pym live austin 2014 complete digital guide
DESCRIPTION
We're excited to be unleashing a series of experiments at our live events this year. Here's our show program for the may 21, 2014 event, complete with educational white papers, info about our sponsors, exhibitors, and more! For a full schedule of events, visit http://planyourmeetings.com/eventsTRANSCRIPT
DON’T FORGET TO TAG YOUR TWEETS, PICTURES AND POSTS WITH
#YAYPYM!
PYM Live Austin
Sites & BitesP R E S E N T E D B Y
& T O DAY ’ S AG E N DA 1 p.m. Partner registration
1:30 p.m. Planner registration
2-2:15 p.m. Official PYM LIVE welcome & orientation
2:15-2:30 p.m. Recognition of PYM AllStars
2:30-3 p.m. Educational session: F&B Budgeting and Negotiation Strategies with Paula Rigling, CAE, CMP
3-3:10 p.m. Break
3:10-4:20 p.m. Site selection speed meetings part 1
4:20-4:30 p.m. Exercise Bytes fitness break
4:30-4:40 p.m. Break
4:45-5:10 p.m. Educational session: How to Build a Menu Around Food Allergies with Paula Rigling, CAE, CMP
5:15-6:15 p.m. Site selection speed meetings part 2
6:15-6:25 p.m. Break
6:25-6:45 p.m. Educational session: Tech-Savvy Site Inspections with Kristi Casey Sanders
6:45-7 p.m. Networking/follow-up time, door prizes and goodbyes
7 p.m. Tours of the Stephen F. Austin: an InterContinental Heritage Hotel
PYM LIVE Austin | May 21
T I T L E D S P O N S O R S
BIRDS AND TURTLES aren’t the only ones who migrate to South Padre Island every year. Hundreds of businesses and associations gather on the Island to hold meetings, conventions, trade shows and special events. From small groups to corporate conventions, the South Padre Island Convention & Visitors Bureau staff can help you plan a “Totally Beachin’” event that will have your attendees raving for years to come. Contact Travis Milum for more information.
Travis Milum [email protected] sopadre.com/meetings @SoPadre
EXPLORE A PLACE where your event will shine! Houston offers fresh possibilities for the meeting experience. More cosmopolitan than metropolitan, Houston’s world-renowned sites border on the dramatic. The city’s easy accessibility, first-class facilities and unique attractions make it an appealing option for conventions and meetings of all sizes and types. Choose Houston for your next meeting or convention and enjoy state-of-the-art facilities set in a world-class city.
Lindsay Rhoden [email protected] visithouston.com @VisitHouston
Speakers
Want to know who you should meet while you’re here? Download our free
conference app, Topi, available for Apple, Android and Windows Mobile devices. Connect it with your Facebook, LinkedIn or other social profiles, and it will show you everyone who’s here, based on how much you have in common. It will also generate private chat rooms where you can connect with people who share your interests. You can instantly connect via LinkedIn or add people to your friends list so you can communicate long after this event ends. Topi also contains the digital show program and CEU certificates of attendance.
Scan the QR code to download the Topi app for your device.
Ez.com/pymapple
iPhone/iPad
Ez.com/pymandroid
Android
Ez.com/pymwindows
Windows mobile
MAKE THE MOST OF YOUR NETWORKING TIME
Kristi Casey Sanders@PYMLive
Plan Your Meetings Tech Savvy Site Selection
Paula Rigling@paularigling
Meeting Planning ProfessionalsF&B Budgeting and Negotiation Strategies How to Build a Menu Around Food Allergies
CrowdMics
Want to play with new meeting tech? Download these apps.
PYM Live Events
1-on-1 meetings
Matter!
How to Ensure Your Events Increase Connections, Foster Collaboration and Deliver Sales Results
Free webinar: ez.com/1to1June 12, 12-1 p.m. CT
Houston is the headquarters to some of the
world’s finest scientific medical treatment
centers, researchers and specialists. Home
to groundbreaking thinkers, Houston is
leading the way in revolutionary advances
in technology and medicine that help
change the way we live.
