
• Describe the decision making process and also the
  role you play in the process
• Discuss any important procedural points the hotel
  should know up front. (i.e. contacting anyone,
  promotional activities, finalists or
  negotiations)
• Give clear guidelines for how responses are to be
  formatted

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Your Blueprint for Building The RFP-Part 2

• GROUP AND MEETING PROFILE
• Provide basic information about your organization
  and participant profiles. Who are your attendees?
  History of meeting. Goals of meeting.
• Provide specific information on meeting room
  requirements, food and beverage, sleeping rooms,
  VIP needs, ADA requirements and AV.
• Give particulars on sleeping rooms, such as day
  to day room block, history of pick-up with dates
  and locales, percentage of singles multiples and
  suites.
• Include a wish list. (i.e. airport pick-ups,
  coffee)
• Include any special needs. (i.e. dietary,
  security, signage, multi-lingual
  staff, health club)

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Your Blueprint for Building The RFP-Part 3

• HOTEL INQUIRY
• How old is the hotel and the hotels FEMA number.
• Have there been any recent renovations?
• Are any renovations planned for the meeting
  dates?
• How long has the current
  management been in place?
• Ask for names and phone numbers
  of 3 to 5 meeting planners who have
  met at the hotel with a
  group similar in size to yours.
• Ask what other groups would be in the hotel
  during your intended dates.

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Your Blueprint for Building The RFP-Part 4

• EVALUATING RESPONSES
• Was the proposal complete, addressing all your
  needs? Did the hotel contact follow your
  instructions? Was the proposal submitted on time?
• Did the hotel provide dimensional
  diagrams for the meeting space available?
• Did the hotel offer acceptable alternatives for
  requests it could not meet?
• Does the hotel offer any special facilities
  or services that would benefit your
  group?
• Were references readily given? How did peers
  evaluate their experiences with the hotel?

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Site Inspections Accessibility (You can access
Site Inspection list samples at our website
www.sgmp.org)

• -Travel ease and cost, proximity to
  airport-Permits access by people with
  disabilities-Adequate taxi/limousine
  service-Sufficient parking space-Availability
  and cost of shuttle service-Adequate airport
  assistance-Adequate number of flights into
  destination-Seasonality of destination (peak
  season vs. off- season)

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Site Inspections Environment

• - Availability of local attractions, shopping
  recreation restaurants
• - Weather conditions
• - Appearance
• Safety of area
• Reputation of area/facility for hosting
  meetingsSupport and services available from
  local convention bureau
• - Availability of experienced suppliers, such
  as audiovisual firms, exhibit service
  contractors, temporary help, and security

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Site Inspections The Facility

• -Efficient, friendly doormen and bellmen
  attractive, clean lobby
• -Registration desk easy to find sufficient space
  and personnel in relation to guest rooms ability
  to handle peak check-in/check-out times for major
  groups efficient front desk personnel
• -Modern elevators in sufficient number to serve
  guests when the facility is full
• -Accessible, fully-staffed message and
  information desk rapid response to telephone
  calls quick delivery of messagesAvailability of
  guest services
• -Comfortable clean rooms furniture in good
  condition, modern bathroom fixtures, adequate
  lighting, adequate closet space and hangers,
  smoke detectors, fire exit information clearly
  posted,
• -Adequate lighting and cleanliness of hallways
• -Availability of beverage and ice machines on
  each floor
• -Service elevator accessibility

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Site Inspections The Facility (continued)

• -Size of standard room vs. deluxe room
• -Rooms equipped for people with disabilities
• -Number and types of suites and availability of
  suite floor plans
• -Reservations procedures and policies
• -Room category classifications (floor number,
  non-smoking, ocean view, etc.) and number
  available in each category
• -Number of rooms available for early arrivals and
  late departures
• -Current convention rate and rack rate for
  individual guests (not part of the group)
• -Guarantee and deposit requirement
• -Check-in and check-out hours

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Site Inspections The Facility (continued)

• -Cutoff date for the room block
• -Check-cashing policies and types of credit cards
  accepted and refund policy for cancellation
• -Number of non-smoking floors, kings vs. doubles
• -Dates of any planned renovations
• -Any change in hotel ownership being discussed
• -Availability of a health club, hours, and cost
• -Telephone access charges (long distance, local,
  and calling card)
• -Key system for guest rooms
• -Adequate parking space (free or for a fee)
• -Hotel emergency plan (meeting manager should
  review it)
• -Hotel emergency exits clearly marked
• -Comparison of king-bedded versus double-bedded
  room categories
• -Availability of Internet in guest rooms

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Site Inspections The Facility (continued)

• Meeting Rooms
• Meeting space meeting rooms come in all shapes
  and sizes, and with a number of obstructions and
  inadequacies. The meeting planner must evaluate
  the potential of each room under consideration.
  They should get and review the accurate
  measurement of the room, prepare or ask for scale
  diagrams, incorporate all equipment, staging and
  decorations, and calculate the desired square
  footage per person for the required setup.