THINK DIFFERENTLY. MEET DIFFERENTLY:Offshore Technology Conference - Annually, May
Knowledge is Power Program (KIPP) - July 2014
American Public Transportation Association - October 2014
HOUSTON is
Downtown Houston Skyline
PlanYourMeetings.com
E V E N T H O S T
THE INTERCONTINENTAL STEPHEN F. AUSTIN hotel is a historic icon located in the heart of one of America’s most culturally vibrant cities. This recently renovated property not only reflects history, but the Austin lifestyle and a contemporary take on Art Deco. A preferred downtown Austin hotel among the local business community, the InterContinental Stephen F. Austin hotel is only four blocks from the State Capitol Building and four blocks to three entertainment districts.
Danelle Awtrey [email protected] intercontinental.com/hotels/gb/en/ austin/ausha/hoteldetail/meetings-events @InterContinental
S P E E D M E E T I N G S P O N S O R
CAESARS ENTERTAINMENT, with more than 1.95 million square feet of conference space, is one of the largest, most experienced and most respected companies in the world, with 40 properties in 20 destinations plus countless attractions. We strive to create a successful event with solutions and rewards tailored to fit you perfectly. Call 855-633-8238 or email [email protected] and let us help you create a meeting or event that’s more memorable, more successful and more rewarding than you ever imagined.
Nick Rodriguez [email protected] cetmeetings.com @Total_Rewards
Notes
ARE YOU A CHANGE AGENT?Did you know that you inspire us? We love hearing your stories, seeing your pictures and getting to know more about you and your events. Please connect with us on Facebook, Twitter, LinkedIn, Google Plus, Instagram, Pinterest, YouTube and Flickr and share your work, images and ideas with us. Don’t forget to tag your images, tweets and posts with #yaypym.
Plan well and prosper, friends!
M O R E O P T I O N S
M O R E S E R V I C E
M O R E S U C C E S S
WE ANSWER TO YOU.
At Caesars Entertainment, we think planning a successful meeting or event should be a whole lot easier. And much more rewarding. In fact when you book with us, we reward you two
ways: Instant Diamond status gives you elite privileges, from valet parking to VIP access. And Total Rewards® earns you points on
your meeting spend you can redeem for travel, entertainment and brand-name merchandise. At Caesars, we believe your hard
work deserves a lot more credit.
Call toll free 855-MEET-CET.
Or visit caesars.com/meetings
The rewards go far beyond
stress-free planning.
Must be 21 or older to gamble. Know When To Stop Before You Start.® Gambling Problem? Call 1-800-522-4700. ©2014, Caesars License Company, LLC.
128909_8.5x11_PYMAustinEvent_Ad_V1_CXN.indd 1 5/15/14 5:23 PM
NotesF E AT U R E D PA R T N E R S
BEAUMONT The Cajuns call it “lagniappe,” but you’ll call it fun. Beaumont first made history with Spindletop and is known
for its oil heritage and deep-rooted Texas hospitality. Experience vast outdoor spaces like the Big Thicket National Preserve, or take a walk on the wild side by holding a live alligator at Gator Country. After hours, trade in your business suit and sport your best boots and a cowboy hat and head out on the town for live music and Cajun cuisine.
Beaumont. Texas With A Little Something Extra.
Freddie Willard [email protected] beaumontcvb.com/meetings @VisitBeaumontTX
IRVING Located adjacent to DFW International Airport and in between Dallas & Fort Worth, Irving includes more than 75
hotels, 11,000 rooms, and stellar facilities for meetings and events, all in one of the most convenient locations for a successful meeting. The Irving CVB provides first-class services that include coordinating bid proposals, assisting with site selection and developing itineraries, registration assistance, and promotional marketing and publicity. The new Irving Convention Center at Las Colinas features a 50,000-square-foot exhibit hall, a 20,000-square-foot ballroom and an additional 20,000 square feet of breakout space.
Loretta Howard, CHSE [email protected] irvingtexas.com @irvingtexas
S T R AT E G I C PA R T N E R S
CROWD MICS lets the crowd be heard using the microphones already available in their iOS or Android devices. Their voice is amplified through the room’s sound system, eliminating the awkward, inefficient and often expensive method of running wireless microphone around the room. Crowd Mics is an app for iOS and Android and requires no
additional hardware to operate. The presenter simply plugs her own mobile device into the sound system through the headphone jack and everyone in the room joins the same Wi-Fi network. Crowd Mics also includes text commenting and polling features.
Tim Holladay, co-founder [email protected] crowdmics.com @crowdmics
PYM LIVE Austin | May 21
S P E C I A L T H A N K S
These are wireless microphones for any live event CROWD MICS turns iOS and Android devices into wireless microphones. Finally, the crowd can be heard!
Voice commenting - Crowd members talk into their device and their voice is heard over the sound system, like a wireless microphone. Text commenting - Just like it sounds. 160 character text comments from the crowd to the presenter.
Polling - A dead-simple polling feature to get quick responses from the crowd.
Crowd Mics works for any live event Conferences Business Meetings Training Sessions School Lectures Concerts Sporting Events
Contact Us Email: [email protected] Phone/text: 480-725-7255 Twitter: @crowdmics Facebook.com/crowdmics
PlanYourMeetings.com
NotesS T R AT E G I C PA R T N E R S ( C O N T I N U E D )
Bytes™
on-demand fitness breaks
X BYTES are on-demand video fitness breaks for meetings, training events, conferences and workplaces. This new and innovative technology keeps people alert, entertained and energized. The breaks are brief, sweat-free, tailored for participants wearing business attire, and for use at their seats. Each of the four video breaks integrates easily into the agenda as energy boosters when energy levels are low (mid-morning and mid-afternoon), time fillers for unplanned gaps and social icebreakers that build camaraderie. Videos can be corporate branded to attract sponsorship revenue.
Kim Bercovitz, Ph.D. [email protected] x-bytes.com @xbytes
ON LOCATION ENGAGEMENTS Connect with attendees on-the-spot, in-the-moment. OLE delivers useful and relevant multimedia content directly to an attendee’s smartphone screen at specific locations throughout a venue. Visitors are guided through an environment that interacts with them in a way that motivates action based on business objectives. Beacons are reusable, easy to set up, and deliver measurable analytics on visitor engagement.
Iris Goldman, founder [email protected] OLEengagements.com
TOPI is the only mobile solution that connects everyone at any event. In addition to the basics (content, agenda, broadcasts, attendee profiles, sponsoring, social network integration, etc.), Topi leverages participants’
profiles to create interest-based group conversations. Topi also provides a curated environment for private chats, audience questions and many other unique features.
David Aubespin [email protected] topi.com @topi
Our 2013-14 PYM edition features bonus materials that can be unlocked with your mobile device. Download the FREE PYM+ app from Apple and Google Play stores.
OLE: On Location Engagements Connect with attendees on-the-spot, in-the moment via beacon technology. OLE is an on-location content delivery platform that “wakes up” smartphone
screens and displays targeted content to attendees within designated
proximity zones via small Bluetooth/wifi enabled beacons. OLE can be
branded as your event app or inserted into an existing show app.
Your message, to your customers, in your spaceNow it’s simple, easy and affordable to deliver layers of multimedia messaging
to better meet the demands, requests and wayfi nding of attendees, as well as
real insights into their interests and behavior.