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Site Inspections The Facility (continued)
Hotel Meeting Room Questions -How many meeting
rooms will be required? -In addition to the
formal program, will meeting rooms be needed for
committee and
business meetings? -What is the estimated
attendance for each session? -Are attendees to be
seated theater style, classroom style, or
conference style? -Are rooms with high ceilings
and no columns or obstructions needed to
accommodate audiovisual presentations? -Is space
needed in or near the meeting room(s) for
refreshment breaks? -What pre and post-meeting
space is required for affiliated ancillary
groups?-Are meeting rooms accessible to people
with disabilities?
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Site Inspections The Facility (continued)

• Food and Beverage Service Public Outlets
• - Appearance and cleanliness- Cleanliness of
  food preparation areas- Adequate staffing at
  peak times- Attitude of personnel- Prompt and
  efficient service- Variety of menus- Cost
  range- Reservations policy- Feasibility of
  setting up additional food outlets for
  continental breakfast and quick luncheon service
  if necessary- Feasibility of using public food
  outlets for group functions during non-peak hours

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Site Inspections The Facility

• Group Functions
• - Quality and service- Diversity of menus-
  Creativity or access to companies specializing in
  decor- Costs tax and gratuities projected
  price increase by the time of the meeting extra
  labor charges for small group functions- Liquor
  laws (restricted times)- Cash bar policies
  bartender cost and minimum hours, cashier
  charges, drink prices- Refreshment break
  pricing guarantee policies, when a guarantee is
  required, number prepared beyond guarantee-
  Special services tailored menus, theme parties,
  unique refreshment breaks, food substitutions
  available, table decorations, dance floor- Size
  of banquet rounds (eight people or 10 people)

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Food and Beverage Tips

• -Plan the dessert as the afternoon break to get
  luncheon at per diem cost in line for hotel
• -Negotiate Continental Breakfast in with room
  rates
• -DO NOT Serve Buffets, they cost more due to lack
  of portion control.
• -Plated Dinners are better bargains than
  receptions with hors d oeuvres

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Certified Government Meeting Professional
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Benefits of Becoming a Certified Government
Meeting Professional

• Obtaining the Certified Government Meeting
  Professional (CGMP) designation further defines
  ones ability to get the job done and
  establishes ones level of knowledge and expertise
  in planning and executing government meetings.
  Participating in this CGMP training course and
  taking the CGMP exam not only helps the
  credibility of the meeting planner, but also
  reflects an achievement of professional
  competency within your agency.

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CGMP Benefits

• Demonstrates your commitment and ability to
  perform the duties of a meeting planner.
• Enhances the image of excellence in coordinating
  and planning government meetings.
• Reflects professional and personal achievement
  designed for the federal/state/local government
  meeting planner.
• Builds self-esteem that measures the quality of
  education, experience, and ethics required of a
  meeting planner.
• Establishes a professional credential that serves
  as an endorsement of your knowledge and
  experience.

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CGMP Benefits (continued)

• Improves career opportunities and advancement
  that gives you an edge when being considered for
  promotion.
• Prepares you for greater on-the-job
  responsibilities indicating your willingness to
  invest in your professional development.
• Provides for greater earnings potential, monetary
  incentives and recognition.
• Improves skills and knowledge by confirming
  proficiency and knowledge.
• Offers greater professional recognition from
  peers and superiors.

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SGMP takes the CGMP Course on the Road, right to
your chapter!
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With SGMP You get all the Tools You Need!

• Education Programs to download
• Meeting Budget and Cost Analysis Forms
• Quarterly Magazine
• Discussion Board
• Monthly Chapter Education Programs and
  Networking
• National Education Conference
• CEUs
• Certification Programs
• Scholarship Opportunities

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SGMP Brings Todays Meeting Knowledge Direct to
You!