OLE Engagement Analytics• Content effectiveness—what drew
most interaction/page views
• Which proximity zones drew the
most attendees/hourly/daily
• Amount of time spent within each
proximity zone
• Attendee data capture via download
opt-in and surveys
• Overall length of stay at venue
• Attendee traffi c pattern
OLEengagements.com
Information
Video
Audio
Tours
Surveys
Mapping
Hybrid Vehicles
Android iPhoneiPad
ProximityBeacons
OLE App
OLE Cloud
DIY Content Manager
EngagementAnalytics
iPhone
ENABLED
OLE is a simple, complete and turnkey mobile platform. OLE provides an instant, turnkey
mobile presence that automatically
pushes layers of content to mobile
iPhones, iPads and Android devices.
Developed to provide effortless DIY
set-up with drag-and-drop content
management, OLE is quick to
implement, easy to use and doesn’t
require any additional hardware.
Contact us Iris Goldman Pam Cunningham Founder Marketing Director [email protected] [email protected]
949.690.6286 310.740.1115
Direct attention, stimulate curiosity and motivate actionProvide attendees with an environment that interacts with them to promote
more valued, meaningful and measurable engagements.
• In-depth information • Sponsorship opportunities
• Video demos • Web links/HTML
• Customized “tours” • Data capture
• Language preference • Venue mapping
New Colors
GET TO KNOW US BETTER
Product Catalog
Sales Sheets
Take our client survey
Send me special offers
Notes
PYM LIVE Austin | May 21
AU S T I N PA R T N E R S
Abilene CVBJackie [email protected]@AbileneCVB
AT&T Executive Education and Conference CenterAngie [email protected]@MeetAtTexas
City of GranburyJennilee [email protected]@visitgranbury
Copper Mountain ResortSharon Schoeffield970-968-2318sschoeffield@coppercolorado.comcoppermeetings.com/meetings@CopperMtn
Crowne PlazaRobbie [email protected]/austincentral@CrownePlaza
Dave & Busters AustinKaren Campbell512-346-8015karen_campbell@
daveandbusters.comdaveandbusters.com/events/plan-
your-event/corporate-events@DaveandBustersA
Embassy Suites San Marco Hotel, Spa & Conference CenterRosa [email protected]@embassy
Greater Miami CVBKimberly [email protected]@MiamiandBeaches
Greater New Braunfels COC CVBNina Eastman, [email protected]@nbnative
JW Marriott Houston DowntownShelly Kent832-525-1565skent@thejwmarriott.comjwmarriotthotelhouston.com@thejwmarriotthoustondowntown
La Torretta Lake Resort & SpaKarin Greene936-570-0052kgreene@latorrettalakeresort.comlatorrettalakeresort.com@LaTorretta
Rockport Fulton COCBecky [email protected]@CharmofTxCoast
SeaWorldCraig [email protected]/en/seaworld-
sanantonio@SeaWorldTexas
St. Edwards University Professional Education Craig [email protected]
Visit Vail ValleySandra Perrig [email protected]@VVPartnership
White Space LLCMichael Clay214-272-2478michael.clay@whitespacedallas.comwhitespacedallas.com@whitespacedallas
Throughout this event, prizes will be given for social sharing
and participation.
#yaypym
On-Demand Fitness Breaks that Energize and Attract
Sponsorship Revenue
How X bytes™ WorksX bytes™ are short video bytes of exercise that are easy to “fit’’ into your already packed schedule!
Each of the four X bytes™ videos is under 6.5 minutes and can fit into your program as:
•A mid-morning and mid-afternoon energy booster when energy levels are low
•An on-demand and on-the-spot time filler when things don’t go as planned
•A new and innovative break that creates a memorable experience for attendees
•A break room program where videos are looped and people follow along at their leisure
Each X bytes™ break consists of an engaging animation of less than a minute, a 21 second introduction, and a 5-minute fitness break. The video can be shown in its entirety or shortened to fit your event schedule.
X bytes™ Features and Benefits
•Brief – can be easily inserted into anymeeting or conference program
•Convenient, social icebreaker – can bedone at attendees’ seats or in a break room
•On-demand delivery – videos provide spontaneous and unlimited use
•Sweat-free – attendees exercise in their business attire
•Gentle for every body – there are no crazydance moves or awkward yoga poses
•Healthy and memorable break – combats sitting fatigue and learning fatigue
X bytes™ are EASY to Use!Videos can be downloaded from the Internet and played on a PC or Mac, or web streamed.
Custom Branding Options
X bytes™ provides sponsorship appeal! Custom video branding brings sponsors memorable, prominent and frequent exposure.
Copyright © 2013. All Rights Reserved. X bytesTM, Exercise BytesTM, and the X-Man symbol are trademarks of Exercise Bytes Inc.
Animation Introduction Fitness BreakLess than 1 minute 21 seconds 5 minutes
Complete Version (Less than 6.5 min)Abbreviated Version (5.5 min)
Short Version (5 min)
Let us show you how on-demand fitness breaks during the day can change your conference experience!
[email protected] www.x-bytes.com 1-855-8xbytes @Xbytes
Is your event jam-packed with sessions?
Do you ever need to fill program gaps?
Looking for new & innovative sponsorship opportunities?
Want to make your events more memorable?
on-demand fitness breaks
PlanYourMeetings.com
T O DAY ’ S M E N U
Reception/RegistrationFreshly brewed coffee, decaffeinated coffee and hot herbal teas
Assorted regular and diet soft drinksBottled water
(Continuous beverage service throughout the event)
Break 1Marble of imported, domestic cheeses and Texas cheeses (GF)
served with fresh fruit (GF)(DF)(ST) assorted crackers and French bread
Break 2Pulled pork sliders with slaw
Truffle mac and cheese shooters
Break 3Shrimp and grits served in a Copa glass (GF)(C)(S)
Fried green tomatoes with sun-dried tomato aioli (C) Assorted miniature cupcakes (ST-some have a strawberry center and can be pointed out)
withJalapeño margaritas
Stone Cellars Culinary Collection merlot, cabernet sauvignon and chardonnay
Join us June 10 from 1-2 p.m. CT for this free webinar
with Barbara Rozgonyi
Principal, CoryWest Media
RSVP & View: Ez.com/socialsafari
IT’S A JUNGLE OUT THERE!SAFARI
social media
A L L E R G E N K E Y
(DF) Dairy-free
(GF) Gluten-free
(C) Contains corn
(S) Contains shellfish
(ST) Contains strawberries
Our PYM annual
features bonus
materials that
can be unlocked with your
mobile device. Download the
FREE PYM+ app from Apple
and Google Play stores.
Then scan the magazine
above with the PYM+ app
and see what we mean!
SUBSCRIPTIONS ARE FREE!Ez.com/pymsubscribe
issuu.com/planyourmeetings
Volume 18, Issue 2 • 2013/2014 $15 US
DESIGNING MEETINGS THAT INSPIREP. 10
BECOME WHO YOU SAY YOU ARE P. 19
CREATING A CULTURE OF INCLUSION P. 22
3 BIGGEST THREATS TO THE MEETING INDUSTRY P. 28
AUGMENTED EDITIONSEE PAGES 3 & 6 FOR DETAILS
2013/14 DIGITAL ISSUE NOW ONLINE!
PYM LIVE Austin | May 21
Contract Negotiations:Prepared and Fair
are Effective in any Market
withChristy Lamagna, CMP, CMM, CTSM
View at Ez.com/prepared
Watch this free webinaron-demand
evoke the same feeling as
Does the word
contractdentist?
PYMSupportsAt every event in 2014, we’ll be collecting unused soaps and
donations for Clean the World, an amazing organization that’s
transforming what’s wasted in this industry into life-saving gifts
for people in need of proper sanitation.
For more information, visit cleantheworld.org, or view
the brochure in the digital show guide.
Feeling Lucky?Enter to win a $150 gift card
and 20,000 United bonus miles!PlanYourMeetings.com/contests